Secretary Job Description: Skills, Salary, Roles & Responsibilities

If you are looking for a career that involves organising, communicating, and assisting, you may want to consider becoming a Secretary. A Secretary is an essential member of any office, as they help to keep things running smoothly and efficiently.  In this blog, we will provide you with a comprehensive blog on what it takes to be a Secretary and what you can expect from a Secretary Job Description. 

Table of Contents 

1) Who is a Secretary?   

2) Key responsibilities of a Secretary 

3) Qualifications of Secretary 

4) Skills required to become a Secretary 

5) Salary of a Secretary 

6) Secretary Job Description example    

7) Conclusion 

Who is a Secretary? 

A Secretary is someone who performs administrative and clerical duties for an organisation or an individual. A Secretary may work in various settings, such as a corporate office, a government agency, a law firm, a school, a hospital, or a non-profit organisation. A Secretary may also have different titles, such as Administrative Assistant, Office Assistant, Executive Assistant, Personal Assistant, or Receptionist. A Secretary may report to a Manager, Director, Lawyer, Doctor, Teacher, or any other professional who needs their support.
 

Key responsibilities of a Secretary 

The responsibilities of a Secretary may vary depending on the industry, the employer, and the level of responsibility. However, some of the common responsibilities of a Secretary are as follows: 

a) Answering phone calls and directing them to the appropriate department or person 

b) Scheduling meetings and appointments and sending reminders and confirmations 

c) Making travel arrangements and booking accommodation and transportation 

d) Preparing and editing documents, such as letters, memos, reports, invoices, and presentations 

e) Maintaining and updating records, files, and databases 

f) Ordering and managing office supplies and equipment 

g) Managing the receipt and dispatch of mail and courier deliveries. 

h) Greeting and assisting visitors and clients 

i) Taking notes and minutes during meetings and conferences 

j) Performing basic accounting and bookkeeping tasks 

k) Handling confidential and sensitive information with discretion 

l) Supporting other staff members and departments as needed 

Qualifications of a Secretary 

The qualifications of a Secretary may vary depending on the industry, the employer, and the level of responsibility. Let’s explore some of the common qualifications of a Secretary: 

a) A high school diploma or equivalent 

b) A certificate or diploma in office administration, business administration, or a related field 

c) A bachelor’s degree in a relevant field may be preferred or required for some positions 

d) Proficiency in Microsoft Office and other computer applications 

e) A minimum typing rate of 40 words per minute is required 

f) Knowledge of office procedures and etiquette 

g) Knowledge of the industry and the organisation 

h) Excellent communication and interpersonal skills 

i) Good organisational and time management skills 

j) Attention to detail and accuracy 

k) Ability to work independently and as part of a team 

l) Ability to multitask and prioritise 

m) Ability to handle pressure and deadlines 

n) Capable of adjusting to evolving circumstances and requirements 

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Skills required to become a Secretary 

The skills required to become a Secretary may vary depending on the industry, the employer, and the level of responsibility. Here are some of the common skills required to become a Secretary: 

a) Communication skills: A Secretary needs to communicate effectively and professionally with a variety of people, such as managers, colleagues, clients, and vendors. A Secretary should possess strong skills in both verbal and written communication. They also need to excel in active listening and understanding information effectively. A Secretary also needs to have good phone and email etiquette and use appropriate language and tone. 

b) Organisational skills: A Secretary needs to organise and manage a large amount of information and tasks, such as documents, files, schedules, and contacts. A Secretary needs to have good planning and coordination skills, as well as problem-solving and decision-making skills. A Secretary also needs to have good filing and record-keeping skills and use reliable and efficient systems and tools. 

c) Technical skills: A Secretary needs to use various computer applications and software, such as word processors, spreadsheets, databases, and presentation tools. Plus, a Secretary needs to have good typing and data entry skills and basic troubleshooting and maintenance skills. Besides, a Secretary should know how to use other office equipment, such as printers, scanners, fax machines, and photocopiers. 

d) Interpersonal skills: A Secretary needs to interact and cooperate with a variety of people, such as managers, colleagues, clients, and vendors. A Secretary should possess good customer service, relationship-building, negotiation and conflict-resolution skills. A Secretary also needs to have good teamwork and collaboration skills and respect and follow the hierarchy and authority of the organisation. 

e) Personal skills: A Secretary needs to demonstrate certain personal qualities and attributes, such as professionalism, reliability, integrity, and confidentiality. Moreover, a Secretary should possess a positive and friendly attitude and a courteous and respectful manner. A Secretary also needs to have a high level of initiative, self-motivation, and a willingness to learn and improve. 

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Salary of a Secretary 

The salary of a Secretary may vary depending on the industry, the employer, the level of responsibility, the location, and the experience. The average salary of a Secretary in the UK is £20,381 per year as of February 2024. The salary range of a Secretary in the UK is from £40,000 to £30,000 per year. Here is a table showing the salaries of secretaries in different countries, based on the data from Glassdoor: 

                                                                                            Source: Glassdoor 

Secretary Job Description template 

A Secretary Job Description can vary depending on the context. Here is one Secretary Job Description Template

Let's take a look at an example of Secretary Job Description: 

Conclusion 

We hope you read and understand this blog on Secretary Job Description. A Secretary is a valuable asset to any organisation, as they provide administrative and clerical support to ensure the smooth operation of the office. Their Job Description may vary depending on the industry, the employer, and the level of responsibility. I wish you good luck on your Secretarial journey! 

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