Job Secretary

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Secretaries and administrators play a supportive role in organisations where they are employed to undertake a variety of administrative tasks.
An administrative role can sometimes be a way into a profession, particularly in the media or marketing.
Secretaries and administrators help to keep an organisation running smoothly, taking care of the administrative and organisational tasks that make the organisation function. The job title ‘administrator’ and ‘secretary’ can be used interchangeably to describe the same role, or ‘secretary’ can be another, more old-fashioned name for a personal assistant or executive assistant.
An administrative or secretarial role can sometimes be a way into another profession, particularly those in the media or marketing; that is, many professionals in sectors such as marketing and the media start out in an administrative role and 'work their way up'. Similarly, university students and graduates often do short-term temp work as an administrator or secretary via a recruitment agency during the holidays or after graduating. This sort of office experience can be an asset on a CV.
However, if you wish to specialise in an administrative role, career progression can come from taking on more senior administrative positions; what these are exactly will differ according to the organisation. In some, you might become a senior administrator or team leader; in others, a personal or executive assistant; in still more, an office manager. It’s also not unknown for secretarial and administrative staff to specialise in working for organisations in particular sectors: for example, pharmaceuticals or law.
A huge range of organisations across the public and private sectors employ secretaries and administrators.
Jobs can typically be found on jobs boards, directly through the employer’s websites, through recruitment agencies and in the print and online versions of local and national newspapers.
Formal academic qualifications are not always needed, although some employers do require you to be educated to a GCSE/standards or A level/highers level. A small minority might ask for a degree, in which case a degree in English, business, IT or information science may be beneficial.
Most employers require applicants to have office or administrative work experience; relevant experience can be gained through temping via recruitment agencies. This, in turn, can lead to permanent work.
Some organisations ask for the ability to type a certain number of words per minute or to have experience in audiotyping; however, shorthand is no longer asked for as standard. A range of secretarial training courses are available online or via further education colleges.
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This describes content that has been written and edited in close collaboration with the organisation, who has funded the feature; it is advertising. We are committed to upholding our ethical values of transparency and honesty when dealing with students and feel that this is the best way not to deceive consumers of our content. The content will be written by GTI editors, but the organisation will have had input into the messaging, provided knowledge and contributors and approved the content.
This content has been written or sourced by AGCAS, the Association of Graduate Careers Advisory Services, and edited by TARGETjobs as part of a content partnership. AGCAS provides impartial information and guidance resources for higher education student career development and graduate employment professionals.
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by Scott Miller Last updated Aug. 14, 2020
The duties, qualifications, and career prospects of secretaries are greatly influenced by technology.
The documents can be sent electronically and instantly reviewed.
With technologies, some duties that were traditionally performed by secretaries can be now done by other professionals as well.
The work of a secretary comprises the elements of call screener, gate-keeper, and document organizer.
They are often referred to as administrative or legal assistants as they provide a great deal of assistance to the managers, executives, and professionals.
To perform their duties, secretaries use computers, their technology skills, communicate with various people inside and outside the company.
The duties of a secretary can also vary depending on the job setting.
For instance, legal secretaries work with such documentation as contracts, court forms, lawsuit pleadings, subpoenas.
Medical secretaries transcribe dictated medical articles and reports.
They can also work with patient histories, and handle appointments or admissions scheduling for patients.
Additionally, they bill patients or insurers.
Secretaries in schools handle parents’ calls, organize school records, and monitor late arrivals or early departures of students.
Secretaries should know how to file, track, and categorize the documents.
Using their organization skills, they should also track schedules to avoid missing appointments or events, or overbooking.
The secretary’s employer may need a specific document or information, and the secretary should be able to get it ready quickly.
Managers, executives, attorneys, physicians, and other professional secretaries may work for, provide them with instructions on the required tasks.
Secretaries also use effective communication skills to listen to customers and communicate with them to obtain information, schedule appointments, etc.
According to O*NET, about 91% of secretaries use phones every day.
Secretaries need the skills in word processors to type and edit documents as well as scanners, databases, and other software and hardware.
Every day, about 86% of secretaries use email in their work.
Secretaries also need excellent grammar and syntax to write emails, memos, messages, and other documents.
Those employed in legal offices should be familiar with citing cases and statutes rules as well as other authorities.
To become a secretary, one needs a mix of education and experience.
Working in a specific setting, some specialized or extensive education may be necessary.
The minimal educational requirement is a high school diploma.
Secretaries may find helpful such courses like a computer, word processing, and spreadsheet at high school or community colleges.
Those who plan to work in legal offices should take coursework that includes legal terminology and procedures.
Secretaries seeking a position in the medical field will need classes covering medical terms and health insurance billing.
Executive secretaries working for corporate offices usually have a wider range of responsibilities, so they may need a bachelor’s degree or at least college classes.
For a general office setting, training usually takes a few weeks while in the industry-specific setting, it can last for a few months.
The amount of required experience usually depends on the work setting.
Secretaries in general offices can gain experience working in smaller offices dealing with simple tasks.
For the position with a large employer or the company with several offices, secretaries should be more experienced.
Certifications can expand job opportunities, although they are not mandatory.
To become a Certified Administrative Professional by the International Association of Administrative Professionals, one needs two to four years of experience in the area and to pass the exam.
To obtain a Legal Secretary Specialist certification, Legal Secretaries International requires a minimum of five years of legal experience.
The candidates meeting the requirements can get a certification in criminal law, intellectual property, civil litigation, and business law, etc.
Typically, secretaries have a full-time schedule, but some employers may hire part-time employees.
They usually work on weekdays, and those in schools and legal offices, have days off for holidays.
Secretaries at schools may have a few weeks of vacation during the Christmas holidays and in summer.
This doesn’t apply to year-round schools.
Legal offices are usually closed on the same days that courts and government offices are.
Mostly, secretaries work 8 am-5 pm or similar hours.
Medical secretaries may have to work in the evenings or on weekends sometimes.
The Physicians’ offices are usually open at the times meeting their patients’ schedules.
As the BLS reports, the employment rate should increase by 3% both for secretaries and administrative assistants.
This means 188,800 more job openings by 2024.
This rate is lower than the other occupations, which is 7%.
The employment rate may decrease for legal secretaries by 3% and executive secretaries and secretary assistants by 6%.
With computer software, emails, and other technology, professionals can do some tasks of secretaries themselves, such as to send documents, communicate with clients, etc.
Some tasks that legal secretaries perform can be done by paralegals.
In the medical field, on the other hand, employment will increase by 21%.
The aging population and increased access to health insurance raise the demand for medical services and for secretaries to handle the billings.
Also, with more people reaching 65+ years old, there will be more patients eligible for Medicare.
Secretaries with experience can eventually advance to an office manager or a supervisor position.
In legal offices, secretaries can use their experience to become paralegals.
Secretaries are responsible for the organization of records and schedules, preparing documents and addressing the needs and concerns of customers and staff.
To perform their tasks, secretaries need computer skills.
However, advancing technology can affect the employment projections in the future since managers can use software to do most of the secretary tasks.
Because of the greater demand for healthcare services and easier access to insurance, medical secretaries have more positive employment prospects.
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Job Secretary