Secretary Job Information | National Careers Service

The work

As a secretary, your exact duties and responsibilities might vary according to the type of company you worked for, but would typically include:

• typing letters and other documents
• updating records using computer database and spreadsheet software
• answering the telephone and dealing with enquiries
• making appointments and keeping diaries
• taking minutes at meetings, possibly using shorthand
• dealing with incoming and outgoing post
• drafting letters and other documents
• filing
• photocopying and printing.

With experience, you could take on extra responsibilities such as accounts, office management, or acting as personal assistant to a senior manager.

Hours

In a full-time job you would typically work around 37 hours a week either on fixed hours (anywhere between 8am and 6pm, Monday to Friday) or flexitime. Part-time hours and temporary work are widely available.

Income

• Starting salaries for full-time work can be around £11,000 to £14,000 a year
• With experience this can rise to between £15,000 and £19,000 a year
• Personal assistants and secretaries with specialised duties could earn up to £25,000 a year.

Figures are intended as a guideline only.

Entry requirements

You could become a secretary with various levels of qualification. Many employers will be more interested in your computer and telephone skills than your formal qualifications, although you should have a good standard of general education and you may have an advantage with some GCSEs (A-C) including English.

Employers may prefer you to have a recognised qualification in administration or secretarial skills, so you may find it helpful to take a relevant college course before you look for secretarial work. Colleges offer a wide range of full-time and part-time courses, including the 14-19 Diploma in Business, Administration and Finance, or certificates and diplomas from awarding bodies such as:

• OCR
• Edexcel
• Education Development International (LCCI)
• City & Guilds.

You may be able to get into this job through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. To find out more, visit the Apprenticeships website.

• Apprenticeships

Training and development

When you start your job, you will usually be trained in company procedures and systems. Your employer may also give you the opportunity to work towards a secretarial qualification, either through work-based training or day-release at a local college.

Relevant qualifications include:

• NVQ Awards, Certificates and Diplomas in Business Administration at levels 1-4
• Education Development International (LCCI) Diplomas in Business Administration Practice (levels 1,2 and 3)
• OCR Administration (Business Professional) Certificates and Diplomas at levels 1-4.

Many colleges also offer OCR or City & Guilds certificates in various individual skills including audio transcription, shorthand, text production, typewriting and word processing.

Skills and knowledge

To be a secretary you should have:

• good spoken and written communication skills
• excellent organisational and time-management skills
• good keyboard skills
• confidence with a range of computer software
• a good command of English grammar and spelling
• accuracy and attention to detail
• the ability to work under pressure and meet deadlines
• tact and discretion, for dealing with any confidential information
• the ability to work as part of a team.

More information

CfA - Business skills @ work
6 Graphite Square
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
www.cfa.uk.com

Institute of Professional Administrators
Tel: 020 7091 2606
www.inprad.org

City & Guilds
1 Giltspur Street
London
EC1A 9DD
Tel: 0844 543 0000
www.cityandguilds.com

Education Development International (LCCI)
International House
Siskin Parkway East
Middlemarch Business Park
Coventry
CV3 4PE
Tel: 0870 720 2909
www.ediplc.com

OCR
Tel: 024 7685 1509
www.ocr.org.uk

Opportunities

Most types of company need administrative staff, so you could work for companies and public sector organisations anywhere in the UK. Jobs are advertised in the local press, Jobcentre Plus and with recruitment agencies.

With experience, you could be promoted to personal assistant or office manager, or move into other areas such as personnel work. Alternatively, you could take further training to become a medical or legal secretary.

Job profiles are based on the latest information supplied to us by industry bodies, such as Sector Skills Councils. Please be aware that with the introduction of the Qualifications and Credit Framework there has been, and will continue to be, changes to vocational qualifications. For more information, please check with industry bodies directly.

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