Secretary's knowledge and ability

Necessary knowledge and ability of a secretary

With the development of society, the demand of enterprises and individuals for secretaries is growing, and the requirements of the talent market for the quality and skills of secretaries are different from the traditional ones. Senior secretaries who meet the needs of modern enterprises have become the new favorite of sought-after occupations. Under the general trend of paperless office and network office, more senior secretaries will gradually become senior managers and play a decisive role in enterprises. The combination of necessary theoretical knowledge, basic skills, professional knowledge and professional skills of secretaries has become a universal requirement for the quality and skills of secretaries in the talent market, which also indicates that China's secretarial industry has been in line with international standards. Experts predict that the biggest professional group in the 2th century is accounting, while the biggest professional group in the 21st century is secretary.

the present situation of secretarial profession

(1) the demand of the society for secretarial staff. According to the statistical analysis of the information in the talent market in recent years, the demand for secretaries in today's society can be roughly divided into the following four categories:

1. Service secretaries: such as company offices, service personnel in the offices of grass-roots administrative institutions, and life secretaries. Refers to the secretarial staff who provide services and help to the leaders in life, and is usually specially equipped for higher-level leaders.

2. secretary of affairs: such as office clerks, public relations clerks, file managers in enterprises and grass-roots administrative institutions, etc., under the leadership of the office director, do a good job in daily administrative affairs and secretarial work in the office. Handle the receipt, delivery and reminder of superior documents in time; Do a good job in recycling, repaying and destroying documents; Do a good job in the collection, management and confidentiality of secretarial files. Do a good job of recording all kinds of meetings and meeting work.

3. clerical secretary: for example, in enterprises and grass-roots administrative institutions, it is a professional secretary who is responsible for text drafting and word processing. A secretary whose main job is drafting and processing manuscripts, that is, what people usually call an organ or unit? Pen? Scholar? . Responsible for the drafting, binding and delivery of various documents.

4. Management secretaries: such as assistant general manager, office director, department manager and other secretaries with management ability in enterprises and institutions. To handle and manage the recruitment, training and education, performance appraisal, promotion and promotion, salary and welfare, various insurances, statistical reports and other specific matters of the personnel of this unit.

at present, our state-owned enterprises and institutions especially need high-level senior secretaries who meet the requirements of internationalization. Building high-quality secretaries has become an urgent requirement of the market, and will also provide better employment prospects for secretarial professionals.

(2) Analysis of the quality of secretaries.

1. Lack of professional skills. This is the weakest performance of the secretary at present. With the rapid development of information technology and the trend of office automation, many tasks of secretaries, such as traditional document writing, document management and word processing, are gradually replaced by automatic office systems, and the modern office efficiency is greatly improved at the same time. Although the cultural level of most secretaries is not low, because they have not received professional business knowledge training, their work efficiency is low when they first join the company, and they can't complete the tasks assigned by the leaders in time with good quality and quantity, nor can they adapt to the fast pace of market economy.

2. Low innovation ability and consciousness. The ability and consciousness of innovation is a test of the quality of secretaries. Nowadays, many secretaries lack the awareness and ability of innovation, mainly in the following two aspects: First, it is difficult to break the traditional concept of sticking to the rules. Everything and work are done according to what the leaders say, and there is no independent style and personality. Inertia forward thinking and excessive dependence. Secondly, the work lacks initiative. Passive working methods are adopted in daily work, content with following the baton of leaders, and there is no initiative and pioneering spirit. At present, enterprises and institutions emphasize that secretaries should have a sense of the times and innovation, be able to effectively put forward new ideas and perspectives, be predictive and forward-looking, actively carry out their work, and give full play to their subjective initiative.

3. knowledge is outdated and insufficient.

With the advent of the information age, the traditional knowledge reserve can no longer meet the development and needs of the times, so it is urgent to update knowledge. At present, some secretaries are still confined to the traditional knowledge structure, and are not good at accepting and learning new knowledge and integrating what they have learned. Some secretaries are busy with chores every day, and it is difficult to find time for self-study. Their knowledge cannot be updated and they can only chew on their old books. There are also some secretaries who rely on the old secretaries for mentoring, so their knowledge and experience are inevitably limited and lack comprehensive knowledge and ability in modern management.

4. lack? Generalist? And? All-rounder . Nowadays, the requirements for the comprehensive quality of secretaries are getting higher and higher. Besides professional knowledge and skills, they also need industry knowledge and social knowledge, and they also need to have high emotional intelligence and high IQ. It is really hard to find all-rounders and generalists. The ability and knowledge that a secretary should possess

(1) The ability that a secretary should possess.

1. general ability. It mainly refers to people's IQ, including people's insight, attention, memory, thinking, understanding and discrimination, and communication skills. The above abilities are the foundation of other abilities. Modern secretarial staff should have keen insight and sensitive adaptability, be good at observing affairs and finding problems, so as to strengthen the initiative of assisting leaders and really play the role of staff assistant. Thinking ability is the core of people's intellectual activities. If a person loses his thinking ability, other abilities will lose their meaning.

