Secretary Through
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Secretary Through
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Secretary — enterprising office worker, entrusted with a broad range of responsibilities: that and answering phone calls, and registration of correspondence, and organization of meetings, and record keeping, as well as the fulfillment of all instructions of the head and make independent decisions within its competence.
The purpose of the labor Secretary – to provide effective management and administrative activities of the company.
The term "Secretary" are people of different professions:
In addition to the above major fields of work of the Secretary, additional distinguished names of the profession, which are some of the features.
If you lift the curtain of history and go in search of the answer to the question: where did the beginning of the profession "Secretary", it, most likely, the path will lead us to the clerks and chroniclers. These people were engaged in correspondence, led the entry of the orders and decrees of the king, fixed events in chronological order.
State and political figures are also difficult to do without an assistant . In Russia, secretarial work introduced by Peter I in 1720 year, presenting to the profession the high demands. The work of the Secretary was entrusted to people with knowledge of the laws, the presence of education and knowledge of all the subtleties of the profession.
With 1840 year, the leaders of many enterprises began to assign to his assistant personal Secretary. However, people without special skills to this position did not take. So, began to open secretarial courses. Interestingly, at first they appeared in Kharkov, and in the U.S. just eleven years later.
Scientific and technical progress was developing rapidly: carbon paper and typewriters in the past, giving today's workplace Secretary modern computers, Fax and other office equipment.
The official "Secretary" is usually celebrated on the last Wednesday of full week of April.
Profession, no doubt, has the advantage in the benefits:
A candidate for the profession, first of all, should:
Managers of small firms want, to the Secretary:
More reputable companies the responsibilities of the Secretary may be much wider. The clerk asked:
The Registrar has to do the paperwork.
In some companies, the post of Secretary to be responsible for anything not necessary, in others, it encumbered the material and disciplinary liability, in addition to the workload of their duties.
In case of loss by the Secretary of any important documents, to administrative responsibility will be involved not an expert, a legal entity, ie. company.
The Secretary may be a financially responsible person to monitor the presence of material assets, located in the office in his sub-report: furniture, office equipment and other.
The Director is obliged to provide all necessary information in order, to the Secretary could cope with the task. This also applies to confidential data.
The Secretary may discuss with the head of questions about his vision, how to improve their work and the work of the organization.
clerkship – women privilege. It is their leaders want to see his assistants. This is due to women's ability to be flexible, prevent aggression boss, to capture his attitude and personality. Beautiful half will be able to do a comfortable business office and impress the partners.
However, man can lay claim to the post of assistant, getting a job in the majors.
Some companies see the positions of the Secretary person with knowledge of foreign languages.
If you ask the leaders of various enterprises, what character traits should be endowed with his personal Secretary, we can assume , their answer will be unambiguous:
In addition, note presentable appearance, beautiful speech, a good memory.
After communicating with the company Secretary the visitor will have to be sure, here will help him to solve his question.
The position of Secretary of enveloped in myths about the difficulties, related career. Partly, it is. But this is only partly – it all depends on each person.
Someone is already using 1-2 years manifests itself from the best side and confidently moves forward to meet the numerous prospects, and someone and the post of Secretary is a lot.
Clever and enterprising employees can look for a more respectable place within the same company, such as becoming an assistant manager, and after the manager or director.
Secretary needed in a large company, and in the enterprise, working in small business.
One cannot call what is a fixed amount, if we talk about average salary of people, occupying the position of Secretary.
State institutions do not treat their clerks high wages and pay them about 300 $ . But, if you go to work in big foreign company, it is possible to increase the income to 1000 $ .
When applying for a vacancy as an assistant Manager treat people with higher education or a certificate of completion of a specialized training centre for secretaries. Sometimes the training can take place in the company, which agreed to employ you.
Worked as a secretary can do without higher education, but solid companies want to see their team graduates with knowledge of the proceedings, Ethics of business communication, psychology, shorthand and speed reading, ability to work in 1C and skillfully managed with office equipment.
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What are these words in your language?
receiver mobile phone answer phone fax public telephone phone card
cell phone message long distance call telephone directory switchboard
Bayswater 64-07; Cobham 20-03; Museum 15-27; Knightsbrige 11-70; Kensington 25-31 e.305 (e.= extension – добавочный номер ); Torrington 50-00 e. 991; Welsby 03-66 e. 2-00.
Ex.2. Ask and answer the questions with other students.
Ex.1. Read the lines below. They are all from telephone conversations. What do you think the lines before and/or after are? Discuss with a partner.
3. Great! See you on Sunday at ten, then. Bye!
4. Oh, never mind. Perhaps next time. Bye!
5. No, it isn’t. I’ll just get her.
7. There’s a party at my house on Saturday. Can you come?
8. Can I speak to the manager, please?
Ex.2. Complete the conversations with a line from exercise 1. Act out the conversations with your partner.
