CHAPTER I
INTRODUCTION
Secretary is a person employed to write orders, letters, dispatches, public or private papers, records, and the like; an official scribe, amanuensis, or writer; one who attends to correspondence, and transacts other business, for an association, a public body, or an individual.
A secretary is either an administrative assistant in business office administration, or a certain type of mid- or high-level governmental position, such as a Secretary of State.
The executive secretary (sometimes called administrative assistant or associate) has a myriad of administrative duties. Traditionally, these duties were mostly related to correspondence, such as the typing out of letters. The advent of word processing has significantly reduced the time that such duties require, with the result that many new tasks have come under the oversee of the secretary. These might include managing budgets and doing bookkeeping, maintaining websites, and making travel arrangements. Secretaries might manage all the administrative details of running a high level conference or arrange the catering for a typical lunch meeting. Often executives will ask their assistant to take meeting minutes and prepare meeting documents for review. To record spoken information effectively a secretary has to learn a speedwriting or shorthand skill. Methods such as Easy Script Speed Writing and Alphabetic Shorthand are based on mastering a small set of abbreviating rules rather than memorizing individual abbreviations for each word offer a shorter learning curve. They may also do personnel paperwork which used to be thought of as a Human Relations function; this might also include understanding the complex rules regarding Visa and Immigration.
To be successful today the executive assistant must have a broad level of skills and be creative in managing new situations. As such a 4 year degree (Bachelors of Arts) is often preferred and a 2 year degree is usually a requirement.
CHAPTER II
SECRETARY PROFESSION
- Definition
A secretary is either an administrative assistant in business office administration, or a certain type of mid- or high-level governmental position, such as a Secretary of State.
The executive secretary (sometimes called administrative assistant or associate) has a myriad of administrative duties. Traditionally, these duties were mostly related to correspondence, such as the typing out of letters. The advent of word processing has significantly reduced the time that such duties require, with the result that many new tasks have come under the over see of the secretary. These might include managing budgets and doing bookkeeping, maintaining websites, and making travel arrangements. Secretaries might manage all the administrative details of running a high level conference or arrange the catering for a typical lunch meeting. Often executives will ask their assistant to take meeting minutes and prepare meeting documents for review. To record spoken information effectively a secretary has to learn a speedwriting or shorthand skill. Methods such as Easy Script Speed Writing and Alphabetic Shorthand are based on mastering a small set of abbreviating rules rather than memorizing individual abbreviations for each word offer a shorter learning curve. They may also do personnel paperwork which used to be thought of as a Human Relations function; this might also include understanding the complex rules regarding Visa and Immigration.
To be successful today the executive assistant must have a broad level of skills and be creative in managing new situations. As such a 4 year degree (Bachelors of Arts) is often preferred and a 2 year degree is usually a requirement.
- The Role Of Secretary
The role of the Secretary depends on the style and size of the organization.
Where there is no paid staff, the Secretary will have an important and more time-consuming role. Some Management Committees have more than one person with formal responsibility for secretarial tasks such as a Minutes Secretary, Correspondence Secretary and Membership Secretary).
Each Management Committee will have its own way of doing things, and the way in which work is shared out can depend on the skills, interests or amount of time that a person has to offer.
- The Duty Of A Secretary
If your organization is incorporated as a Company Limited by Guarantee, you must appoint a Company Secretary which is different from the role of an honorary secretary. This post carries even greater responsibility than an ordinary secretary to ensure that the requirements of Company Law are met.
Main duties of the Secretary:
a. The responsibilities of the Secretary of a Management Committee are summarized under five general duties.
It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to staff.
b. To keep an up-to-date list of names, addresses and telephone numbers of committee and ordinary members of the organization.
c. To keep careful, orderly records of the organization's work. This will involve:
(a) Writing the minutes (unless there is a Minutes Secretary);
(b) Filing all committee correspondence received and copies of replies sent, in their date order;
(c) Filling reports received and made;
(d) Keeping a record of any of the organization's publications, i.e. leaflets and newsletters, and reporting the activities of the organization and future programs to the press - unless there is Information or Publicity Officer.
d. To compile lists of addresses which are useful to the organization, and to keep a record of the name of appropriate officials, or officers of voluntary organizations?
e. To keep a diary of future activities of the organization and a record of previous activities.
f. To prepare a report of the organization's activities for the year, for the Annual General Meeting.
Your duties and responsibilities as local Secretary include the following:
a. Provide a communication link between members and the President.
b. Perform all duties as required by the CWA Constitution and Local Bylaw.
c. Maintain a current record of Local membership.
c. Record minutes of all Local meetings.
