SECRETARIAL PROCEDURES AND SECRETARIAL ENGLISH

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SECRETARIAL PROCEDURES AND SECRETARIAL ENGLISH

• UNIT THREE
• Revision Interview Tips
• UNIT FOUR
• Meeting the Staff
• ASSIGNMENTS

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UNIT TWO WRITING A CV

• Revision
• advertise vt. CV curriculum
  vitae n.
• preparation n. organize vt.
• present vt. heading n.
• detail n. emphasize vt.
• considerable adj. cover letter n.
• highlight vt. concise a.
• section n. favorably adv.
• qualification n. layout n.
• employment n. enclose v.
• aspect n. specify vt.

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UNIT THREE INTERVIEW

• personnel n.
  environment n.
• personality n.
  capable (of) a.
• interviewee n.
  diploma n.
• cooperation n.
  major (in) vi.
• check (on) vi.
  team n.
• determine vt.
  filing n.
• continue vi.
  characteristic n.
• Provincial Stage I, II Typing certificate
• field n.
  keep records
• offer vt.
  performance n.

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Vocabulary Exercise

• Directions Complete the following sentences with
  the help of the words from each bracket.
• Example Did you ____________ (??) us easily this
  morning?
• Answer find
• Now you do it
• 1. Your company is only ____________ (30????)
  from my house.
• 2. Shall we ____________ (????) your education
  details?
• 3. I have been to New York, ____________ (?????).
• 4. Would you like to ____________ (??)?
• 5. If you were starting college over again, what
  subject would you like to ______ (??)?
• 6. I enjoy ____________ (??) people.
• 7. Good _______ (??) on the job can determine
  your progress within the company.
• 8. Liu ____________ (??) to work as a secretary.
• 9. Filing and typing ____________ (???) to me.
• 10. We haven't decided to ____________ (?) you
  the job yet.

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Crack Interview QuestionSo, Why Don't You Tell
Me About Yourself?

• "So, why don't you tell me about yourself?", is
  the most frequently asked interview question.
  It's a question that most interviewees expect and
  the one they have the most difficulty answering.
  Though one could answer this open-ended question
  in a myriad of ways, the key to answering this or
  any other interview question is to offer a
  response that supports your career objective.
  This means that you shouldn't respond with
  comments about your hobbies, spouse, or extra
  curricular activities. Trust me, interviewers
  aren't interested.
• Interviewers use the interview process as a
  vehicle to eliminate your candidacy. Every
  question they ask is used to differentiate your
  skills, experience, and personality with that of
  other candidates. They want to determine if what
  you have to offer will mesh with the
  organization's mission and goals.
• If answered with care, your response to the
  question, "So, why don't you tell me about
  yourself?" could compliment the interviewers
  needs as well as support your agenda. This is a
  question you should be prepared to answer as
  opposed to attempting to "wing it".

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So, Why Don't You Tell Me About Yourself?

• Follow the four easy steps outlined below to
  ensure your response will grab the interviewers
  attention.
• Provide a brief introduction. Introduce
  attributes that are key to the open position.
  Sample introduction During my 10 years' of
  experience as a sales manager, I have mastered
  the ability to coach, train, and motivate sales
  teams into reaching corporate goals.
• Provide a career summary of your most recent work
  history. Your career summary is the "meat" of
  your response, so it must support your job
  objective and it must be compelling. Keep your
  response limited to your current experience.
  Don't go back more than 10 years. Sample career
  summary Most recently, at The Widget
  Corporation, I was challenged with turning around
  a stagnant territory that ranked last in sales in
  the Northeastern region. Using strategies that
  have worked in the past, I developed an
  aggressive sales campaign that focused on
  cultivating new accounts and nurturing the
  existing client base. The results were
  tremendous. Within six months my sales team and I
  were able to revitalize the territory and boost
  sales by 65.

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So, Why Don't You Tell Me About Yourself?

