What qualities should a secretary possess?

The secretarial work is both professional and comprehensive, so what special qualities should we have? I'll provide you with some qualities that a secretary should have, hoping to help you.

An introduction to the qualities that a secretary should possess.

First, the secretary's professional quality.

The professional quality of a secretary is manifested in some ability requirements closely related to secretarial work. Because the contents of secretarial work are rich and varied, there are also many requirements for the ability of secretaries. According to the classification of secretarial work, these requirements can be roughly divided into three categories: office work, writing and technology. We will introduce these three abilities separately.

(1) Ability to handle affairs

"The secretarial section is the office, the basic function of the secretary is to handle affairs, and the ability to handle affairs is an important ability of the secretary's work" [2]. "Ability to do things" is what we often say. In fact, it is composed of many abilities, mainly including the following aspects.

1. Investigation and research ability. "Investigation refers to people's on-the-spot investigation to explore the truth, essence and development law of objective things" [③]. Investigation is one of the important tasks of a secretary. We should be good assistants and staff officers of leaders, provide basis for decision-making and policy formulation of leading institutions, draft reports, handle official documents, handle letters and visits, handle bills and proposals, and do a good job in investigation and research. To this end, the secretary must be proficient in the procedures, methods and means of investigation and research and the ability to handle investigation materials.

2. Understanding and comprehension ability. To have a higher understanding ability, the key is to listen quickly, clearly and remember firmly. To this end, we should have concentrated attention, sensitive response, profound understanding, solid memory and delicate taste.

3. Oral expression ability. This is a special requirement for a secretary. Being able to speak is a science and the basis of success or failure. To be able to speak, you must at least do three things: articulate; Accurate expression; Know the art of speaking. The first two are basic, and the third stone further requires it to include attraction, persuasion, etiquette, politeness and so on. This requires us to master from the shallow to the deep.

4. adaptability. Things in the world are constantly changing and developing, and people's plans and schemes for doing things are often unrealistic or even quite different; Sometimes it changes suddenly, completely disrupting the original plan and scheme. In this case, the staff should have a well-thought-out plan, make a quick decision, change one case to another, keep the principle unchanged, and handle it flexibly to achieve the expected purpose.

5. communication skills. Dealing with interpersonal relationships is a science, and communicative competence is an important factor in dealing with interpersonal relationships. If a secretary is good at communication, familiar with each other, easy to get close to and easy to be trusted, then the success rate will be higher. "Communication skills are mostly reflected in coordinating work and getting along with leaders, which are very important for the development of secretarial staff" [4], so it is not insignificant to learn communication art and improve communication skills.

There are other abilities. In short, the ability to handle affairs is the embodiment of a person's comprehensive level.

(2) Strong word processing skills

Word processing ability is the basic skill of a secretary. Secretaries deal with words almost all day, and people often regard secretaries as "scholars", which is the reason.

"The secretary's word processing ability is not just a matter of writing ability. In fact, it is a comprehensive reflection of high level of political theory, rich scientific and cultural knowledge and realistic information, strong ability to analyze and understand problems, and fluent writing, and it is also a comprehensive ability [5].

The formation and improvement of secretary's word processing ability requires both comprehensive efforts and long-term, repeated and diligent writing practice. Only by further digesting relevant writing knowledge and obtaining information in writing practice can we achieve a balance in writing. The key to improving word processing ability is to write more and practice more.

(3) Master the skills of office automation equipment.

On the qualities that a secretary should possess "With the development of the times, modern technology has been widely used in the office, and a lot of work in the office is becoming more and more automated, so the secretary must also master the office automation equipment skillfully in order to complete his work" [6]. These technologies mainly include: microcomputer technology, typing technology, copying technology, microform technology, photography technology, audio and video recording technology, shorthand technology, calligraphy technology, editing technology and proofreading technology. Under the present conditions, the main skills that a secretary should master are: being able to use a word processor, an electronic computer, a multifunctional telephone, a copier, a fax machine, etc. , but also to understand its simple structure, master the maintenance method. At the same time, learn to use computers to draft and modify documents, as well as file information retrieval and microform technology. Secretaries should not only learn hardware operation, but also learn software programming, and become generalists who know both secretarial business and computer technology. On the one hand, the secretarial team should have a group of professional technical experts, on the other hand, all staff should master the technical means to be used in their work.

Second, intellectual quality.

Professional quality depends on the level and strength of intelligence, which is the basis of professional ability. Therefore, the secretary's professional quality is closely related to his intellectual quality.

Intelligent quality includes five aspects: knowledge structure, thinking ability, improvisation ability, memory ability and introspection ability.