B Hello. Can I speak to Jo, please?
B Oh! Hi, Jo. This is Pat. Is Sunday still OK for tennis?
C Oh sorry, Tom. I can’t. It’s my sister’s wedding.
3) A Good morning. Barclays Bank, Watford. How can I help you?
B Good morning. ______________________
A I’m afraid Mr. Smith isn’t in his office at the moment.
___________________________________
B Don’t worry. _________________________
Ex.1. Arrange the following into groups of words and word combinations close in meaning:
To call smb; to connect; to wait at the telephone; to be engaged on another line; to be called to the telephone; to make a call; a telephone cabin; to pick up the receiver; a trunk call; the line is clear; to put a call through; to hang up; a dial telephone; to hold the wire (or the line); to ring off; to be cut off; to get in touch; to speak over another telephone; to take up the receiver; a non-automatic phone; to ring smb up; to put through; there was no reply (answer); the line is busy; to put down the receiver; to give smb a ring; to be disconnected; to hold on; the line is free; a call phone; to telephone to smb; a long distance call; a telephone booth; to give smb a call; to look up the telephone directory; to get through; to be wanted on the phone; to consult the telephone book; nobody answered the telephone (the call); call-box.
Ex.2. Give the antonyms to the following words and phrases:
To get the wrong number; the line is busy; to take up the receiver; to hold on; to connect.
Ex.3. Fill in the blanks with suitable words and word groups:
1. I believe the … is out of order, there is no ….
2. There are seven signs in a London … …, three of them being the letters for the exchange.
3. On hearing the telephone …, he went to …the …
4. Something must be wrong with the …, it doesn’t go back into position.
5. There was a … … for you this morning.
9. I’m sorry I could not … in … with him earlier.
10. As he was walking along the street, he saw a …. telephone on the corner. The sight of it prompted him to … … a friend of his. The buzz … that the … was …. When he heard the voice, he gave the …. But unfortunately it was … He … … the … and after a minute … it … and tried again.
Ex.1. Getting through. Look at the phrases and decide which person (the Caller, the Switchboard or the Receiver) says each one.
- I’d like to speak to Mrs Cameron. (1)
- Can I speak to someone who deals with…? (3)
- Could I have the sales department, please? (5)
- Sorry. You have the wrong number. (7)
- No thanks. I’ll call back later. (8)
- One moment. I’ll put you through. (10)
- Leo Wan here. Can I help you? (13)
- The line’s busy. Will you hold? (14)
- Knox Oil and Gas. Good afternoon. (16)
- Sorry, you have the wrong extension. (18)
Ex.2. Look at these four conversations. Decide what you think the caller said.Act out the conversations with your partner.
B: Mr. Franks? Just a moment… I’m sorry, the line’s busy. Will you hold?
B: Right, Mr. Carey. I’ll tell him you called.
2. B: Gamble and Proud. Good morning.
B: Just a moment. I’ll put you through.
C: Hold the line. I’ll get him for you.
B: One moment. I’ll put you through to the booking desk.
C: International flights. Can I help you?
C: Certainly, sir. When would you like to travel?
4. B: Hello. Cale and Cale, Solicitors.
B: I’m sorry. I’m busy on Friday. Is Thursday possible for you?
Ex.1. Combine the following elements to make up useful phrases.
Verbs: to answer, to book, to call, to cut, to dial, to get, to give, to hang, to have, to hear, to hold, to keep, to leave, to look, to make, to pick, to put, to reach, to ring, to speak, to take, to wait, to want.
Nouns: a call, a trunk (long distance) call, a number, a wrong (right) number, a bad (good) connection, a telephone directory (book), a ring, the wire, the line, the receiver, a conversation, the telephone, a message, the buzz, the bell, the dial tone.
Prepositions, adverbs, adverbial phrases: up, down, on, to, through, over, at for, back into, in touch, off, with.
2. We could hardly hear each other.
3. The telephone is dead. There was no reply.
10. Could you wait for a moment, please?
Ex.1. Look at the useful phrases (1-7) for telephoning. In each case, cross out the phrase that is unusual or incorrect.
1. Hello. / Good morning. / Speak me.
2. Is (name) there? / I’d like to speak to (name), please. / Is there (name)?
3. Are you (name)? / Is that (name)? / Who’s calling, please?
4. Hold on, please. I’ll try to put you through. / Hang on, I’ll go and get her. / One instant.
5. I am me. / It’s me. / This is (name) here.
6. What are you up to later? / What do you do later? / Are you available later on today?
7. I’ll look forward to seeing you tomorrow. / To tomorrow. / See you tomorrow then.
Ex.2. Read the two phone calls made by Phil Jones: one to his friend, Maddy, and the other to his bank manager, Mr. Moore. Complete each conversation with the most appropriate useful phrase from the previous exercise.
