SECRETARIAL DUTIES AND OFFICE PROCEDURES

Table of Content
Page
BLOCK 1. SECRETARY AND MODERN OFFICE

Unit 1. The role of Secretary 1

1.0 Aims and Objectives 1
1.1 Introduction 1
1.2 Definition of a Secretary
1
1.3 Secretarial Job Titles
2
1.4 Secretarial Duties
4
1.5 Skill Requirements
6
1.6 Specialized Secretarial Jobs
8
1.7 Qualities for job success
9
1.8 Let us sum up
12
1.9 Key Words
17
1.10 Answers to Check your Progress Exercises
18
1.11 Model Examination Questions
18

Unit 2. The Secretary in the Office Environment 20

2.0 Aims and Objectives 20
 2.1 Introduction
20
2.2 Understanding the organizational structure
21
2.3 Office Layout
25
2.4 Areas of Secretarial Responsibilities
28
2.5 Organization of Time and Work
29
2.6 Let us sum up
35
2.7 Key Words
36
2.8 Answers to Check your Progress Exercises
37
2.9 Model Examination Questions
37

Page
BLOCK 2. FUNCTIONS OF SECRETARY AND PUBLIC RELATIONS

Unit 3. The Secretary's Public Relation Duties 39

3.0 Aims and Objectives 39
3.1 Introduction 39
3.2 Secretary-Employer Relationship 40
3.3 Secretary-Office Employee Relationship 43
3.4 Secretary-Public Relationships 45
3.5 Let us sum up 49
3.6 Key Words 50
3.7 Answers to Check your Progress Exercises 50
 3.8 Model Examination Questions 51

Unit 4. Basic Telephone Services 53

4.0 Aims and Objectives 53
4.1 Introduction 53
4.2 Telephone personality 54
4.3 Incoming calls 56
4.4 Outgoing Calls 62
4.5 Let us sum up 63
4.6 Key Words 64
4.7 Answers to Check Your Progress Exercises 65
4.8 Model Examination Questions 65

Unit 5. Handling Written Correspondence 67

5.0 Aims and Objectives 67
5.1 Introduction 67
5.2 Incoming mail 68
5.3 Outgoing mail 71
5.4 Let us sum up 72
5.5 Key Words 73
5.6 Answers to Check Your Progress Exercises 73
5.7 Model Examination 74
Page
BLOCK 3. EXECUTIVE SERVICES OF A SECRETARY

Unit 6. Assisting in Meetings and Conference Preparations 75

6.0 Aims and Objectives 75
6.1 Introduction
75
6.2 Making Arrangements
76
6.3 Reporting on the meeting
79
 6.4 Performing Follow-up after the meeting
80
6.5 Parliamentary Procedure
81
6.6 Let us sum up
82
6.7 Key Words
83
6.8 Answers to Check your Progress Exercise
84
6.9 Model Examination Questions
85

Unit 7. Making Travel Arrangements 86

7.0 Aims and Objectives 86
7.1 Introduction
86
7.2 Methods of Travel
87
7.3 Travel arrangements
88
7.4 Secretarial Responsibilities Before the Trip
89
7.5 Secretarial Responsibilities while Employer Away
91
7.6 Secretarial Responsibilities when the executive Returns
92
7.7 Let Us Sum Up
93
7.8 Key words
94
7.9 Answers to Check your Progress Exercise
95
7.10 Model Examination questions
96