2. General ability. Modern secretaries should master four general abilities: expression, research, management and handling affairs. The primary function of a secretary is to use language carriers to communicate information and assist the activities of leaders. Therefore, the ability of expression is the most critical. Expression ability includes oral expression ability and written expression ability. Modern secretaries should be good at both writing and speaking, and both writing and speaking should be accurate, concise and reasonable. Secretary's research ability includes two aspects: investigation ability and research ability, and the strength of secretary's research ability directly affects the role of secretary's staff assistant. The secretary's management ability includes three aspects: auxiliary planning ability, organization and implementation ability and communication and coordination ability. Modern secretaries must have strong management ability to assist the management activities of leaders and provide overall and advanced intelligent services for leadership activities. The transactional work with wide scope, many contents and many clues requires the secretarial staff to have strong adaptability and flexibility; We should be familiar with the channels and procedures of handling affairs, and handle affairs accurately and properly in time. At the same time, we should also have strong interpersonal skills and be good at creating a good interpersonal environment and improving the efficiency of handling affairs by establishing good interpersonal relationships.

3. professional skills. As a modern secretary, you must have strong professional skills, such as language communication and expression ability, foreign language listening, speaking, reading and writing ability, computer operation ability and shorthand ability. An important task of secretarial staff is to write articles and engage in the drafting and revision of a large number of manuscripts, which requires modern secretaries to have solid writing skills, to be proficient in grammar, rhetoric, format and logic knowledge, to master certain writing rules, to achieve the unity of content and form, to have both good forms of expression and substantial content. Therefore, the secretary must strengthen the writing training, master the characteristics, writing requirements and language expression skills of all kinds of practical writing, pay attention to accumulating information at any time at ordinary times, constantly improve the writing level, and cultivate accurate writing expression ability. After China's entry into WTO, China's foreign trade exports have occupied a considerable proportion in the total trade of many enterprises, and foreign languages are used more or less in foreign trade, which objectively requires modern secretaries to have strong foreign language skills. Computer operation ability is another basic ability requirement that modern secretaries should have. Secretaries should be familiar with the use of office software and computer networks, and also be proficient in the use of common office equipment. Shorthand is a kind of input ability that has been put on the agenda in recent years. When a leader makes an oral statement, the secretary should record it in his work notes or computer as quickly as possible, thus greatly reducing working hours and improving work efficiency.

4. innovative ability. A secretary should also have certain innovative ability. Secretary's innovative ability refers to the ability of secretaries to understand the intention of leaders, give full play to their subjective initiative and creatively provide the best service for leaders. In the era of knowledge economy, all kinds of information are changing rapidly, which requires secretaries to be brave in exploration, reform and innovation in practical work. The so-called innovation means that there are new ideas, new contents and new methods in terms of work content and working methods.

To do this, secretaries must pay attention to their continuing education and the cultivation of comprehensive ability, encourage themselves to increase their theoretical knowledge and practical talents as soon as possible, and make great efforts in ideological concepts, behavioral tendencies, knowledge structure, knowledge stock and application ability, so as to meet the requirements for talents in the era of knowledge economy.

(2) knowledge that a secretary should possess.

1. Basic knowledge. Basic knowledge is the key to the knowledge structure of secretarial workers. All other knowledge can not be separated from the basic knowledge, otherwise it is? Passive water, rootless wood? . The basic knowledge that a secretary should have can be divided into two categories: on the one hand, social science knowledge, which is equivalent to high school level knowledge of Chinese, politics, history, geography and so on; On the other hand, it is natural science knowledge, that is, physics, chemistry, mathematics and biology knowledge. In addition, you should know a little economic knowledge, legal knowledge and scientific and technological knowledge, and be proficient in a foreign language.

2. professional knowledge. The professional knowledge of secretaries can be divided into two parts, the first part is the basic knowledge of secretaries, and the second part is the industry knowledge of secretaries. Industry knowledge refers to another part of the secretary's professional knowledge, which is the industry knowledge of the secretary's industry. This is the core part of the secretary's knowledge structure. Generally speaking, industry knowledge refers to the industry knowledge that the secretary must have in the industry he is engaged in in in the unit, which is for the secretary? Second professional knowledge? . In the study of secretarial science, people pay more and more attention to the importance of the second professional knowledge. In foreign countries, secretarial occupations have been classified according to the second major, such as legal secretary, commercial secretary, foreign secretary, technical secretary, medical secretary and so on.

3. Expand knowledge. Secretaries should not only know and be familiar with professional knowledge and some basic knowledge in life, but also master some relevant marginal knowledge to expand their better work. For example, psychology, etiquette, public relations, business management and so on. Expanding your knowledge can make you more comfortable and handy in your work. Modern secretarial staff should be not only a professional, but also a generalist and generalist. ;