In our country, because of the different levels and types of organs, the work content of secretaries is also different. In high-level organs, secretarial work is extensive and meticulous, and the specialization characteristics of each work are obvious; In grass-roots units, secretaries have heavy tasks, few personnel and a rough division of labor. So, the secretary has? Versatile? The characteristics of.
I. Contents of secretarial work
(a) the contents of the work of the leading organs and their leading secretaries
1. Basic tasks of the office (room)
The general office (room) belongs to the secretarial department and is the hub of the normal operation of the organ. Its appearance is the inevitable result of the development of secretarial work. Chinese and foreign leading institutions or senior leaders set up general offices or offices. Its main task is to assist the leading organs directly under it to complete all leadership work, especially to serve the leading organs in formulating and implementing decisions.
The task of the general office (room) is mainly divided into two parts: first, government services, including running documents, holding meetings, document management, drafting manuscripts, comprehensive coordination and so on. , which is what people usually call secretarial work; The second is transaction service, mainly logistics service guarantee.
2. The basic tasks of the Secretary-General and the director of the general office (room)
The secretary-general and the director of the general office (room) have the dual identities of secretary leader and secretary. According to 195 1 issued by the central people's government, "the State Council's Decision on the Secretary-General and the Chief of Staff Not Setting up the Secretary-General's Work Tasks and Secretarial Work Organizations", the secretaries or chief of staff of government agencies at all levels mainly undertake the following tasks: First, assist the chief of staff in synthesizing the situation, studying policies and carrying out their work; Second, assist the person in charge to close the working relationship in all aspects; Third, assist the person in charge of the United front work within the organization; Fourth, assist the supervisor in confidentiality work; Fifth, assist the supervisor in confidentiality work; Six, presided over the daily administrative affairs (including document processing, meeting organization, inspection and supervision of the implementation of government resolutions); Seventh, in charge of government affairs.
Therefore, the tasks of the Secretary-General and the Chief of Staff can be summarized as? You want to participate in government affairs and be in charge of government affairs? Two aspects. Among them, the first to fifth tasks need the assistance of the head, which has obvious nature of participating in and discussing state affairs; The sixth and seventh tasks are mainly responsible for the daily affairs of the organs, which have obvious transactional characteristics. Although these regulations in the State Council are aimed at the top leaders and leading bodies of China's secretarial work, they set the basic pattern for the main tasks that the national secretarial departments should undertake.
(2) The main contents of secretarial work
1. Drafting and processing official documents
Drafting official documents refers to drafting official documents according to the intention of leaders and the spirit of decisions of leading organs, or drafting leadership speeches under the leadership and guidance of leaders.
Drafting official documents is the traditional function of secretarial work. In modern society, drafting official documents has become an extremely important daily work in secretarial work. Because official documents have important functions such as issuing government orders, conveying intentions, communicating information and recording vouchers, drafting official documents is a very serious job, and secretaries should treat it with a high sense of responsibility.
Referred to as official document processing, it is all the work around the formation, processing and management of official documents, reflecting the whole process of official document processing within the organization.
Dealing with official documents is one of the most basic tasks in secretarial work, which can be roughly divided into two categories: issuing documents and receiving documents. Among them, the process of issuing documents includes drafting, signing, printing, reviewing, issuing, filing and filing. The process of receiving mail includes signing, distributing, planning, approving, undertaking, urging, filling in and filing. Secretarial personnel in the process of sending and receiving official documents in their daily work should deal with them in accordance with the laws, regulations and standards promulgated by the party and the government, so as to achieve a reasonable division of labor and clear responsibilities, ensure strict and standardized official document processing procedures, high quality and efficiency, and create conditions for official documents to play their due roles.
2. Organize the meeting
Handling organizational meetings, referred to as organizational meetings for short, refers to the specific affairs related to the meeting handled by the secretary department of the organ or the temporary meeting secretary institution, with the purpose of providing comprehensive auxiliary services for the leaders before, during and after the meeting. During the meeting, the following work should be done well: first, coordinate and arrange the meeting topics, coordinate the opinions of all parties, sort out the matters discussed and decided at the meeting in advance, form a document form, and then hand over the mature documents that have been formulated to the competent leaders to decide whether to submit them to the meeting for discussion; The second is the overall arrangement of the meeting, that is, the overall arrangement of all aspects of the meeting, such as the meeting time, place, agenda, participants, venue layout and so on. The third is the distribution, transmission, rejection, filing and filing of conference documents and materials; Fourth, various services during the meeting; Fifth, the aftermath of the meeting, such as sorting out the minutes of the meeting, writing briefings and minutes of the meeting, and supervising and inspecting the implementation of the decisions of the meeting.
