How to improve yourself as a secretary

Secretary jobs are very important to get an office running smoothly. This role can make or break a business. People can easily make assumptions about a company based on their experience with a secretary. Read this short article to find out more about how to be a better secretary.

You need to be able to keep up with your work load at all times as a secretary. That’s why you must be very organised. To get yourself organised there are a few things that you can do. You can use calendars, email reminders, filing systems, diaries and wall planners. You might have to arrange bookings, schedules and appointments for other people too.

Secretaries need to be able to type with the speed of a thousand gazelles. Work on your spelling because you can’t always hide behind a spell checker. A secretary job involves typing up hand written notes and minutes. You have to be able to get this done quickly by typing fast.

Taking incoming phone calls is another major part of the job. You should have good telephone manners to be a good ambassador for your company. When using the phone, remember to smile, as it comes across in the tone of your voice. You should be polite at all times and make your best effort to be helpful. To forward calls to the appropriate people you need to understand how the phone system works in the office. Let the office worker know who is calling before putting the call through to them.

Your appearance is also an important factor to consider. You should dress like a professional to get the respect of co-workers and clients. Clean, neat hair an manicured nails give a professional look. People often see the secretary as they walk into an office, so you are the first impression they get of a company.