SECRETARIAL STUDIES
SECRETARIAL DUTIES STUDY NOTES
SECRETARIAL ROLE AND FUNCTIONS
Who is a secretary?
The word secretary conveys an idea of secrecy. In ancient times, the title ‘secretary’ was used
to mean an officer conducting confidential correspondence for Kings and High dignitaries.
In modern times, the duties and functions of a secretary have become so wide and varied.
Therefore, a secretary can be defined as an officer who performs routine clerical and
administrative functions such as drafting correspondence, scheduling appointments,
organizing and maintaining paper and electronic files of providing information to callers.A
secretary does not work only for prominent people but also in Institutions, companies, local
bodies etc.
The name secretary is now becoming more known as ‘office professionals’ or ‘administrative
assistants.’
MAJOR ROLE OF A SECRETARY
The major role of secretary is to provide assistant to a manager(s).
Secretaries and administrative assistants perform routine clerical and administrative duties.
They organize files, draft messages, schedule appointments, and support other staff.
Secretaries and administrative assistants perform a variety of clerical and administrative
duties that are necessary to run an organization efficiently. They use computer software to
create spreadsheets, manage databases, and prepare presentations, reports, and documents.
They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate
libraries. Secretaries and administrative assistants also operate videoconferencing, fax, and
other office equipment. Specific job duties vary by experience, job title, and specialty.
The following are examples of types of secretaries and administrative assistants:
Executive secretaries and executive administrative assistants provide high-level
administrative support for an office and for top executives of an organization. They often
handle more complex responsibilities, such as reviewing incoming documents, conducting
research, and preparing reports. Some also supervise clerical staff.
Legal secretaries perform work requiring knowledge of legal terminology and procedures.
They prepare messages and legal papers, such as summonses, complaints, motions, and
subpoenas under the supervision of an attorney or a paralegal. They also review legal journals
and help with legal research—for example, by verifying quotes and citations in legal briefs.
Medical secretaries transcribe dictation and prepare reports or articles for physicians or
medical scientists. They also take simple medical histories of patients, arrange for patients to
be hospitalized, or process insurance payments. Medical secretaries need to be familiar with
medical terminology, medical records, and hospital or laboratory procedures.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 1
,Secretaries and administrative assistants, except legal, medical, and executive is the largest
subcategory of secretaries and administrative assistants. They handle an office’s
administrative activities in almost every sector of the economy, including schools,
government, and private corporations. For example, secretaries in schools are often
responsible for handling most of the communications among parents, students, the
community, teachers, and school administrators. They schedule appointments, receive
visitors, and keep track of students’ records.
Virtual assistants work from a home office, providing support to one or more clients on a
contract basis. They use the Internet, email, and fax machines to communicate with clients.
Although their assignments often vary from short term to long term, their typical duties are
similar to those of other secretaries and administrative assistants. Working from a remote
location allows virtual assistants to support multiple clients in different industries.
FUNCTIONS/ACTIVITIES/ROLES OF A SECRETARY
A secretary has 3 classes of functions:
(i) Routine duties
(ii) Clerical duties
(iii) Administrative duties
FUNCTIONS/ACTIVITIES/ROLES OF A SECRETARY
A secretary has 3 classes of functions
(a) Routine duties
(b) Clerical duties
(c) Administrative duties
ROUTINE DUTIES
These are the activities which a secretary does on a daily basis. They include:-
(i) Answering telephone calls.
- A secretary receives telephone calls daily from internal and external sources.
- People may call to seek information, give instructions.
- Establish good will.
(ii) Making telephone calls
- A secretary makes calls on behalf of the manager and other members of staff.
- She may call to provide information
- Give instructions
- Seek information
- Seek clarification
- Establish good will
(iii) Taking and passing of messages
- A secretary is the link of communication in an organization.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 2
, - He/she takes messages for other members of the staff and passes the message when
the member comes.
(iv) Transferring calls
- The secretary may not be able to handle all the enquiries. She may need to
transfer the caller to the appropriate individual.
(v) Receiving and attending visitors
The secretary receives visitors all the time.
- She welcomes them kindly and with a smile.
- She handles their enquiries with full attention and direct them to the appropriate
person according to the need.
(vi) Keeping reliable visitors book
- The secretary maintains the visitor’s book.
- She makes sure that before the visitors leave, they sign the visitor’s book.
- This helps the organization to keep a database for networking purpose and also
receive comments that are useful for improvement.
(vii) Arranging conference and meeting rooms
The secretary has a duty to organize the meeting place to
- Ensure that the sitting arrangement is ok.
