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ADMINISTRATION /
SECRETARIAL |
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Career > Administration / Secretarial |
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Receptionist / Telephonist |
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A Receptionist / Telephonist represents the Organisation through his/her voice and interaction with the various personnel. As a result, the job involves having a meticulous and friendly persona in their interaction towards all various personnel.
Some of the key responsibilities of this job profile include attending the telephone in a friendly and helpful manner always, noting down all the messages in case the concerned person is not available, attending the switchboard in an efficient manner always, courtesy towards all staff, visitors and other personnel.
Some administration duties include accepting all deliveries, sorting them in an orderly manner, processing outgoing UPS and Fed Exp shipments, handling queries appropriately, assisting the office clerks if and when necessary and successful management of other administrative tasks if requested by the Management.
The person should have a very amicable personality and possess requisite computer skills in MS Office products, Word, Excel and PowerPoint. A high school diploma qualification is a must and this can be combined with either secretarial or office administration courses which are considered advantageous. A two year work experience qualifies one to get a good job in a reputed organisation.
Salaries are commensurate with the person’s experience but growth prospects are excellent. A person can soon progress to the position of a secretary, personal assistant or even that of an administration officer.
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A Secretary’s job includes wide-ranging areas of specialisations. These include medical, law, nursing, corporate, administration and many others, each demanding slight variations according to the demands of the specific industry thus entailing the performance of a variety of tasks.
However on a broader and corporate platform, a Secretary has a multitude of duties which encompass the following. Preparing the agendas for the various meetings of the Board of Directors, takes the minutes of various meetings and assisting with the annual election of Directors.
Other duties include coordinating and communicating annual meetings, maintaining a list of holding companies, officers, and directors, efficient management of all the communication of the person/persons the person may be reporting to.
A Secretary must ideally hold a bachelor's degree in area of specialty and possess a couple of years of experience in the related area along with an impressive work record. The person should have a pleasing and helpful nature, offer guidance to junior staff and be very time conscious especially in terms of deliverables. Excellent communication and computer skills are a must.
The compensations are highly attractive and in accordance with a person’s experience and expertise. Growth prospects include progressing towards a senior secretary, personal assistant or a senior office administrator.
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A Senior Administrator’s job includes general support duties, supporting the Programme Office Manager, compiling action lists, attendance and dealing with other administrative related issues. Some of the other responsibilities include having excellent telephone skills, independent decision-making skills and a team leader.
The person has to plan and coordinate all related organisation / departmental events and activities, offer assistance and guidance to the other staff whenever the situation demands and maintain an accurate record of all specific messages and activities.
A bachelor's degree in area of specialty is a must and the person should have at least 4 years of experience the said area of specialisation. A senior administrator may have to work under general supervision but the profile still requires strong motivational skills and initiative towards the accomplishment of assigned goals and objectives. The person is also expected to possess a certain degree of creativity and latitude. Strong communication skills and an in-depth knowledge of MS Office are pre-requisites.
The remuneration is in accordance with the years of experience and the proven track record of the individual. Growth prospects could vary from becoming a Personal Assistant to an Executive position. |
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A Supervisor’s duties vary from industry to industry. The industries could be Legal, Medical, Entertainment, Laboratory, Pharmaceutical and a host of others.
On a general platform, a Supervisor is responsible for supervising all duties which may include managing the reception, sales administration, co-coordinating the sales team, monitoring and purchasing stock and overseeing the day to day running of the office.
The Supervisor may have to perform the duties of the Secretary or Front Desk Personnel in their absence and the duties would vary accordingly. They would range from coordination with staff, visitors, attending the telephone calls, handling the courier services and the overall smooth functioning of the department/office.
The person should possess a basic degree in business administration or have relevant experience of a few years in administration. An amicable personality, confidence, enthusiasm and having a flexible approach with the ability to deal with people at all levels are other important attributes which the person should possess. A discerning eye, strong judgement and the ambition to perform all the goals effectively and within the time-frames laid down by the organisation are preferred.
Salaries depend on the performances and growth prospects include progressing towards senior positions like that of an Office Manager.
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Administration / Secretarial Job Titles |
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