how to become a secretary

Secretaries assist professionals, managers and executives by performing clerical and secretarial duties.

Personal requirements for a Secretary

Good command of the English language, both written and spoken
Sound organisational and interpersonal skills
Able to work under pressure and meet deadlines
Able to work independently
Aptitude for working with computers
Neat personal appearance
Able to act with tact and discretion.

Education & Training for a Secretary

To become a secretary, you usually have to complete a VET qualification. As subjects and prerequisites can vary between institutions, you should contact your chosen institution for further information. You may be able to study through distance education. You can also become a secretary through a traineeship. Entry requirements may vary, but employers generally require Year 10.

Duties & Tasks of a Secretary

Secretaries:

Screen telephone callers
Make and record appointments
Operate office equipment such as photocopiers, fax machines, switchboards and computers
File correspondence and other records
Receive and process incoming and outgoing mail
Write letters and reports on behalf of the organisation
Store and retrieve data on computers
Talk to clients
Prepare agendas or programmes for meetings
Attend and take minutes of meetings, both in the office and at other locations
Organise business itineraries, travel arrangements, conferences, meetings and social functions
Hire and supervise staff
Maintain budget and account records
Purchase office supplies.

Tasks

Attending meetings and acting as secretary as required.
Screening telephone calls and answering inquiries.
May supervise other secretarial and clerical staff.
Liaising with other staff on matters relating to the organisation's operations.
Researching and preparing reports, briefing notes, memoranda, correspondence and other routine documents.
Maintaining confidential files and documents.
Taking and transcribing dictation of letters and other documents.
Processing incoming and outgoing mail, filing correspondence and maintaining records.
Maintaining appointment diaries and making travel arrangements.

Working conditions for a Secretary

The duties secretaries perform vary a great deal according to the size and type of organisation in which they work. Experienced secretaries may advance to positions of higher responsibility.

Employment Opportunities for a Secretary

Secretaries may work in a variety of industries. Most work in medical centres, law and accounting firms, retail and wholesale firms, factories, travel agencies, hotels, motels, hospitals, schools, large hairdressing salons and other professional offices. The extent of work duties depends on the individual's knowledge of what is required, their willingness to accept responsibility and the structure of the work area. Experience in a variety of clerical duties may be needed for office workers to move from one position to another and into other areas of administration.

Specializations

Legal Secretary

A legal secretary uses knowledge of legal terminology to prepare documents and reports.

Medical Secretary

A medical secretary uses knowledge of medical terminology to prepare documents and reports.

Average age

42 years
Future Growth

Decline
Gender Share

97% female
Average full-time

41 hours
Weekly Pay

$1,432
Skill level rating

Medium skill
Unemployment

Lower unemployment
Full-Time Share

72% Full-Time
Employment Size

52,500 workers
Employment by state

ACT: 3.6%
NSW: 34.1%
NT: 0.9%
QLD: 17.6%
SA: 6.1%
TAS: 1.6%
VIC: 26.5%
WA: 9.6%
Age brackets

15-19: 0.7%
20-24: 5.7%
25-34: 24.6%
35-44: 25.3%
45-54: 25.5%
55-59: 9.3%
60-64: 5.9%
65 and Over: 3.1%
Education level

Advanced Diploma/Diploma: 22.7%
Bachelor degree: 15.5%
Below Year 10: 0%
Certificate III/IV: 16.2%
Post Graduate/Graduate Diploma or Graduate Certificate: 4.2%
Year 10 and below: 9.5%
Year 11: 6.2%
Year 12: 25.9%
Years 11 & 10: 15.3%