- Ensure there is enough stationery
- Ensure that refreshments are available
- Ensure that the room is neat.
(viii) Scheduling appointments for customers
- The secretary has a duty to maintain and confirm appointments to ensure well
organized work plan for the boss.
- She also maintains the diary for the boss.
(ix) Operating office equipment and machines
- A secretary operates machines i.e. Computer and typewriter when working on
letters and other documents.
- Photocopier machines and printer for producing copies of document.
- Telephone and mobile phones for communication.
Clerical Duties
These are duties relating to organizing and storing paper and electronic documents.
(i) Typing letter and other correspondence
A secretary types letters, memos, agenda, notice for meetings, minutes.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 3
, (ii) Handling incoming mails.
The secretary receives, records, sorts and distribute the incoming mails to the
relevant individuals.
(iii) Handling outgoing mails.
- A secretary will not only type the document but has the right to proof-read the
documents.
- Check the mails.
- Address the envelope correctly/ properly and other related activities before
releasing the outgoing mails.
(iv) Organizing and storing document.
- A secretary maintains a good filing system for easy retrieval of document when
needed.
- She also maintains the office records and customers files.
(v) Handling office forms
- A secretary has a task to design and complete office forms according to the
procedure set by the organization.
(vi) Taking shorthand dictation.
- A secretary takes dictation in shorthand or using a recording machine to take
dictation and transcribe the information later.
(vii) Providing service to customers about accounts and maintaining the petty cash.
A secretary provides service to the customers about accounts and maintains
the petty cash.
Administrative/Executive duties
A secretary provides support to the administration by doing the following activities:-
(i) Conducting research
A secretary may conduct research to find needed information, causes of problems
and also to recommend the needed action to solve the problem.
(ii) Supervise other clerical staff
A secretary is given a duty to supervise junior staff. This makes it easier for the
manager to do other important things.
(iii) Arranging travel and accommodation.
The secretary ensures that all the travelling arrangements are done in time to
avoid delay.
She has to book for accommodation room in time to help the boss settle
comfortably.
(iv) Recruiting and training junior staff.
When there is a new junior staff, a secretary has a duty to assist him/her on how
to run his/her job.
(v) Preparing reports
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 4
SECRETARIAL DUTIES STUDY NOTES
SECRETARIAL ROLE AND FUNCTIONS
Who is a secretary?
The word secretary conveys an idea of secrecy. In ancient times, the title ‘secretary’ was used
to mean an officer conducting confidential correspondence for Kings and High dignitaries.
In modern times, the duties and functions of a secretary have become so wide and varied.
Therefore, a secretary can be defined as an officer who performs routine clerical and
administrative functions such as drafting correspondence, scheduling appointments,
organizing and maintaining paper and electronic files of providing information to callers.A
secretary does not work only for prominent people but also in Institutions, companies, local
bodies etc.
The name secretary is now becoming more known as ‘office professionals’ or ‘administrative
assistants.’
MAJOR ROLE OF A SECRETARY
The major role of secretary is to provide assistant to a manager(s).
Secretaries and administrative assistants perform routine clerical and administrative duties.
They organize files, draft messages, schedule appointments, and support other staff.
Secretaries and administrative assistants perform a variety of clerical and administrative
duties that are necessary to run an organization efficiently. They use computer software to
create spreadsheets, manage databases, and prepare presentations, reports, and documents.
They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate
libraries. Secretaries and administrative assistants also operate videoconferencing, fax, and
other office equipment. Specific job duties vary by experience, job title, and specialty.
The following are examples of types of secretaries and administrative assistants:
Executive secretaries and executive administrative assistants provide high-level
administrative support for an office and for top executives of an organization. They often
handle more complex responsibilities, such as reviewing incoming documents, conducting
research, and preparing reports. Some also supervise clerical staff.
Legal secretaries perform work requiring knowledge of legal terminology and procedures.
They prepare messages and legal papers, such as summonses, complaints, motions, and
subpoenas under the supervision of an attorney or a paralegal. They also review legal journals
and help with legal research—for example, by verifying quotes and citations in legal briefs.
Medical secretaries transcribe dictation and prepare reports or articles for physicians or
medical scientists. They also take simple medical histories of patients, arrange for patients to
be hospitalized, or process insurance payments. Medical secretaries need to be familiar with
medical terminology, medical records, and hospital or laboratory procedures.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 1
,Secretaries and administrative assistants, except legal, medical, and executive is the largest
subcategory of secretaries and administrative assistants. They handle an office’s
administrative activities in almost every sector of the economy, including schools,
government, and private corporations. For example, secretaries in schools are often
responsible for handling most of the communications among parents, students, the
community, teachers, and school administrators. They schedule appointments, receive
visitors, and keep track of students’ records.
