文秘英语unit 1.ppt

1、English for Secretaries,文秘英语,徐立乐,Text - reading Dialogue- speaking Practical writing - writing Exercise,Unit 1Reading,Secretaries-an introduction,A person who does general clerical and administrative work for a company or an individual.,1. What is a secretary ?,Office functions of a secretary,screen

2、ing 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.,Secretaries perfo

3、rm 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 administrativ

4、e operations under control. As a result, secretaries are needed in all types of firms and organizations.,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 task

5、s. 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.,1) generalist 2) team worker 3)

6、 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. Ro

7、les of a secretary,3. The desired qualities of a good secretary,Professional qualities Personality traits,good basic secretarial skills administrative ability professional appearance and nice voice punctual, careful, meticulous, accurate good communication/interpersonal skills organizational and ana

8、lytical 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.,bein

9、g 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.,summary,Secretary is a special assistant to h

10、is/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

11、 and judgment and make decisions within the scope of assigned authority.,Situational Dialogues,Job interview,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 conf

12、ident,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 tak

13、e a seat. A: Thank you. B: First of all, would you please say something about yourself?,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

14、 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

15、 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.,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 mach

16、ines? 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, w

17、hat salary would you expect to get?,A: As for salary, I leave it to you to decide after you consider my abilities. B: Well, I believe we can offer you 2,500 yuan a month at the start. Would that be satisfactory? A: Yes, I am quite satisfied. That would be more than I have expected. B: What date can

18、you start to work? A: I wont be able to leave the university until I get my diploma at the end of this month. How about early next month? B: Thatll do. August 1st. Itll be a pleasure to have you here. A: Thank you. Iam sure Ill enjoy working here, too. B: I hope so. Good-bye. A: Good-bye.,summary,Pe

19、rsonal information Educational background Skills or qualifications Work experience Salary Result Time to start work,Q： Can you sell yourself in two minutes？ Go for it.,Q：Why did you leave your last job？,Job Interview Questions and Answers,A： With my qualifications and experience, I feel I am hardwor

20、king, responsible and diligent in any project I undertake. Your organization could benefit from my analytical and interpersonal skills,A： Well, I am hoping to get an offer of a better position. If opportunity knocks, I will take it A：I feel I have reached the glass ceiling in my current job. / I fee

21、l there is no opportunity for advancement.,Q：What makes you think you would be a success in this position？,Q：What is your strongest trait(s)？,A：My graduate school training combined with my internship should qualify me for this particular job. I am sure I will be successful.,A：Helpfulness and caring.

22、 A：Adaptability and sense of humor A：Cheerfulness and friendliness.,Q：What personality traits do you admire？,Q：What leadership qualities did you develop as an administrative personnel？,A： (I admire a person who is)honest, flexible and easy-going. A： (I like) people who possess the can do spirit. (有实

23、际行动的人。),A：I feel that learning how to motivate people and to work together as a team will be the major goal of my leadership. A：I have refined my management style by using an open-door policy.,Q：How do you normally handle criticism？ Q： What do you find frustrating in a work situation？,A：Silence is g

24、olden. Just dont say anything; otherwise the situation could become worse. I do, however, accept constructive criticism. A：When we cool off, we will discuss it later.,A： Sometimes, the narrow-minded people make me frustrated. A：Minds that are not receptive to new ideas.,Q：How do you handle your conf

25、lict with your colleagues in your work? Q：How do you handle your failure？,A：I will try to present my ideas in a more clear and civilized manner in order to get my points across.,A： None of us was born perfect. I am sure I will be given a second chance to correct my mistake.,Q：What current issues con

26、cern you the most？ Q： How long would you like to stay with this company？,A：The general state of our economy and the impact of China entry to WTO on our industry.,A： I will stay as long as I can continue to learn and to grow in my field.,Q： What range of pay-scale are you interested in？,A： Money is i

27、mportant, but the responsibility that goes along with this job is what interests me the most. A：To be frank and open with you, I like this job, but I have a family to support.,Q: What do you think are the necessary traits of a qualified secretary? Q: What do you think is the most essential responsib

28、ility of a GM (general manager) secretary？ Q: Suppose you are a secretary, if your idea contradicts with that of your boss, what will you do?,For reference:,I think a secretary must have earnest and surefooted working attitude, excellent understanding and communication ability and coordinating skill

29、s, as well as the courage to shoulder responsibility. Besides, a secretary should have high professional ethic, such as keeping the companys business secret.,In my opinion, the essential duty of a GM secretary is to assist the GM in handling daily work, to relieve the GM of daily chores, and to leav

30、e the GM enough time to deal with more important issues.,First of all, as a secretary, I should respect the decisions made by my superior, and try my best to help the superior finish the work. Secondly, I may raise my suggestion in a proper way for his/her reference, but wont stick to my guns. Besid

31、es, I think a secretary is a bridge for communication between the superior and the subordinates, so a secretary must take the responsibility to make the subordinates opinions known to the leader.,Q: What is your advantage to win this job?,I think I am a very qualified candidate for this job. My firs

32、t advantage lies in my personality. My geniality helps me get along quite well with people around me. I am hardworking, considerate and conscientious. Second, I have adequate academic and professional background. I majored in economics, and have passed the Band-6 English Test and the National Comput

33、er Rank Examination (Grade 2) before graduation. I also got the Certificate of Senior Secretary after I began my career. As for working experience, I have worked as a secretary in a trading company for two years, which helped me acquire rich practical experience in this field. To sum up, I believe t

34、his position needs both “hard skills” like English and computer and “soft skills” like excellent communication and coordination ability. As I have advantages of both types, I am confident that I can do this job well.,Dialogue 2 (optional),1. Why did the secretary choose this secretarial Studies as h

35、er major? 2. What qualities should a secretary have? A. loyalty B. initiative C. appearance D. psychological insight,Practical writing,application letter,Source of information, interest in the position Personal information- Educational background Work experience (PT/FT) Qualifications, personal trai

36、ts References Ways to be contacted Resume,age, gender, marital status, nationality, height, weight,a formal recommendation by a former employer to a potential future employer describing the persons qualifications and dependability,Dear Mr. Owens, Having learnt from your advertisement in China Daily

37、of January 15 that there is a vacancy in your company for a junior secretary, I would like to apply for the position. I am 26 years old, a graduate of Beijing Languages University. Besides, I have had one year training at the South Secretary College. I have had three years experience with the Bank a

38、s a clerk. The reason for leaving my present employment is that I am desirous of working as a secretary. In regard to my character and general ability, I refer you to Mr. Smith, the Managing Director of the Bank. I should welcome a personal interview. My mobile phone number is Yours sin

39、cerely, P. Tanner Paula Tanner Encls.: 1. one copy of resume 2. two photographs 3. one copy of ID card,Exercises,A: Complete the following sentences with appropriate words or expressions in the box.,automation communicate set enterprising variety,Secretaries perform a _ of clerical and administrative duties needed to run an office. With development of technology, in many offices, _ has freed secretaries to take on new tasks. Secretaries need the ability to _ efficiently to express ideas clearly and understand spoken information