Phil: Yes, hello Janet. How are you?
Janet: Fine, thanks. (4) _____________
Maddy: Hello you. What have you been up to?
Phil: Oh, just working. Listen, I can’t chat now. (6) _____________
Maddy: I’ve got to work this evening but I thought we could go to the cinema tomorrow.
Phil: OK, I’ll come round at about seven.
2. Receptionist: (1) __________ Northminster Bank. Can I help you?
Receptionist: OK, (4) _______ … Oh, Mr. Jones, I’m afraid he’s on the other line. Would you like to hold?
Phil: Oh, hello. (5) _______________
Mr. Moore: Oh, yes Mr. Jones. Thank you for getting back to me so promptly. There seems to be a problem with your account.
Phil: Oh, dear. What sort of problem?
Mr. Moore: Well, you’ve exceeded your overdraft limit by more than £500. You really need to come to the bank to discuss it. (6) ______________
Phil: I’m afraid I’m rather tired up today. Would tomorrow be convenient for you?
Mr. Moore: Yes, that’s fine. Ten thirty?
Phil: Yes, ten thirty’s fine for me.
Mr. Moore: Well, thank you for ringing. (7) _____________
Act out the dialogues with a partner.
Ex.1. Use the following word combinations in sentences of your own.
To have the wrong number; to leave a message; to call back; to wait for the dialing tone; to wait at the receiver; to consult the telephone book; to reach smb at a certain number; to get through to smb; to make a call; to call smb.
Ex.2. Complete by using verbs and fit the word combinations into your own sentences:
2.… up the telephone directory for …
5.… to the phone ( active and passive)
Ex.1. You are going to make six short phone calls and to leave messages on an answer phone. Here are the instructions before each one.
1. You are phoning: Delhi Railway Station.
Reason for call: You want to know the times of trains to Calcutta this afternoon.
2. You are phoning: NBK Air Conditioning Systems, sales department.
Reason for call: You want to order a system for an office 30m : 50m : 3m
3. You are phoning: The Taj Mahal Restaurant.
Reason for call: You want to book a table for four for tonight.
4. You are phoning: Kline Ferguson Inc.
Reason for call: You want to speak to Jeff Gomez.
5. You are phoning: The Surrey Post (newspaper), advertising department.
Reason for call: You want to place an advertisement in the business-to- business column.
6. You are phoning: Allied Webb Financial Services.
Reason for call: You want to know about their U.S. investment fund. Ask them to send you a brochure.
Ex.2. Use these words in the conversations below.
call back ring take a message no-one that there wrong(x2) this it’s
Yes, who’s that? I can hardly hear you.
Ø Hi. … is David Peaty. Could I speak to Chris, please?
Oh, hello David. He’s not in yet. Shall I ask him to … you when he gets in?
4. Could I speak to Donald, please?
Ø I think you must have the … number. There’s … of that name here.
Act out the conversations with a partner.
Ex.1. Choose the necessary prepositions or adverbs.
(about, for) He asked … the telephone number of the Foreign Department. The secretary asked … the time and the date that would suit me.
(on, up, to, for) He called me … to make arrangements for the next day. He said he wanted to call … me to discuss some urgent matter. He promised to call … me to take me out somewhere. Call your brother … the phone. There’s somebody on the line waiting to speak to him.
Ex.2. Insert the necessary prepositions or adverbs.
1. Is there anything more difficult than to speak … a foreign language … the telephone.
2. Don’t hang … the receiver. Hold …, please.
3. He let the telephone ring twice, then he picked … the receiver, and almost whispered his “Hello” … the mouthpiece.
4. “What has happened … the telephone?” “I think there is something wrong … the earpiece.”
5. He waited … the receiver … the number to be given to him.
6. What is the first word you speak … the telephone when you take … the receiver?
8. Will you, please, put me … … the Chief of the Department, if he is available.
10. Can you put me … touch … the Secretary of the Committee?
11. You can get him … extension 1-03.
12. “You are wanted … the telephone, Kiev is … the line.”
