Secretary
Provide office support to keep all kinds of organisations running smoothly.
Also known as: personal assistant, office assistant
About the job
What it's like
You would provide office support to keep all kinds of organisations running smoothly.
You’d have to enjoy a varied day and be good at doing several different things at once.
Your duties would depend on your employer. In general, you would:
type up documents
update computer databases and spreadsheets
answer the telephone and handle enquiries
make appointments and keep diaries up to date
make travel arrangements
take minutes at meetings, possibly using shorthand
deal with incoming and outgoing post
draft letters and other documents
photocopy and print documents
handle filing
look after visitors
look after office systems
With time, you could take on new responsibilities. You could handle accounts, manage the office or work as a personal secretary for a manager.
Some managers that you work for may give you a high level of responsibility, so in some jobs you may have to:
stand in for the manager in their absence
manage other administrative staff
deal with accounts and budgets
take on project work, such as research
You would need to be comfortable communicating with a wide range of people, both in speech and through writing. Strong typing skills and great grammar and spelling would be very important.
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Top skills
Skills are things you're good at. Whether you know what yours are or not, everyone has them!
It's useful to learn which ones are important in a job so you know the areas you need to brush up on. It can also help you work out if you're suited to a career.
Meta skills
Here are some of the meta skills you'll need to do this job.
- reliable
- time management
- developing a plan
- sorting
- attention to detail
- observation
- written communication
- verbal communication
- cooperating
Your skills are important
Our unique skillsets are what make us stand out from the crowd. Learn about each skill in depth and discover what employers look for in your applications and interviews.
Getting in
Explore each section to find more information about getting into this career.
Colleges and universities will list subjects you'll need for entry to a course. Some useful subjects include:
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Administration and Information Technology
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Business
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Foundation Apprenticeship: Business Skills
You can get a head start in this career by doing a Foundation Apprenticeship in S5 and S6.
You'll get an SCQF level 6 qualification which is the same level as a Higher. You'll also learn new skills and gain valuable experience in a work environment.
Discover what's on offer at your school on Apprenticeships.scot.
There are no set entry requirements for this role, however many employers value a good general education. For example, qualifications at SCQF level 4/5, a Higher National Certificate (SCQF level 7) or Higher National Diploma (SCQF level 8) in administration or business.
You could complete a Modern Apprenticeship in Business and Administration.
Relevant work-based qualifications such as a Scottish Vocational Qualification in Business Administration (SVQ level 2/3/4) are also welcome. A Scottish Vocational Qualification normally requires three subjects at National 4 or 5 including English and Maths as a minimum.
You can enter a National Qualification or National Certificate course with no formal qualifications though many courses ask for three to four subjects at National 4 or 5.
Entry requirements for a Higher National Certificate or Higher National Diploma are one to two Highers plus some subjects at National 4 or 5.
You could benefit from having qualifications that show your organisational, teamworking and ICT skills. Any qualifications that involve work-based experience such as Skills for Work courses could also give you an advantage.
You can work your way up from an administrative job, gaining qualifications while you work. You could earn a Scottish Vocational Qualification in business and administration (SVQ level 2/3) or another relevant subject.
Ability in a foreign language can be useful for some roles.
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