(A sound knowledge structure

Secretaries have been engaged in writing for a long time, which requires them to have a perfect knowledge structure as the basis for their good writing and quick thinking. The knowledge structure that a secretary should have mainly includes: international politics, domestic policies, history and culture, national knowledge, logic science, leadership methods, democratic centralism principle, decision-making science, etc. In addition, work experience and social experience are also knowledge and important knowledge for developing intelligence and talents. This does not require secretaries to read every subject intensively, but only to know general knowledge and a lot of important knowledge, so as to do a good job in secretarial work. This perfect knowledge structure needs the secretary to learn and accumulate constantly in daily life to complete.

(2) Thinking ability

The level of human intelligence is determined by the development of thinking ability. Therefore, the development of thinking ability should attract the attention of secretaries in particular. From the perspective of secretarial work, this kind of thinking ability mainly includes: language expression ability, logical ability, speculative ability, cognitive ability, understanding ability and so on.

1. Language expression ability. Language is a tool to express ideas and communicate, and it is absolutely inseparable from thinking. It can even be said that without thinking, there is no language, and without language, there is no expression of thinking results. The deeper and more complex thinking, the more language is needed to express it correctly; The richer the vocabulary, the stronger the language expression ability, and the stronger the ability to express thinking. A secretary has to deal with not only psychics, but also all kinds of ordinary people. Lack of thinking ability and low language expression ability will affect the exertion of intelligence.

2. Logical ability, thinking ability and cognitive ability. These aspects are the basic skills and elements of thinking. The secretary should strengthen the exercise in these three aspects to improve his thinking ability, so that he can skillfully use logical thinking to distinguish and understand the phenomenon and essence of things, which can exercise a person's intelligence.

3. Understanding ability. It includes the ability to listen and reflect, and it is the necessary intelligence for a secretary. The superior should understand the intention and arrangement of the work, as well as the following reports and instructions. Secretarial staff must be witty and accurate in order to correctly carry out their intentions and improve their work efficiency.

(C) the ability to improvise

"The ability to improvise is very similar to the ability to deal with emergencies, but it is not just the ability to deal with emergencies, but the intelligence with quick response, quick thinking, calm handling and flexible mechanism in various situations" [7]. It is backed by knowledge, experience and thinking power, and is closely related to psychological quality, behavioral intelligence and mental state. These, first, must rely on thinking development, and second, must study and exercise in practical work. The secretarial work is rich and complicated, and a secretary who lacks the ability to improvise can't do it well. In case of emergency, the secretary usually knows first, and then reports to * * *, indicating the rescue and doing a good job in the aftermath. Secretarial personnel should keep up with the crisis, understand the situation of the incident and report to the leaders timely and accurately after receiving the information of such emergencies.

memory ability

A good memory is a basic skill for a secretary. In order to facilitate the work, a secretary must be good at recognizing people, remembering people and taking notes. This requires the secretarial staff to memorize and cope with it. In addition to mastering methods and know-how, remembering people mainly depends on hard work and more thinking.

(5) Self-examination ability

Introspective ability, also called reflective ability, refers to a person reviewing his words and deeds at any time, summing up his successful experiences and lessons of failure, and discovering his shortcomings and deficiencies. People who often introspect are easy to develop their intelligence and increase their talents. Secretaries are mental workers. In most cases, they have to rely on their own intelligence to complete various tasks, and their work serves the leading organs and * * *, which requires them to do things appropriately, so they should constantly reflect on their words and deeds. Make intelligence and talent grow in constant summary.

Third, psychological quality.

The psychological quality of a secretary is closely related to doing a good job. Generally speaking, the good psychological quality that a secretary should have includes the following aspects.

(1) Strong will

Will is a psychological activity that consciously determines the purpose and dominates the action to achieve the predetermined purpose. Will has positive qualities such as consciousness, tenacity, decisiveness and tenacity; There are also negative qualities such as blindness, fragility, flexibility and stubbornness. When setting goals and accepting tasks, secretaries should exercise and cultivate perseverance, enhance their consciousness and overcome blindness; When encountering difficulties and setbacks, we should persevere and forge ahead, and don't be weak-willed and give up halfway; Do paperwork in complex situations, assist leaders to deal with problems, have more ideas and confidence, report problems in time, and correct mistakes in time.

(2) Easy-going personality

Personality is the sum total of relatively stable psychological characteristics manifested in people's attitudes and behaviors. As an "inner housekeeper", a secretary should care about his work, the collective and the masses everywhere, and not be indifferent to the collective. He should try his best to get along with the masses and live in harmony with them, instead of being withdrawn and eccentric. Introverts should see more favorable conditions in their work, enhance their self-improvement, self-confidence and self-love, and do everything possible to complete their tasks. Generally speaking, the personality requirements for secretaries are: open-minded, strong-willed, agile, humorous, friendly and cooperative.