• Tie your response to the needs of the hiring
  organization. Don't assume that the interviewer
  will be able to connect all the dots. It is your
  job as the interviewee to make sure the
  interviewer understands how your experiences are
  transferable to the position they are seeking to
  fill. Sample tie-in Because of my proven
  experience in leading sales teams, Craig Brown
  suggested I contact you regarding your need for a
  sales manager. Craig filled me in on the
  challenges your sales department is facing.
• Ask an insightful question. By asking a question
  you gain control of the interview. Don't ask a
  question for the sake of asking. Be sure that the
  question will engage the interviewer in a
  conversation. Doing so will alleviate the stress
  you may feel to perform. Sample question What
  strategies are currently underway to increase
  sales and morale within the sales department?
• There you have it - a response that meets the
  needs of the interviewer AND supports your
  agenda.
• When broken down into manageable pieces, the
  question, "So, tell me about yourself?" isn't
  overwhelming. In fact, answering the question
  effectively gives you the opportunity to talk
  about your strengths, achievements, and
  qualifications for the position. So take this
  golden opportunity and run with it!
• - Linda Matias,
• an Internationally Certified Job and Career
  Transition Coach and a Certified Employment
  Interview Professional

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The Top 10 Questions Most Often Asked by
Interviewers

• To be prepared for an interview it is helpful to
  have an understanding of the questions you may be
  asked and to have prepared answers for them. As
  you read the questions below, think of
  adaptations to these and then answer them. You
  may want to say your answers out loud while
  looking in a mirror to see how you look and
  sound. Another great tip is to record your
  answers into a tape recorder and then play it
  back and see what it sounds like. Practice your
  answers and then go take charge of your career
  and get the job you want and find the employer
  you want to work for! Good luck!
• Which supervisors have you found easiest to work
  with and which have been most difficult? (This is
  to judge your adaptability. )
• What did you like best and least about your
  previous job? (Checking your administration and
  management skills. )
• Have you ever had to get a point across to
  different types of people? Give me an example and
  tell me what approach did you take? (Finding out
  about your communication skills. )
• Describe a work-related problem you had to face
  recently. What did you do to deal with it?
  (Decision making skills tested. )

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The Top 10 Questions Most Often Asked by
Interviewers

• Give me an example of a time you did more than
  what was required in your job. (Seeking
  initiative. )
• Give me an example of a time you found it
  necessary to make an exception to the rules in
  order to get something done. (How is your
  integrity? )
• What was the best decision you ever made? What
  were the alternatives? How did you go about
  making it? (Checking your judgment. )
• Tell me about a time you had to gain the
  cooperation of a group over which you had little
  or no authority. What did you do? How effective
  were you? (Leadership. )
• Have you ever had trouble learning a new method
  or procedure? How did you deal with that
  situation? (Investigating your learning ability.
  )
• Tell me about a problem you have had that would
  affect more than one department. How did you try
  to solve it? (For organizational cooperation. )
• -Terri Levine Author of bestseller Work Yourself
  Happy, and Coaching For An Extraordinary Life

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7 Tips On How To Handle Phone Interviews

• Phone interviews are becoming more and more
  common in the job search process. They save the
  company and the candidate a lot of time. If you
  are in the job market, it is important to prepare
  yourself for a phone interview.
• Schedule it for a quiet time. If you have the
  opportunity to schedule the time of the phone
  interview, be sure to schedule it when you know
  you will be able to give them your full
  attention. Make sure the kids are busy, the dog
  is outside, and it is the most convenient time
  for you. You do now want to have any distractions
  or any loud noises that may be distractive to you
  and/or your interviewer this can be a huge
  turnoff. However, in many cases you might not
  have the opportunity to previously set up the
  time of the call, so read the tips below to be
  prepared for that unexpected call.
• Have your resume next to the phone. Be sure it is
  the same copy you had sent out to the employer
  who is calling. Your interviewer will be looking
  at your resume throughout the interview, and you
  want to be sure you know exactly what he/she is
  talking about. It will help make the interview
  run smoothly if both parties are looking at the
  same guidelines of your history. You do not want
  to come off as being unsure of some of the
  details of your work history.
• Prepare notes. Have prepared answers ready to
  some basic questions like, "why do you want to
  work for our company?" or "why should I hire
  you?" Take advantage of the fact that this is
  over the phone. Use your notes to help you say
  exactly what you want to say. It is a good idea
  to use easy-to-read bullet points so you are not
  reading it out loud. Pick out areas on your
  resume that you might want to elaborate on.
  Remember, so far your resume is the only tool
  your caller has to know who you are. Sell
  yourself more than your resume does.