3. Investigation and research work
Investigation and research work refers to the work around the center, aiming at the relevant problems that the current leaders are concerned about and urgently need to solve, investigating and understanding the relevant situation, conducting analysis and research, writing investigation reports and submitting them to the leading organs or leaders. This is an important work that gives full play to the role of staff and assistant in secretarial work and directly serves the decision-making of leaders.
Every investigation and study should do a good job in three stages: investigation preparation, investigation implementation and investigation summary. Among them, in the preparatory stage, according to the needs of leadership work, the investigation topics should be determined and the outline should be drawn up; In the implementation stage, we should pay attention to the selection of research objects, and collect, carefully sort out and deeply study the materials obtained from the investigation in various ways; The final stage of summary is to make an overall analysis of the investigation and research work and write the investigation report on the basis of the previous stage.
4. Information processing work
Secretary information processing refers to the work of collecting and processing information according to the work requirements of the party and government leading organs, so as to serve the leaders in making correct decisions and implementing them. Leaders should master all kinds of signs, tendentious trends, situations and problems in the actual work field, and need to collect and feed back to the leading departments in time.
To process information, we must first establish and improve the information network, which is the basis of doing a good job in information processing; Secondly, it is necessary to establish a team of information workers with both ability and political integrity, open mind, quick response and strong ability to observe and analyze problems; Finally, it is necessary to modernize information processing means in order to transmit and process information quickly. In information processing, we must ensure the quality of basic links such as information collection, processing, storage, output and feedback.
5. Communication and coordination
As far as secretarial work is concerned, the content of communication and coordination is very extensive. According to the objects of coordination, there are coordination between leaders and leading organs, coordination between subordinates, coordination between peers, coordination between superiors and subordinates, coordination of the same department, coordination of business work, etc. Among them, the most common coordination is business work, such as meeting coordination, official document coordination and matters coordination. In short, the coordination of matters related to leadership decision-making and guidance belongs to the business scope of secretarial work. When coordinating secretaries, we can use telephone coordination, door-to-door coordination, door-to-door coordination, door-to-door coordination and meeting coordination.
6. Receive letters and visits
Reception of letters and visits is a general term for handling letters from the masses and receiving visits from the masses, and it is a regular and important work in the secretarial work of party and government organs, enterprises and institutions and social organizations at all levels. When you receive a letter from the masses, you should open it in time, read it carefully, take notes and hand it over accurately, and press? Classified responsibility, centralized handling? The principle of properly handling or handing it over to relevant departments for handling. When people visit, they should receive them warmly, listen carefully and handle them properly.
7. Supervision and inspection work
The main contents of supervision and inspection work are divided into three aspects, namely, supervision and inspection of the implementation of the party's line, principles and policies and the work arrangements of party and government organs; Supervise and inspect the undertaking of the matters approved by the leaders; Supervise the handling of documents and meeting affairs. The specific methods of supervision and inspection mainly include supervision and inspection, field investigation, daily investigation and comprehensive feedback. Its most basic way of working is to understand the situation downwards and reflect the situation upwards.
8. Official liaison work
The official contact work refers to the contact work between leading organs, parallel units and subordinate organizations for official business. Is this an indispensable job for party and government organs, enterprises, institutions and social organizations, or is it an organ? The window? The regular and important tasks of our secretarial work mainly include: handling official documents sent directly by various organs and units or contacted by telephone, assisting in contacting official business, arranging interviews with leaders, answering inquiries, implementing the organizer, and solving the accommodation and transportation of visitors. In order to ensure the smooth progress of official contact, the secretary should be loyal to his duties, conscientiously implement the handover system and the reporting system, and keep diaries and telephone records. At the same time, we should be familiar with the situation of leaders and keep close contact with relevant departments. In addition, you should be good at dealing with interpersonal relationships.
In addition to the above contents, secretarial work also includes managing daily affairs, keeping secrets, filing documents, arranging official activities, and leading temporary tasks. In daily work, secretarial staff should take a serious and responsible attitude, ensure the quality and quantity, and conscientiously do all the work and tasks assigned by the leaders.
How to do a good job as a secretary?
First, the importance of secretarial staff
Let's first understand the definition of secretary. A secretary in a broad sense is a leader's affairs and information assistant, including public secrets and private secrets; A secretary in a narrow sense is a professional title, which refers to a work assistant who is closely related to the leader and directly provides transactional and informative auxiliary services for the leader. The secretarial staff we are talking about today refers to the staff who mainly provide written services and handle specific affairs for leaders in offices at all levels.
Secretarial work is a very important work of party and government organs at all levels, not a dispensable work. Specifically, the secretarial staff of the organ is the grasping hand of the leader, and a lot of work is conveyed and implemented by us; Secretaries are the eyes and ears of leaders, and a lot of work is for us to understand and master; Office secretaries are the staff of leaders, and many jobs will ask for our opinions and suggestions; The secretary is the assistant of the leader, and we prepare and handle a lot of work.
