Becoming a Secretary or Personal Assistant... PDF Print E-mail



Becoming a Secretary or Personal Assistant ...

 Entry routes

There are no minimum requirements to become a secretary. There are opportunities to enter this career with qualifications at all levels, up to graduate and postgraduate. In general, secretaries with higher qualifications are likely to have more challenging jobs with greater responsibility and opportunities for promotion.

School leavers are normally expected to have at least some form of qualification. A subject such as business studies, which can demonstrate office skills, may be useful but is not essential. A certificate in business, administration and finance may be relevant for this area of work.

Many school leavers take a full-time secretarial or business administration course before applying for work. Many qualifications at all levels are available from a number of different awarding bodies. Study options include full- and part-time courses including, for example, NVQ Levels 1 to 4 in business and administration, plus short intensive and distance-learning courses. Entry requirements range from no formal qualifications to A levels. Courses are available at many colleges throughout the country.

Employers look for good personal qualities, particularly good communication skills and the ability to get on well with others.

Knowledge of another language could be useful, particularly for those working for international organisations.

It is also possible to study specialised courses to become a legal or medical secretary.

Previous relevant experience may be an advantage for some posts. Adults who have been out of the job market for a time may find it helpful to update their office skills.

 

Getting in

Secretaries work in all kinds of organisations, from those with very few staff to large multinational companies. Employers include central and local government, and a broad spectrum of organisations in the public and private sectors, including those in retail, manufacturing, transport, finance, property, broadcasting, tourism, education, healthcare and hospitality.

Vacancies are advertised in local and national newspapers. They are also advertised through recruitment agencies and on websites. Local authorities and other large organisations, like health authorities, often have their own vacancy bulletins which can be found on their individual websites.
 
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Newsflash

Modern PAs are the power behind the throne 
Workplace staff
21 October 2008 
 
Ansunette Swanepoel has been named SA's Personal Assistant of the Year.

Swanepoel is the PA to Jan Scannell, managing director of Distell Ltd, and had to endure three rounds of judging before being named the winner.

Her victory was announced at the closing ceremony of the PA Summit, held at the Southern Sun Grayston Hotel in Sandton recently.

Swanepoel says it was an unforgettable experience and she would encourage PAs to attend the summit.

"I am honoured to be chosen as the ambassador for the profession and look forward to the challenges," she says.

About her job, Swanepoel says: "It is important that today's PAs familiarise themselves with the company's strategic goals and aspirations and drive the brands, products and services to ensure that these targets and goals are achieved.

"We as PAs have learnt to work smarter to be more effective and provide a professional service to our manager or CEO and the company that we work for."

On the work relationship, Swanepoel says it is important that the PA and the boss are comfortable with each other.

Communication plays an extremely important role in this relationship.

"Mr Scannell is a respected leader and wonderful boss to work for.

"I have learned so much from him as a person - he is a balanced individual who believes in hard work and strong family values," she says.

Scannell says the work of a dedicated and professional PA, who is proud of the company she works for and its products, greatly contributes to the success of the organisation the PA works for.

"It is pleasing that Swanepoel has also received recognition outside Distell."

Swanepoel is studying towards a BTech degree in business administration.

She will finish the course in June 2009. She considers the PA of the Year award as a highlight in her career.

Nicolette Jasper, PA of the Year in 2007, says: "Gone are the days that the only responsibilities of PAs and secretaries were to answer the phone and type letters.

"Today's office professionals are able to successfully run the office in the manager's absence.

"Qualities such as interpersonal skills, initiative and business acumen are key.

"The PA of the Year Award is an opportunity for the industry to recognise excellence.

"As PA of the Year in 2007, I had the privilege to be the ambassador and spokesperson for office professionals nationally.

"I saw it as an opportunity to make a difference."

The PA of the Year Award was launched three years ago and has already achieved a recognised and respected brand status in the marketplace.

The idea is to salute the specialised position that an executive PA holds, and to identify and bring the best among them to the fore.

From the nominations received, nine PAs made it to the semifinals, and six were then chosen as finalists.

Besides Swanepoel, these were: Liza Trollip, PA to Sasol Polymers managing director Bernard Klingenberg; Corrie Fourie, PA to Andreas Baumann, general manager: finance at T-Systems SA (Pty) Ltd; Yvonne Morris, PA to Absa group executive director Louis von Zeuner; Avril Rush, PA to OCSA managing director Agatha Pretorius; and Lorna Roets, PA to AngloGold Ashanti Ltd chief executive Mark Cutifani.

What makes the PA of the Year Award unique for the secretarial profession is that the judges are peers.

The six judges are chosen by the Institute of Certified Administrative Professionals (ICAP), the South African branch of the international certifying body for the secretarial administrative profession.

Apart from receiving the award, Swanepoel also got a cheque for R2 000 from each of the sponsors - Croxley, Avery, Office National, Pilot Pens and Rexel.

Her other prizes include a pampering to the value of R7 000 the Chateaux Larize Country House Spa, a Mexican pewter set from Henkel; and a special accommodation voucher from Southern Sun for any one of its hotels. 
 
 
 

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