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career-vectorHow to become a Secretary – career guide for Australia

How to Become a Secretary in Australia: careers in Administration

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Definition of a Secretary

The role of a Secretary is a vital component in the smooth operation of any organisation. Secretaries are responsible for a variety of administrative tasks that support managers, legal professionals, and other key personnel. They serve as the backbone of the office, ensuring that communication flows seamlessly and that all necessary documentation is prepared and maintained. This career offers a unique opportunity to engage with various aspects of business operations while honing essential skills in organisation and communication.

In their daily activities, Secretaries manage appointment diaries, coordinate meetings, and handle travel arrangements, ensuring that their executives are well-prepared for their commitments. They are often the first point of contact for clients and visitors, greeting them warmly and directing them to the appropriate personnel. Additionally, Secretaries are tasked with preparing reports, proofreading documents, and maintaining accurate records, which are crucial for effective decision-making within the organisation.

Beyond traditional administrative duties, Secretaries may also take on responsibilities such as transcribing dictation, processing incoming and outgoing mail, and managing bookkeeping tasks. This diverse range of duties not only keeps the workday dynamic but also allows Secretaries to develop a broad skill set that is highly valued in the workforce. Their ability to multitask and prioritise effectively is essential in creating a productive work environment.

Overall, a career as a Secretary is both rewarding and fulfilling. It provides individuals with the chance to contribute significantly to their organisation while developing professionally. With the right training and experience, Secretaries can advance to higher administrative roles, making this career path an excellent choice for those looking to build a solid foundation in the business world.

On this Page

What Will I Do

What Skills Do I Need

Career Snapshot

Resources

What does a Secretary do?

Secretaries play a vital role in the smooth operation of various organisations, providing essential administrative support to managers, legal professionals, and other staff members. Their responsibilities encompass a wide range of tasks, from managing communication and scheduling to maintaining records and preparing documents. This position requires strong organisational skills, attention to detail, and the ability to multitask effectively, making it a crucial component of any professional environment.

  • Liaising with other staff – Arranging meetings and exchanging information to ensure smooth communication.
  • Preparing reports and correspondence – Drafting, proofreading, and finalising documents to maintain professionalism.
  • Maintaining appointment diaries – Scheduling meetings and managing calendars for executives or teams.
  • Making travel arrangements – Organising travel itineraries and accommodations for staff members.
  • Processing mail – Handling incoming and outgoing correspondence, including filing and record-keeping.
  • Answering phone calls – Responding to inquiries and redirecting calls to the appropriate personnel.
  • Transcribing dictation – Taking notes and converting them into written documents as required.
  • Greeting visitors – Welcoming guests and directing them to the appropriate individuals or departments.
  • Implementing management decisions – Assisting in the execution of directives and maintaining records of meetings.
  • Handling bookkeeping – Managing petty cash and basic financial records as needed.

What skills do I need to be a Secretary?

A career as a secretary requires a diverse set of skills that are essential for supporting various professionals, including managers and legal practitioners. Strong organisational abilities are paramount, as secretaries are responsible for managing appointment diaries, arranging meetings, and maintaining accurate records. Proficiency in communication is also crucial, as they often liaise with staff and clients, answer inquiries, and direct visitors appropriately. Additionally, attention to detail is vital for preparing reports and proofreading documents to ensure accuracy and professionalism.

Moreover, technical skills play a significant role in a secretary’s effectiveness. Familiarity with office software, such as word processing and spreadsheet applications, is necessary for tasks like document preparation and data management. Time management skills are equally important, enabling secretaries to prioritise tasks efficiently in a fast-paced environment. As the role often involves handling sensitive information, a strong sense of confidentiality and integrity is essential. Overall, a successful secretary combines these skills to enhance the productivity and efficiency of their workplace.

Skills/attributes

  • Strong organisational skills
  • Excellent communication abilities
  • Proficiency in office software (e.g., Microsoft Office Suite)
  • Attention to detail
  • Ability to manage time effectively
  • Strong interpersonal skills
  • Ability to handle confidential information
  • Problem-solving skills
  • Adaptability and flexibility
  • Basic bookkeeping knowledge
  • Ability to work independently and as part of a team
  • Strong typing and transcription skills
  • Customer service orientation
  • Ability to prioritise tasks
  • Familiarity with office equipment (e.g., printers, fax machines)

Does this sound like you?

Career Snapshot for a Secretary

Secretaries play a vital role in supporting various professionals by performing administrative and clerical tasks. This career is predominantly occupied by women, with a significant portion of the workforce being female. The role is essential across multiple industries, including healthcare, legal, and administrative sectors.

  • Average Age: 51 years
  • Gender Distribution: 92% female
  • Average Hours Worked: 40 hours per week (56% work full-time)
  • Median Weekly Earnings: $1,394
  • Unemployment Rate: Approximately 4.5%
  • Number of People Employed: 34,400
  • Projected Employment Growth: Decrease of 1,100 positions annually

As the demand for administrative support continues to evolve, secretaries are expected to adapt to new technologies and practices. This adaptability will be crucial in maintaining their relevance in the workforce.

Source: Australian Bureau of Statistics (ABS), Labour Force Survey, 2023.

Administration Career resources

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