Secretaries should give full play to their roles, provide good services for leaders and promote the smooth development of their work.
Two, the secretary should bear two main responsibilities.
There are two main duties of office secretarial staff: first, to do a good job of comprehensive text service for leaders and offices; The second is to complete the specific business work arranged by the leaders.
As far as the whole region is concerned, except for the four major offices, two townships and individual larger committees and bureaus, most units and departments do not have full-time secretaries, and most of them only have a part-time secretary. As far as the office of government affairs system in our district is concerned, the main responsibility of the secretarial staff of the organs is to do a good job in comprehensive text service for the leaders and organs. Specifically: ① Editing and reporting government information; (two) handling and feedback supervision matters; ③ Drafting and printing all kinds of documents; (4) collecting and providing website information; ⑤ Sorting and archiving of important materials; 6. Drafting work plans, work summaries, experience materials, report materials, speeches and other important materials; ⑦ Actively complete other temporary materials assigned by the leaders.
The above work is the basic comprehensive service undertaken by the office of government affairs system in our district, which needs to be considered as a whole and completed in an all-round way.
Third, secretaries should carry forward these three spirits.
(A) love and dedication
As the saying goes, 360 lines, each line is the best. The post of secretary is a very important post, and secretarial service is a very respectable and enviable profession. Everyone knows that there is no culture. No material? Some people can't do this job. Practice has proved that comrades who have worked in this position in various units have made rapid progress in promotion. It is our trust and honor for the company to arrange us to be in charge of secretarial work. We should love this post, cherish the work at this stage, be conscientious, fulfill our duties, achieve excellent work results, and live up to the high hopes placed on us by the leaders.
(B) the spirit of unity and cooperation
As the ancients said: All is one, Mount Tai is the top. Secretaries are members of office groups at all levels, so it is very important to strengthen team awareness and carry forward the spirit of cooperation to promote the smooth development of all work. Otherwise, it will not only affect your work, but also affect your image in the unit. In the work, we should consciously obey the overall situation of our unit and accept and complete the tasks assigned by the leaders to the letter; We should correctly handle the relationship between division of labor and cooperation, and actively cooperate with colleagues to complement each other while earnestly completing our own work; Learn to unite with others, be strict with yourself, be lenient with others, communicate actively, resolve conflicts in time, and create a harmonious, pleasant and warm working atmosphere.
(3) the spirit of hard work
Office work? Three pains? Hard work, hard conditions and poor life. Most comrades may have experienced it, especially those who started secretarial work three or four years ago. Specifically, there are many working threads, heavy tasks and heavy workload in the office; There is no air conditioner, computer and printer in the office, so it can only be copied by hand; Because of irregularities, I often work overtime, and sometimes I chew a piece of instant noodles when I am hungry late at night. Although very tired and bitter, but the work arranged by the leadership can not be done, but also can be done well. We should work hard, complain less, and resolutely avoid doing a lot of work that leaders can't appreciate, and even cause tension between superiors and subordinates and comrades, which is not worth the candle.
Four, the secretary should have four qualities.
(A) good ideological quality
First, the level of political theory is high. We should actively study Theory of Three Represents Theory, Scientific Outlook on Development, the construction of a harmonious society and other political theory knowledge, take the initiative to participate in political theory learning and teaching activities organized by district committees and units, and constantly improve the level of political theory. The second is to have a correct outlook on life and values. We should read widely, constantly transform our world outlook, have a positive attitude towards life and have realistic value goals. A few years later, we can recall the past, live up to every post we have struggled for, and live a life without regrets. Third, a strong sense of professionalism and responsibility. No matter in which unit, no matter in which position, we must have a serious and responsible work attitude and the spirit of dedication and selfless dedication. As long as we do this, we will certainly do better and achieve gratifying results.
(B) the integrity of personality quality
First, be loyal to the leadership. The secretary is the staff around the leader, and the nature of his work is to serve the leader. In the work, we should obey the arrangement of the leader, respect the intention of the leader, safeguard the authority of the leader and establish the image of the leader. You can't play politics and gossip; Can't make irresponsible remarks. In the end, it is impossible to rely on personal leadership. Second, be honest with others. Be honest and treat others sincerely. If you are sincere, you will make more sincere friends and get praise and closeness from your colleagues. If you are dishonest, it doesn't matter if the service time is short. Over time, your friends will stay away from you, leaving you alone. Third, be honest. Speak honestly and be honest with leaders, colleagues and friends. Failure to complete the promised things and the promised work of leaders on time and as required, or failure to complete them often, will definitely leave a bad impression on everyone and will lose the trust of leaders and colleagues for a long time.
