How to Write a Secretary Job Description in Google Docs
Having a secretary means you will have someone who can assist you with the demanding tasks that come with your job. But you need to make sure you hire the right person, or you are going to find yourself with a liability instead. To avoid this from happening, make sure your job description specifies what to look for in a secretary to draw the right applicants. If you have challenges in getting started, here are some tips to help you out.
1. State the Job Responsibilities
Stating the would-be secretary's duties is the meat of the job description. Write down the day-to-day responsibilities that the secretary has to do every day during working hours. You can present it through a list so that it is easy for your readers to understand them. Remember to be brief yet precise.
2. Add the Requirements
Adding requirements needed in your job descriptions allows you to filter out the qualified applicants from those who are not. Depending on a company, specify the required educational condition an applicant must have to become a secretary. Whether they must have a high school diploma or a college degree is plainly up to the company.
3. Mention the Salary and Benefits
Want to make your readers want to apply for the job? Then list out the details of the salary and the benefits that come with the job. Be specific and clear about these details so that applicants can become excited at the prospect of working for you.
4. Be Specific
To find the right secretary for your office, you need to be specific with what type of candidate you are looking for. Make a checklist of the traits and characteristics you want as a secretary. Write them down in your job descriptions, and can draw candidates who see themselves as qualified for the role.
5. Proofread Before You Post
Before you can post your job description, make time to take note of any typos or mistakes. Nothing turns off a job seeker more than a job post filled with errors.
What are the tasks of a secretary?
The day-to-day responsibilities of a secretary overall are to help keep the workload organized for the person they work under. This usually includes handling correspondence like answering calls and taking messages. Arranging meetings, appointments, and preparing reports are part of their job responsibilities as well.
What is the difference between a receptionist and a secretary?
Part of a receptionist's duties is to greet and welcome the visitors of the company. At the same time, a secretary does no such thing. Another key difference is that a secretary answers to one or more managers. In contrast, the receptionist is supposed to represent the whole company.
What are the common skills of a secretary?
Most secretaries must possess excellent organizational skills. This helps them in their tasks of arranging appointments, files, and reports. They also possess excellent communication skills and can multitask to assist their supervisor.
What are the other names for secretaries?
The other official titles for secretaries include executive assistant, administrative assistant, and clerical assistant. There are other titles, but they usually depend on the kind of company they work for.
What are the qualifications needed for a secretary?
People applying for the job as a secretary must have at least a high school diploma or an undergraduate degree. They must also have excellent communication skills, be organized, and can multitask.