1,English for Secretaries,文秘英语,徐立乐,2,Text - reading Dialogue- speaking Practical writing - writing Exercise,3,Unit 1Reading,Secretaries-an introduction,4,A person who does general clerical and administrative work for a company or an individual.,1. What is a secretary ?,5,Office functions of a secretary,screening visitors; handling telephone calls, mails, appointments; managing records; arranging for staff meetings, committee meetings and conferences; maintaining and assembling information for the supervisors use; keeping the supervisor informed or advised in a variety of circumstances.,6,Secretaries perform a variety of clerical and administrative duties needed to run an organization efficiently. Secretaries who coordinate office activities also make sure that correct information is given out to staff and clients. So managers, professionals, and other support staff rely on them to keep administrative operations under control. As a result, secretaries are needed in all types of firms and organizations.,7,16th -literate man-by hand Late 19th century and early 20th -women-reasons Nowadays-no longer a lowly clerk,Development/history of the profession,Nowadays, secretaries perform fewer clerical tasks. In addition to greeting visitors, arranging conferences, handling phone calls and making assignments, they may handle more complex responsibilities such as conducting research, preparing statistical reports, training employees, and supervising other clerical staff.,8,1) generalist 2) team worker 3) organizer 4) coordinator information collector adviser assistant,somebody responsible for organizing diverse parts of an enterprise or groups into a coherent or efficient whole,somebody who has knowledge, skills, or interests in a variety of fields but no specialist knowledge in any one field,2. Roles of a secretary,9,3. The desired qualities of a good secretary,Professional qualities Personality traits,10,good basic secretarial skills administrative ability professional appearance and nice voice punctual, careful, meticulous, accurate good communication/interpersonal skills organizational and analytical abilities confidential, efficient career ethics,Professional qualities,Ethics are some principles or standards of human conduct, sometimes called morals, which often refer to the code of morality, a system of moral principles governing the appropriate conduct for an individual or group.,11,being responsible, dependable self-starter, initiative flexible and adaptable confident, polite, friendly loyal, honest, patient, acute, considerate, fashionable,Personality traits,Task: rank the above words according to the importance and give your reasons.,12,summary,Secretary is a special assistant to his/her superior. They are employed to handle correspondence, keep files, do clerical work, and take minutes of the meetings for a company. A qualified secretary should possess a mastery of office skills, demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of assigned authority.,13,Situational Dialogues,Job interview,14,Present yourself in a favorable way Stress your areas of competence Do not exaggerate, tell the truth Listen carefully and get involved in what the interviewer is saying A resume Courses confident,15,16,Dialogue,Situation: Sun Li is being interviewed for a secretary post. (A: Sun Li, the interviewee; B: the interviewer) A: May I come in? B: Yes, please. A: How do you do, sir? Im Sun Li. Ive come for an interview as requested. B: How do you do, Miss Sun? Im the office administrator. Please take a seat. A: Thank you. B: First of all, would you please say something about yourself?,17,A: Its my pleasure to do so. I come from Shanghai. In 2000, I passed the National College Entrance Examinations and was admitted into Shanghai International Studies University as an English Major. I specialize in English Secretarial Studies. B: What courses have you taken in English Secretarial Studies? A: Ive taken such courses as secretarial principles, office administration, business English, public relations, etiquette study, psychology, computer programming, typing, stenography and file-keeping. B: How about your typing and shorthand skills? A: I can type about 60 words per minute, and take dictation in English at 100 words per minute.,18,B: Good. But can you operate any other office machines? A: Yes. I can operate a facsimile machine and a photostat. B: Where did you learn how to operate these machines? A: At a foreign trade corporation last summer. I worked there for nearly two months. B: Oh, really? A: Yes, it was a very helpful experience. B: What did you do there, office work? A: Yes, mostly office work and sometimes running errands. B: Fine. You are the very person we want. By the way, what salary would you expect to get?,19,A: As for salary, I leave it to you to decide after you consider my abilities. B: Wel