Your staff is the backbone of your business, but finding great personnel is a challenge faced by all recruiters. How do successful companies build their all-star teams? There are a lot of different answers to this question, and all of them might be right, but you can find strategies that work for you by analyzing your hiring process and identifying why you attract the candidates that you do. For a lot of recruiters, the answer is the job description. In order to get applications from your field’s top talent, you need to leverage your job description to attract them. If you aren’t sure how to strategize this, you can look at the Secretary job description sample below for some ideas on where to start.
Secretary Job Description Sample
This Secretary job description sample is based on an organized format to make it easy to read for applicants. You should compose your company’s job description with a general format and organization in mind, too.
Secretary Job Summary
Our Secretary position assists the entire staff with daily management of the office by performing tasks such as handling documents, greeting clients, answering phone calls and recording information. The role requires excellent verbal communication skills as well as the ability to write and email communications clearly. Secretaries are also responsible for providing direct support to management by completing delegated tasks, completing various administrative duties and effectively handling their schedules.
Secretary Job Responsibilities and Duties:
- Answer all incoming phone calls and place outgoing calls when necessary
- Route calls to appropriate personnel if available, and if not, record and pass along reason for call
- Set appointments and maintain schedules for management
- Keep office stocked with supplies such as paper, pens and ink
- Send, receive and sort the mail
- Maintain tidiness and organization of office
Secretary Skills and Qualifications
- High School Diploma
- At least two years of experience in an administrative position
- Attention to detail
- Excellent written and oral communication skills
Plano Casket Company is the premier manufacturer of products for burial and cremation. We were established to serve the needs of the deceased and their surviving families by providing a top quality selection at reasonable prices. Because of our simple yet effective business model, our popularity has grown, and we serve funeral homes around the country in addition to maintaining our own six retail stores. Each season we unveil a new collection, and the popularity of our products continues to rise. Our commitment to quality and great customer service would not be possible to uphold without help from our talented team of salespeople, administrative personnel and managers. They truly connect with our customers and provide the service that makes our company great. We understand this, and we offer all of our employees generous salaries, benefits and perks to thank them for their dedication and hard work.
What to Include In Your Secretary Job Description
Job seekers will respond best to job postings that are clearly organized and easy to interpret. A rambling, over-stuffed description probably won’t get read, and those who do read it probably won’t be enticed. Instead, maintain your focus by organizing your information into sections such as the following:
• Title & Summary – Choose a title for advertising the position that is unique and informative. Even if you are hiring for an entry level payroll job, it won’t be like any other companies’ job, and the title should reflect that. Be specific, too, in indicating what level of entry is expected. Expand on this and the essential job functions in the summary that will follow.
• Job Responsibilities – The job duties you mentioned in the summary should be further fleshed out here. Detail all of the most important and frequent tasks the position will entail,
and be as honest as you can. Including 5-10 entries in a bullet point format is standard and sufficient for most job descriptions.
• Requirements – Outlining the minimum requirements for the position is an important part of the job description. If there is a certain level of education or experience, be clear about it, and specify any conditions that may exist.
• Company Information –
Even if a person possesses all other necessary qualifications, if they are not a good fit with your company, they will not be a good bet for the position. How can you tell when this is the case, though? Including information about your company in your job description is a great place to start.
Fitting all of the information you need to share into a strict format might be hard, but it will greatly aid your hiring process by allowing the best applicants to see, read and respond to your job posting. You can start to weed out the rest of the unwanted candidates through this process, too.
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Writing Your Secretary Job Description: Dos and Don’ts
Writing your job description will put all of these ideas to practice, but if you’re still looking for additional help, these do’s and don’ts may help. Read below for a few more pointers on how to create the best Secretary job description:
• Do use industry-specific language that will make your job description accessible to professionals in the field. In many cases, these phrases will make it easier to understand for the audience you are appealing to.
• Don’t, however, load the content with jargon that will overpower the other content. You want to present a well-rounded and accessible invitation.
• Do be clear about what primary and secondary duties the job includes. All tasks can, and probably should, be summarized.
• Do make it clear what qualities will be emphasized in the position.
• Don’t make anything more complicated than it needs to be. The application process shouldn’t be difficult to navigate or overwhelming, so do what you can to streamline the process for your candidates.
• Do provide contact information that will allow candidates to follow up with you after applying. This additional step will set apart those who call and those who don’t.
As you can see, little details can make a big difference in the quality of applicants you attract. These ideas should aid an improvement, though, as will an excellent job description.