Secretaries (Except Legal and Medical) (NOC 1241)

Description

Secretaries perform a variety of administrative duties in support of managerial and professional employers. They are employed throughout the private and public sectors.

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Example Titles

executive secretary
private secretary
secretary
technical secretary

>> View all titles

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Classified Elsewhere

Court Recorders and Medical Transcriptionists (1244)
Executive Assistants (1222)
Legal Secretaries (1242)
Medical Secretaries (1243)
Office managers (in 1221 Administrative Officers)

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Duties

Secretaries perform some or all of the following duties:

Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from shorthand, machine dictation and handwritten copy using computers
Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
Schedule and confirm appointments and meetings of employer
Order office supplies and maintain inventory
Answer telephone and electronic enquiries and relay telephone calls and messages
Set up and maintain manual and computerized information filing systems
Determine and establish office procedures
Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person
Record and prepare minutes of meetings
Arrange travel schedules and make reservations
May compile data, statistics and other information and may conduct research
May organize conferences
May supervise and train other staff in procedures and in use of current software.

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Skills

Secretaries should have the following skills and abilities:

an interest in assisting people and in organizing their work,
excellent organizational and time management skills,
good analytical and problem-solving skills,
ability to work independently or as part of a team,
excellent interpersonal skills,
good writing skills: spelling, punctuation, grammar, and oral communication skills,
ability to adapt to changing workplaces and changing technology,
ability to take responsibility and to take initiative,
tact, judgment and integrity,
an understanding of the company or organization for whom they work,
ability to work under pressure and meet deadlines,
knowledge of a second language may be useful,
ability to use word processing, spreadsheet, database or presentation software.

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Employment Requirements

Completion of secondary school is required.
Completion of a one or two-year college or other program for secretaries or
Previous clerical experience is required.

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Terms & Conditions

Secretaries usually work in an office environment. Most work regular office hours, although there may be an occasional requirement for evening or weekend work. Most Secretaries work full-time (71%).

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Earnings

$24,600 per annum - starting

$36,400 per annum - average

$48,300 per annum - high

Earnings are reviewed annually or more frequently if new information becomes available.

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Education / Training

Assiniboine Community College, l'École technique et professionnelle, Red River College and the University College of the North offer diploma and certificate programs in business/office administration.
The following Private Vocational Institutions in Manitoba offer programs in this field: Academy of Learning (Brandon, Dauphin, South, Winnipeg, Swan River), Anokiiwin Training Institute, CDI College, Herzing College, Robertson College, Patal Vocational Preperatory Schools, Winnipeg Technical College, Yellowquill College.
Some high schools in Manitoba offer a program in Business Education.

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Career Paths

General office clerks may advance to secretarial positions with experience.

Experienced secretaries may move to positions such as executive assistants, accounting clerks, or office managers.

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Outlook

Employment prospects for secretaries are expected to be good in the period 2009 to 2013. Employment in Manitoba in 2009 is estimated at 6,690.

Office automation that put computers on the desk tops of managers and professional employees, and the adoption of e-mail as the primary mode of written communication, have eliminated the need for secretaries to perform most routine typing or keyboarding tasks. Personal communication devices and electronic personal assistants allow managers and other decision makers to communicate with each other and to manage the administrative aspects of their work themselves from anywhere at any time.

The traditional role of secretaries will continue to change. Some secretarial positions will disappear while others will be converted to different positions or become more specialized, particularly larger companies. Increasingly, secretaries will be providing support services to teams rather than individuals. Although overall growth may be limited, the large size of the occupational workforce means there will be frequent employment opportunities due to turnover and retirement.

Secretaries are evenly distributed across the province. This occupational group is found in every major industry sector, both public and private.

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