- Kinds Of Secretary
a. Governmental Secretary
In the USA
In the United Kingdom
In Australia
The Private Secretary to the Sovereign and the Private Secretary to the Prime Minister are the most important. A Private Secretary can be assisted by one or more Assistant - and or Deputy Secretaries, or even head a whole office in which those may be section chiefs.
In several continental European states, similar positions (to a head of state or executive minister) are given names meaning chief of the 'cabinet' (e.g. Chef de cabinet in French) in the sense of personal advisory and administrative staff, indeed like a Chief of Staff heading a bureau that may in fact include one or more functions styled Secretary, e.g. Press Secretary, Social Secretary. The same function may exist under another name without the word 'Private', and to a gubernatorial dignitary, e.g. Secretary to the Governor General as in Canada
b. Medical secretary
A medical secretary provides secretarial support in clinics. Duties are e.g. to inform patients of costs and further information resources for care offered. Other duties are to answer telephones, relay messages and greet visitors. Duties depend on instructions and pre-established guidelines from medical staff.
The job requires a high school diploma or its equivalent in addition to 0-2 years of related experience.
c. Company secretary
A Company Secretary is a senior position in a private company or public organization, normally in the form of a managerial position or above. In the United States
Despite the name, the role is not a clerical or secretarial one in the usual sense. The Company Secretary ensures that an organization complies with relevant legislation and regulation, and keeps board members informed of their legal responsibilities. Company Secretaries are the company’s named representative on legal documents, and it is their responsibility to ensure that the company and its directors operate within the law. It is also their responsibility to register and communicate with shareholders, to ensure that dividends are paid and to maintain company records, such as lists of directors and shareholders, and annual accounts.
In many countries, private companies have traditionally been required by law to appoint one person as a company secretary, and this person will also usually be a senior board member.
d. General Secretary
The term General Secretary (alternatively First Secretary) denotes a leader of various unions, parties, churches or associations. The most notable usages are the following:
- The official title of the de-facto leader of the Soviet Union was the General Secretary of the Central Committee of the Communist Party of the Soviet Union. Joseph Stalin is known to be the first to elevate the position from the former meaning to the latter. For a time the position was known as the First Secretary. See List of leaders of the Soviet Union for other bearers of these titles.
- The term General Secretary often refers to the Secretary-General of an organization such as the Secretary-General of the United Nations or Secretary-General of the League of Nations. Also called the Executive Secretary in the case of the Commonwealth of Independent States.
- The General Secretary (or First Secretary) may also be the title used by the head of a political party or group such as the Labor Party (UK) but this usage is most often associated with the leadership of communist political organizations.
- The General Secretary may also be the head of a trade union, particularly in the United Kingdom or another association such as a federation of agriculture or farmer's union or a co-operative.
- The General Secretary may also be the head of a Church or a Church Organization, such as a National Council of Churches or the World Council of Churches.
5. The Corporate secretary
The corporate secretary has a duty in office managing of the board holds an information serving in taking a decision by council of commissioner and management. A good decision is also supported by the corporate secretary efforts defining the absent of the meeting audience so can get the quorum, so make the legitimate and credible decision. For the large and complex company, it is better for the council of commissioner and management to have the secretary for the administration applying and documentary. This is very important as a supporter whenever the company faces a bad condition. It can be a result from the mistaking decision of the management or council commissioner to bring a lawyer. Here is the corporate secretary in business
BAB III
CONCLUSION
Secretary is a person employed to write orders, letters, dispatches, public or private papers, records, and the like; an official scribe, amanuensis, or writer; one who attends to correspondence, and transacts other business, for an association, a public body, or an individual.
A secretary is either an administrative assistant in business office administration, or a certain type of mid- or high-level governmental position, such as a Secretary of State.
The role of secretary depends on the style and size of the organization. Where there is no paid staff, the secretary will have an important and more time-consuming role. Some Management Committees have more than one person with formal responsibility for secretarial tasks such as a Minutes Secretary, Correspondence Secretary and Membership Secretary).
Main duties of the Secretary:
a. The responsibilities of the Secretary of a Management Committee are summarized under five general duties.
It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to staff.
b. To keep an up-to-date list of names, addresses and telephone numbers of committee and ordinary members of the organization.
c. To keep careful, orderly records of the organization's work.
d. To compile lists of addresses which are useful to the organization, and to keep a record of the name of appropriate officials, or officers of voluntary organizations?
e. To keep a diary of future activities of the organization and a record of previous activities.
f. To prepare a report of the organization's activities for the year, for the Annual General Meeting
Some kinds of secretary:
a. Governmental Secretary
b. Medical secretary
c. Company secretary
d. General Secretary
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