How to Become a Secretary: Australian Careers in Administration

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What is a Secretary?

What will I do?

What skills do I need?

Resources

What is a Secretary?

The role of a Secretary is a vital one in any organisation, serving as the backbone of administrative support. Secretaries are responsible for a variety of tasks that ensure the smooth operation of daily activities within an office. They act as a bridge between management and staff, facilitating communication and helping to maintain an efficient workflow. This career is perfect for individuals who enjoy being organised, multitasking, and contributing to a team environment.

Secretaries undertake a range of responsibilities that include managing appointment diaries, arranging meetings, and coordinating travel plans. They are often the first point of contact for clients and visitors, greeting them warmly and directing them to the appropriate personnel. Additionally, they handle correspondence, prepare reports, and proofread documents to ensure accuracy and professionalism. This role requires a keen eye for detail and strong communication skills, making it an excellent fit for those who thrive in dynamic environments.

In their daily tasks, Secretaries may also be involved in processing incoming and outgoing mail, maintaining filing systems, and managing records. They play a crucial role in ensuring that information flows seamlessly within the organisation. By implementing management decisions and keeping track of meeting records, Secretaries contribute significantly to the overall efficiency of the workplace. This career not only offers a variety of tasks but also provides opportunities for professional growth and development.

Overall, a career as a Secretary is both rewarding and fulfilling. It allows individuals to utilise their organisational skills while supporting the success of their team and organisation. With a strong demand for administrative professionals across various industries, this role offers stability and the chance to make a meaningful impact in the workplace.

Career snapshots For Secretarys

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 average age of secretaries is 51 years, indicating a mature workforce.

Average Age: 51 years
Gender Distribution: 92% female
Hours Worked: Average of 40 hours per week
Median Weekly Earnings: $1,394
Unemployment Rate: Approximately 44% work part-time
Employment Numbers: 34,400 people employed as secretaries
Projected Growth: Annual employment growth is declining by 1,100 positions

Secretaries are essential in various industries, including professional services, healthcare, and construction. Their responsibilities often include managing appointments, preparing reports, and handling correspondence. As the job market evolves, those considering a career as a secretary should be aware of the changing landscape and the importance of upskilling to remain competitive.

Source: ABS Labour Force Survey, 2023; ANZSCO Classification 5212.

What will I do?

Secretaries play a vital role in the smooth operation of various organisations by providing essential administrative support to managers, legal professionals, and other staff members. Their responsibilities encompass a wide range of tasks, from managing schedules and correspondence to facilitating communication within the workplace. This role is particularly significant in ensuring that daily operations run efficiently, making it an integral part of any professional environment.

Liaising with staff – Arranging meetings and exchanging information with colleagues.
Preparing documents – Creating reports, briefing notes, and correspondence while proofreading for errors.
Managing schedules – Maintaining appointment diaries and coordinating travel arrangements.
Handling correspondence – Processing incoming and outgoing mail, filing documents, and maintaining records.
Answering calls – Responding to inquiries and redirecting calls as necessary.
Transcribing dictation – Taking and transcribing dictation for letters and other documents.
Welcoming visitors – Greeting guests, determining the purpose of their visit, and directing them appropriately.
Implementing decisions – Assisting in the execution of management decisions and keeping records of meetings.
Bookkeeping tasks – Managing bookkeeping and petty cash functions when required.

What skills do I need?

A career as a secretary requires a diverse set of skills that are essential for effective administrative support. Strong organisational abilities are paramount, as secretaries manage appointment diaries, coordinate meetings, and maintain records. Proficiency in communication is also crucial, enabling them to liaise with various stakeholders, respond to inquiries, and draft correspondence. Additionally, attention to detail is vital for proofreading documents and ensuring accuracy in reports and correspondence.

Technical skills play a significant role in a secretary’s effectiveness, with proficiency in office software and equipment being necessary for tasks such as data entry, document preparation, and managing electronic communications. Furthermore, adaptability and problem-solving skills are important, as secretaries often face unexpected challenges that require quick thinking and resourcefulness. Overall, a successful secretary combines these skills to provide comprehensive support to their team, contributing to the smooth operation of the 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)

Resources

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QLD

VIC

ACT

TAS

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How to Become a Secretary: Australian Careers in Administration

Sorry, we don't have any courses leading to a career as a How to Become a Secretary: Australian Careers in Administration for you at the moment. Please try searching again.

What is a Secretary?

Career snapshots For Secretarys

What will I do?

What skills do I need?

Skills/attributes

Resources

Career Outcomes