(3) Healthy psychological quality
One is confidence. I want to believe in myself and believe that I have the ability to complete all kinds of tasks assigned by the leaders. Don't be conceited and inferior, and don't overestimate your ability in your work. You can't accomplish the task by boasting about minor matters. You can't always be cautious, afraid of making mistakes, unable to move your hands and feet, and unable to do things quickly. The second is to be calm. We should be fearless in times of crisis, calmly deal with it and deal with it item by item, no matter how many work ideas and heavy tasks we have; Don't be surprised, you can't panic and be timid in the face of sudden changes; We should control our impatience and anger, learn to control our emotions, and never get emotional or lose our temper. The third is balance. Secretarial staff are not only overworked and overworked, but also criticized and complained too much. They should learn to adjust their psychological balance, be patient with their superiors, be tolerant of their subordinates, stand the beating and listen to criticism, grievances and stimulation.
(4) Strong professional quality
First of all, it has a high-level business policy. As an office secretary, we should seriously study the policies and regulations related to our business, take the initiative to understand the key tasks and tasks determined by the city and district, actively participate in our business training and business exchange meetings, and fully grasp the progress, existing problems and next steps of our work. Second, I have a deep knowledge of writing. We should actively participate in all kinds of writing training courses organized by higher authorities and systematically learn the secretary's writing knowledge; It is necessary to combine the actual work, dare to practice writing, write more and practice more, and constantly improve the writing ability of various genres; It is necessary to strengthen calligraphy practice and further improve the writing level. Third, strong coordination and communication skills. Refers to the ability to convey work information to leaders from top to bottom and coordinate the handling of specific problems assigned by leaders. As long as we can persist in being bold, earnest, meticulous and steady, our coordination and communication ability will be greatly improved.
Five, the secretary should strengthen five kinds of consciousness.
(A) to strengthen the awareness of learning
With the acceleration of the modernization of office services and the continuous improvement of the requirements of leaders at all levels for office services, it is increasingly important for secretaries to strengthen their study and improve their quality. At work, we should not only strengthen the study of political theory, business policies and regulations, but also strengthen the study of modern service skills such as online office and e-government to become a generalist in office work.
(B) to strengthen the sense of innovation
As an important hub and staff of the unit, offices at all levels must persist in innovation and provide high-level, high-quality and efficient services for leaders at all levels. Secretarial staff should dare to innovate, think independently, boldly put forward new problems, new suggestions, new ideas, new tasks, new methods and new measures in their work, and promote the high-quality and efficient completion of the work.
(C) strengthen service awareness
The important duty of offices at all levels is to serve. Do three services well and achieve three satisfactions? It is to provide good services for leaders, departments and grass-roots units to satisfy them respectively. Office secretaries should fully understand the nature, object, content and requirements of office services in their work to ensure that all services are targeted and effective.
(D) to strengthen the awareness of efficiency
Offices at all levels not only have many daily affairs, but also many temporary affairs, and their work is time-sensitive. Secretarial staff of organs must improve their work efficiency. In the work, we should establish a sense of being ahead of time, form the habit of thinking ahead and actively planning the next stage of work; It is necessary to strengthen the concept of time, form the habit of being resolute, quick and urgent, and ensure that all tasks are completed within the time limit.
(5) Strengthen the sense of striving for the first place.
As the saying goes, soldiers who don't want to be generals are not good soldiers. Secretarial staff in government offices have high professional level and strong working ability, and have a good foundation for striving for excellence. In daily work and various activities, we should make clear our goals, strictly work standards, intensify our work, ensure the quality of work, and strive to be at the forefront of all counties and departments in the city, win glory for our units and ourselves.
Six, the secretary should properly handle six kinds of relations.
(A) the relationship with the unit leaders
The relationship with the unit leader is the relationship between the superior and the subordinate. At work, we should respect the wishes of the leaders, obey the arrangements of the leaders, serve the leaders seriously and remind them in time.
(B) the relationship with colleagues in the unit
The relationship with colleagues in the unit is at the same level. We should respect each other, help each other, actively cooperate and take the initiative to make up for Taiwan.
(3) Relationship with superior departments
The relationship with the superior department is the superior-subordinate relationship. At work, we should respect the leaders and colleagues of the superior departments, obey the work arrangement, complete the tasks as required, and strengthen communication.
(four) the relationship with the various departments of the unit
The relationship with the unit department is at the same level. In the work, we should convey instructions truthfully, actively cooperate with the work, strengthen contact and coordination, and treat them equally.
(5) the relationship with the grassroots.
The relationship with the grassroots is the relationship between serving and being served. We should respect the masses, receive them warmly, record them carefully and report them in time.
(6) Relationship with family members
The relationship with family is the relationship between protection and protection. In life, first, we should respect the old and love the young, and create harmony; Second, we should respect our lovers and care for each other; Third, do more housework and be considerate of your family.
Comrades, the posts of office secretaries are important and glorious, the work they are responsible for is concrete and arduous, and the responsibilities they undertake are clear and significant. Everyone has a long way to go.
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