BEST DUTIES OF A SECRETARY
The Confidential Secretary's duties are many, varied and exciting. Confidential Secretaries in various organizations have similar duties generally, but in some establishments, specialist duties may be discharged in addition to the common ones.
It is, however, not easy to cover all the duties of a Conficential Secretary in single book. The sphere is wide and varied. However, wether one becomes a Confidential Secretary to amedical practitioner, a permanent secretary, a minister of state or even the managing director of a firm, there are certain essential duties with which the Secretary should be familiar.
A Confidential Secretary should be conversant with the duties enumerated below:
1. Take dictation and transcrib it on the typewriter
2. Despatch letters
3. File documents so that they can be found readily
4. Open new files
5. Read and sort mail
6. Answer the telephone and make outgoing calls
7. Take messages
8. Make appointments for the boss and keep records of them
9. Act as memory aid to the boss
10. Compose letters and help to prepare reports
11. Meet the people who come into the office
12. Order supplies for the office
13. Type materials from longhand, or shorthand notes
14. Make hotel reservations and other travel arrangements
15. Keep financial records and handle imprest accounts
16. Prepare agenda and notice convening meetings and send copies to members including Co-opted members
17. Type minutes of meetings
18. Type material to published
19. Do personal banking and local purchases and keep personal records for the boss
20. Keep press cuttings, files and scrap book about employer's interests
21. Act as a go-between for her boss
22. Supervise other employees and act as office manager
23. Take speeches in shorthand at conferences, seminars, etc
24. Take down and transcribe court/tribunal proceedings
25. Advise where necessary
26. Read travel timetable and plan itineraries for the boss
27. Check all travel documents
28. Change calender date every morning
29. Run errands for the boss
30. Prepare relevant briefs for the boss in respect of interviews
31. Send out invitations and reply to invitations received
32. Write congratulatory letters or letters of condolence when necessary.
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