Virtual assistants work from a home office, providing support to one or more clients on a
contract basis. They use the Internet, email, and fax machines to communicate with clients.
Although their assignments often vary from short term to long term, their typical duties are
similar to those of other secretaries and administrative assistants. Working from a remote
location allows virtual assistants to support multiple clients in different industries.
FUNCTIONS/ACTIVITIES/ROLES OF A SECRETARY
A secretary has 3 classes of functions:
(i) Routine duties
(ii) Clerical duties
(iii) Administrative duties
FUNCTIONS/ACTIVITIES/ROLES OF A SECRETARY
A secretary has 3 classes of functions
(a) Routine duties
(b) Clerical duties
(c) Administrative duties
ROUTINE DUTIES
These are the activities which a secretary does on a daily basis. They include:-
(i) Answering telephone calls.
- A secretary receives telephone calls daily from internal and external sources.
- People may call to seek information, give instructions.
- Establish good will.
(ii) Making telephone calls
- A secretary makes calls on behalf of the manager and other members of staff.
- She may call to provide information
- Give instructions
- Seek information
- Seek clarification
- Establish good will
(iii) Taking and passing of messages
- A secretary is the link of communication in an organization.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 2
, - He/she takes messages for other members of the staff and passes the message when
the member comes.
(iv) Transferring calls
- The secretary may not be able to handle all the enquiries. She may need to
transfer the caller to the appropriate individual.
(v) Receiving and attending visitors
The secretary receives visitors all the time.
- She welcomes them kindly and with a smile.
- She handles their enquiries with full attention and direct them to the appropriate
person according to the need.
(vi) Keeping reliable visitors book
- The secretary maintains the visitor’s book.
- She makes sure that before the visitors leave, they sign the visitor’s book.
- This helps the organization to keep a database for networking purpose and also
receive comments that are useful for improvement.
(vii) Arranging conference and meeting rooms
The secretary has a duty to organize the meeting place to
- Ensure that the sitting arrangement is ok.
- Ensure there is enough stationery
- Ensure that refreshments are available
- Ensure that the room is neat.
(viii) Scheduling appointments for customers
- The secretary has a duty to maintain and confirm appointments to ensure well
organized work plan for the boss.
- She also maintains the diary for the boss.
(ix) Operating office equipment and machines
- A secretary operates machines i.e. Computer and typewriter when working on
letters and other documents.
- Photocopier machines and printer for producing copies of document.
- Telephone and mobile phones for communication.
Clerical Duties
These are duties relating to organizing and storing paper and electronic documents.
(i) Typing letter and other correspondence
A secretary types letters, memos, agenda, notice for meetings, minutes.
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 3
, (ii) Handling incoming mails.
The secretary receives, records, sorts and distribute the incoming mails to the
relevant individuals.
(iii) Handling outgoing mails.
- A secretary will not only type the document but has the right to proof-read the
documents.
- Check the mails.
- Address the envelope correctly/ properly and other related activities before
releasing the outgoing mails.
(iv) Organizing and storing document.
- A secretary maintains a good filing system for easy retrieval of document when
needed.
- She also maintains the office records and customers files.
(v) Handling office forms
- A secretary has a task to design and complete office forms according to the
procedure set by the organization.
(vi) Taking shorthand dictation.
- A secretary takes dictation in shorthand or using a recording machine to take
dictation and transcribe the information later.
(vii) Providing service to customers about accounts and maintaining the petty cash.
A secretary provides service to the customers about accounts and maintains
the petty cash.
Administrative/Executive duties
A secretary provides support to the administration by doing the following activities:-
(i) Conducting research
A secretary may conduct research to find needed information, causes of problems
and also to recommend the needed action to solve the problem.
(ii) Supervise other clerical staff
A secretary is given a duty to supervise junior staff. This makes it easier for the
manager to do other important things.
(iii) Arranging travel and accommodation.
The secretary ensures that all the travelling arrangements are done in time to
avoid delay.
She has to book for accommodation room in time to help the boss settle
comfortably.
(iv) Recruiting and training junior staff.
When there is a new junior staff, a secretary has a duty to assist him/her on how
to run his/her job.
(v) Preparing reports
SECRETARIAL DUTIES STUDY NOTES PREPARED BY MR. ANTONY AMBIA Page 4
