Occupation secretary (general)

Secretaries (general) perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organising and maintaining paper and electronic files or providing information to callers and visitors.

Tasks

• Answer, screen and direct telephone calls, take messages and handle enquiries and requests.
• Greet visitors and direct them to the appropriate persons.
• Open, sort and distribute incoming correspondence, including faxes and email, and prepare responses to correspondence containing routine enquiries.
• Produce correspondence, memos, reports, presentations and other documents from drafts, handwritten copies, machine dictation, etc., e.g. using computers with a variety of software packages.
• File and retrieve documents, correspondence, records and reports, and set up filing systems.
• Make appointments and keep diaries.
• Organise travel arrangements, business itineraries, conferences and social functions.
• Prepare agendas and make arrangements for meetings, attend meetings and take minutes.
• Order and maintain office supplies.
• Keep informed how to use office equipment such as computers, fax machines, photocopiers, printers, scanners and phone systems, and report about non-functioning equipment.
• Serve refreshments, e.g. to managers and visitors.

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