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7 Tips On How To Handle Phone Interviews

• Research the company. Make sure you know the
  company. Use the Internet or make some phone
  calls to find out more about their product or
  mission. You should jot down a few things in your
  notes that you can refer to in case questions
  that require company knowledge come up. You will
  be remembered more than another candidate if you
  show interest and knowledge about their company.
• Have questions ready. Show your interest in the
  employer rather than focusing only on yourself.
  Have a few questions prepared in your notes that
  you might want to know about. Make the interview
  a bit more personal and more like a comfortable
  conversation ask a question for them here and
  there.
• Know your schedule. If your interviewer is
  interested in setting up an actual face-to-face
  interview, know what your availability is. The
  last thing you would want to do is succeed in a
  phone interview only to tell them to call you
  back because you are not sure when you can meet
  them. Chances are, you will not hear from them.
  Have a copy of your schedule next to the phone
  also.
• Plan a closing. How many times have you thought
  of something you SHOULD HAVE said AFTER you left
  an interview? Do not let that happen again. Know
  that you have said everything you want to say
  before you get off the phone. Again, write down
  some notes as to any last things you might want
  to add or how you might want to close it.
• -Mike Worthington Mike_at_ResumeDoctor.com

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UNIT FOUR MEETING THE STAFF

• Conversation Can I Have a Few Minutes of Your
  Time?
• John PrincePersonnel Manager
• Gale Thompson General Manager
• Thomas Marriott Personal Assistant
• George Davis Office Manager
• Cherry White Secretary to PM
• Beatrice Adams Filing Clerk
• Mr. Prince Ah, good morning, Lin. And how are
  you?
• Liu Very well, thank you. And you?
• Mr. Prince I'm fine. First of all, I think we
  should go around and meet some of the staff
  you'll be working with. Let's start with your
  boss, Gale Thompson, our General Manager. I'm
  sure you'll remember him from the interview.
• Liu Yes, I see.
• Mr. Thompson Come in.
• Mr. Prince Good morning, Mr. Thompson. I'm just
  showing Lin around doing the introductions before
  she starts working with you.
• Mr. Thompson So I look forward to seeing you
  next week, Lin.
• Liu I look forward to working with you, Mr.
  Thompson.

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Conversation Can I Have a Few Minutes of Your
Time?

• Mr. Prince Good. Let's move on to the general
  office.
• Good morning, everyone. Can I have a few
  minutes of your time? I'd like to introduce a new
  member of our staff. This is our office manager.
• Mr. Davis Pleased to meet you. My name is George
  Davis. Please call me George.
• Liu How do you do, George? I'm Liu Lin.
• Mr. Prince Lin, this is Thomas.
• Liu How do you do?
• Mr. Marriott Pleased to meet you. Thomas
  Marriott.
• Mr. Prince Thomas is Mr. Thompson's personal
  assistant. Lin, come and meet Cherry White.
• Miss White Nice to meet you. Please call me
  Cherry.
• Liu Glad to meet you.
• Miss Adams Hello, my name's Beatrice. I'm the
  filing clerk.
• Liu Nice to meet you, Beatrice. Mine is Lin.
• Mr Prince I think that's enough for the moment.
  Now then, let's have a look at your office
  equipment. George, would you tell Lin a bit about
  the equipment we use?
• Mr Davis I'd be glad to. Lin, please follow me.

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Grammar and Function

• Suggestions ??
• Look at the sentence from section 1
• Now then, lets have a look at your office
  equipment.
• ??lets ... ?????......?????????????????????????
  ?????,??????????
• 1. Lets go for a walk, shall we? ??????,???
• Yes, lets. ?,???
• No, lets not.????
• 2. Shall we go to the country together?
  ??????????
• Great./ All right. ??/?
• No, Id rather not.?,?????
• 3. Lets eat out tonight. ????????????
• Yes, why not? ?,???????
• No, Id rather not. ?,?????
• ???????????,??????,?????????
• 1. Why dont you change your clothes? ???????????
• 2. Why not wait for a while? ????????
• 3. Wont you have a cup of coffee with me?
  ?????????????
• 4. Would you/ Wouldnt you like to go shopping
  with me? ??/??????????
• 5. How about/What about a film tonight?
  ??????????

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Exercise

• Example ??????????
• Answer Let's go for a swim, shall we?
• Now you do it
• 1. ????????????????
• 2. ???????
• 3. ????????????
• 4. ??????????????
• 5. ????????????

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ASSIGNMENT 1

• Have a brief review of Unit 3 4
• Try these Supplementary exercises.

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ASSIGNMENT 2Visit the following web pages for
Interview/Oral Skills and others

• ??????--????
• ???????????????
• Applying for the post of an English Secretary
• ?????
• ESLpoint.com Speaking
• Learning Oral English Online
• Interesting Things for ESL Students
• ??????????????????

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