13. I’m not sure if it suits you, but it’s perfectly all right … me.
Ex.1. Complete the sentences below using the following words:
catch called try again please someone message line back speak
1. Could I speak to … in the Marketing Department, please?
2. Could you ask Mr Green to call me …?
4. Could I leave a …. For Suzanne Butler?
6. Could you tell her I’ll call …. tomorrow?
8. Could you …. again. I’m afraid it’s a rather bad line.
9. Could you … up? It’s a terrible line and I can hardly hear you.
10. Could you repeat the date please? I didn’t quite … it.
Ex.2. Complete these responses, then match them to the questions above:
see soon like wait hear ‘ll anyone get back course
a. Yes, I’ll tell him as … as he gets back.
b. Just a moment, I’ll … if he’s in his office.
c. Yes, of course. I’ll … him to call you as soon as he gets back.
d. Yes, of … It’s Tuesday, July 4 th .
e. Certainly. I’ll see if there’s … there.
g. Is that better? Can you … me now?
j. Yes, of course. What would you … me to tell her?
Practise the conversations with a partner.
Ex.3. Complete the following dialogues with the correct form of the verbs below. Use each verb once only.
make dial look it up call give leave answer
1. What time do you want me to pick you up this evening?
Ø I’m not sure. I … you on my mobile just before the train gets in.
Ø Yes, of course. The phone’s in the hall.
Ø I’m not sure yet. I … you a call later this evening.
4. I’ll phone later and give you Sally’s new address.
Ø I probably won’t be in, but you … a message.
5. Do you know what Jim’s number is?
Ø No, I’m afraid I don’t. … you …….. in the phone book?
7. I’m in the bath. … you …the phone, please?
What are these words in your language?
to make arrangements to make an appointment with smb urgent to postpone
a schedule/to schedule to be tired up to keep an appointment to confirm to fit in to cancel
Ex.1. Complete the sentences using the words and phrases given above.
1. So your appointment is __________ for five. Should I ___________ it the day before?
2. I’ll get her ________. Hold on, please… When would you like to come?
3. I’m afraid, she’s _____________ tomorrow. Is your business __________? If so, perhaps we could _____ you ____ somewhere.
4. I would like ______________________with Mrs. Bentley.
5. If you have to __________ our appointment, please contact my assistant Peter, the same telephone number.
6. If you can’t come we’ll ______________ it until the end of the week.
7. I’ll do my best to ______________ the appointment.
Ex.1. Complete the conversation using the sentences (1-4) from the exercise above.
Making an appointment through a secretary
Mr. Stanley: Good morning. This is Robert Stanley speaking. (a)____________________________________________________________
Secretary: Oh, yes, Mr. Stanley. Good morning.
(b) ______________________________________________________________
Mr. Stanley: Tomorrow, if possible.
Secretary: (с) ___________________________________________________
Mr. Stanley: No, it isn’t that urgent. Is the day after tomorrow possible?
Secretary: What time is good for you?
Mr. Stanley: As late as possible in the afternoon.
Secretary: I’m sorry, but that afternoon is full too. How is Friday afternoon at four thirty?
Mr. Stanley: That’s fine, thank you. Oh no, let’s make it five, if possible.
Secretary: All right, sir. (d) __________________________________________
Mr. Stanley: No, it isn’t necessary. I’m looking forward to seeing Mrs. Bentley. Will you give her my best regards, please?
Secretary: Certainly, I will. Good-bye, Mr. Stanley.
Ex.2. Read the dialogues. Fill in the table with suitable sentences and questions from the dialogues. Memorize these sentences.
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Useful tips
In English we usually say phone numbers like this:
0 = oh (“zero” is sometimes also used)
63 = six three (not sixty-three)
66 = double six
666 = six double six
682 947 - six eight two nine four seven
8944 5033 - eight nine double four five ‘oh’ double three
020 7399 7050 - ‘oh’ two ‘oh’ seven three double nine seven ‘oh’ five ‘oh’
When you ring an organization on a touch-tone phone, you might hear a menu of options; you might, for example be asked to press the star key(*) or the hash key(#).
Useful tips
Leaving a message on an answer phone
It can be difficult to leave a message on an answer phone! You have to think quickly and speak clearly, and you have to pretend that you’re talking to a person, but of course you’re talking to a machine!
How to leave a message on an answer phone:
4) introduce yourself →→→ Hello. This is…/ My name is…
5) give the day and time →→→ It’s three o’clock on Monday afternoon.
6) reason for phoning →→→ I’m ringing…
to let you know that…
to find out if…
because I need…
7) request action →→→ Could you ring me back?/ Could you help me?
8) give your number →→→ My number is…
You can get me on …
I’m on 784 567 until five o’clock.
9) end→→→ Thanks a lot. Goodbye.
Useful tips
In telephone conversations we often use the auxiliary verbwill (='ll) to express a quick decision or to make an offer or promise.
-Sorry, the line is busy. - I'll phone back later. (Quick decision)
-I'd like to speak to the manager. - I'll get him for you. (Offer)
To ask for permission to do something or ask another person to do something we use could or can. Could is a little more polite than can.
Can I call you back later? (Asking for permission)
Could you repeat that, please? (Request)
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