(C) a stable mood

Emotion is the psychological state of human emotions. The secretary's emotion is the secretary's inner experience of whether the objective things meet his own needs. Excellent secretaries should consciously cultivate their good emotional quality, clearly grasp their emotional state, maintain a stable state of mind, and be able to deal with problems calmly, calmly, quickly and decisively. To strengthen the cultivation of sentiment, we should have a noble sense of morality, a healthy sense of beauty and a high sense of reason.

Interest in adaptation

Interest is people's understanding of something or their tendency to engage in certain activities, which is what people usually call hobbies. Interest is also a psychological tendency with positive emotions, which is formed and developed in social practice and can be changed in social time. When a person is interested in something, he always focuses on it, tends to focus on it, and has certain feelings for it. Excellent secretaries should consciously cultivate their interest in their work and devote themselves to their work with a hundred times of energy and enthusiasm. Cultivating good interests can make them have a happy and exciting positive emotional experience in their work, consciously improve their professional quality and complete their work tasks efficiently.

Fourth, the quality of professional ethics

Professional ethics is a code of conduct with professional nature and characteristics. Professional ethics is the life of a profession. The professional ethics of secretaries are mainly manifested in the following aspects.

(a) "staff from all walks of life who are loyal to their duties and consciously perform their duties should be loyal to their duties and love their jobs. This is a major norm of professional ethics "[8]. As a secretary, being loyal to one's duties means being loyal to the specific position of a secretary, consciously performing the duties of a secretary, and earnestly assisting the leaders to do all the work well. Have a strong sense of professionalism and responsibility, not offside, not selfish, not dereliction of duty.

(2) Be conscientious, be an unsung hero, be willing to be an unsung hero, that is, ask the secretarial staff to work hard and work hard. The nature of the secretary's work determines that his work is mainly practical. It is necessary to carry out activities around the work of leaders, requiring leaders to be able to come at their call, work in a down-to-earth, concrete and intense manner, keep close contact with reality and the masses, regardless of personal gains and losses, and have the spirit of hard work and even compromise.

(3) Modesty, impartiality, enthusiastic service and modesty should be the virtues that a secretary should possess. Secretarial staff should not be arrogant and self-righteous just because they work beside the leaders. They should discuss their work with all functional departments on an equal footing, listen to opinions with an open mind, be good at coordinating contradictions and do a good job in cooperation. Do things aboveboard. Secretaries should treat leaders and the masses equally, handle affairs impartially and treat each other equally. Don't be different from person to person, and you can't be the first to do things. Only a fair and upright secretary can be broad-minded and full of vitality and vitality in her work. Warm service. The secretary should regard serving the leadership, the functional departments and the masses as his sacred duty and fully understand the important role of his work.

(4) Abiding by the law, being honest and upright, and not abusing power for personal gain in the name of leadership are important guarantees for the normal professional activities of secretaries. Abiding by discipline and law means that secretarial staff should abide by professional discipline and laws and regulations related to professional activities. Honesty is an important embodiment of noble moral sentiment in professional activities, and it is also the ideological and moral quality and code of conduct that a secretary should have. It requires secretaries to adhere to principles in their professional activities, and not to seek personal gain by taking advantage of their positions under the guise of leadership, let alone ask you to give me some "benefits", and I will return some "benefits" to you in the so-called "equivalent exchange". We should focus on the overall interests of the country, people and units, consciously contribute, not be moved by fame and fortune, and resist and oppose unhealthy trends with our own practical actions.

(5) Abide by credit and keep secrets. Secretarial staff abide by credit, that is, they must abide by credit, punctuality, trustworthiness, and match words with deeds. Be punctual, the leader should report to the secretary, and the secretary is not allowed to be late. For meetings or talks arranged by the secretary himself, be present in advance and make all preparations. Secretarial staff should strictly abide by their promises, try their best to do what they promised, and explain the reasons in advance when encountering twists and turns, which is convincing. Strictly confidential. "A remarkable feature of secretaries is that they have more secrets" [9]. Therefore, the secretary is required to have a professional ethics of keeping secrets and consciously strengthen the concept of confidentiality.

These qualities are some basic qualities that a secretary should possess, but it is far from enough to be a good secretary. This is the basic quality of being a qualified secretary. Because of the professionalism and complexity of secretarial work, secretarial work has a strong artistic quality in practical operation, which requires practitioners to constantly sum up and learn in practice in order to really do a good job.

What qualities should a secretary possess?

★ What qualities should a secretary have?

★ What qualities should a secretary have?

★ The political qualities that a secretary should possess.

On the qualities that a secretary should possess.

★ Introduction of secretary's professional quality

★ Briefly describe the abilities required by the secretary.

★ Basic qualities of office secretaries

★ What does the secretary's knowledge literacy include?

★ Talking about the secretary's professional quality