The Role of a Secretary on Record Management in an...

ABSTRACT Record Management has always been an important aspect of administrative procedures in every organization. Due to its necessity, the need to have personnel who has thorough knowledge in the field is desirable. Secretaries are involved in a wide variety of decision most of which are administrative and financial implications which makes secretarial procession a field which meets up with many tasks especially concerning office administration and functions. A Secretary becomes perfect in the sense that in any field he finds himself, he will be able to handle and manage it appropriately. He becomes familiar with the internal structure of an organization as well as its aims and objectives. The role of a Secretary on record†¦show more content†¦Outgoing mails are those that go out of the organization. It is normally the duty of the Secretary to check whether the letter receives the necessary attention and treatment before going out of the organization. (b) Handling of Telephone Calls The Secretary’s voice on the telephone will project the company’s desired image. The Secretary must speak at a normal speed with eloquent voice when answering calls. A Secretary must know how to treat all messages received through telephone in strict confidence and how to keep them secret as in the case of correspondence. He should speak in tone suitable for face to face conversation (i.e., speak directly into the transmitter). (c) Handling of the Boss Travelling Arrangements The handling of the travelling arrangements of a boss by the Secretary is significant. The Secretary arranges travel facilities which conform to the Executive’s personal preference. (d) Effective Co-ordination of Meeting The Secretary will find many opportunities to exercise his skills in arranging and reporting business meetings at various times. He should be responsible for sending notices, making arrangements, perhaps preparing the agenda and doing many things to expedite meetings. He should also be responsible for taking down official minutes whether from dictation or from his employer’s notes. DEVELOPMENT IN THE SECRETARIAL PROFESSION In the early days, Secretary was misunderstood to be someone who takes notes in shorthand andShow MoreRelatedRoles And Roles Of An Administrative Officer1730 Words   |  7 PagesCanberra. I have also driven elderly clients to the health club. In my previous role as an administrative officer, I provide conflict resolution. This was where I used my common sense to deal with many situations. When I was an administrative officer in the office of the Minister of multicultural affairs, Joy Burch, I respond to both staff and clients in writing and face to face meeting. In the past four years I was a secretary for the South Sudanese-Australian Community Association In in the ACT. 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