I. Overview of "Secretary"
What is a secretary? The dictionary says: "A person who is in charge of documents, arranges affairs, and assists the head of an organ or department in handling daily work." But this can only be regarded as a traditional explanation. In modern society, you will find the word "secretary" has a wide range of applications. In various media, the frequency of this word is very high, which can be said to be seen everywhere every day. Some international organizations, such as the United Nations, the Asia-Pacific Economic Cooperation, the International Monetary Fund, NATO, the European Union and ASEAN, have secretariats. Some non-governmental organizations, trade associations, consumer associations, bar associations and the soon-to-be-established China Arbitration Association have set up secretariats. Many political parties also have secretariats (some are called secretariats); Diplomats of national embassies and consulates abroad are also called "secretaries", which are divided into first secretary, second secretary and third secretary; Government leaders at all levels have secretaries, business leaders have secretaries, and even many private individuals have "secretaries". It can be said that as long as it is an institution or organization, there will be a secretariat department, although it is not necessarily called the secretariat. The scope of secretarial work is also very extensive, and many different jobs are called "secretaries". So it is difficult to define this too common and familiar word accurately and uniformly.
However, the topic of secretaries still needs to be discussed, because our trade center, Shanghai center and mediation center all have secretaries. The secretariat is the permanent body of these arbitration and mediation institutions and is responsible for handling their daily work. And many of us are "secretaries" and are engaged in secretarial work every day. It is necessary to distinguish our secretarial work from other secretaries mentioned above, find out their respective characteristics and summarize them, and then discuss how to do our secretarial work well.
The origin of the word secretary
1, the name of a position, which is what we usually call secretarial work.
2, a kind of official name, China Since the Qin and Han Dynasties, feudal dynasties have set up official positions such as Shangshu, Secretary Supervisor, Secretary Order, Secretary Cheng and Secretary Lang. To master the memorials submitted by officials of all sizes to the emperor. Announce the emperor's letters, etc.
3. A kind of diplomatic official refers to the diplomat between the counsellor and the attache in a foreign embassy, which is divided into first secretary, second secretary and third secretary.
4. Books in the court, especially forbidden books.
5. In religious superstition, it refers to the argot and prophecy of wizards and alchemists about the good or bad fate.
Types of secretaries
1, divided by service object:
2, from the subordinate departments to points
3, from the specific nature of the work.
(1) Text Secretary
(2) confidential secretary
(3) Communication Secretary
(4) Letters and visits secretary
(5) Secretary for Home Affairs
(6) Life Secretary
About the Secretariat
(a) secretariats at all levels
1, Secretariat of the Central Organ
2. Secretaries of provincial, municipal and county organs.
3. Secretariat of grass-roots units
(2) All kinds of secretarial bodies
1, PLA System Secretariat
2. Secretarial institutions of enterprises and institutions
3. Democratic parties
4. People's organizations
In addition, temporary secretarial organizations and major meetings, such as party congresses, people's congresses and CPPCC meetings, are also temporary secretarial organizations. In addition, in major events, temporary secretariats should also be set up, such as preparing for sports meetings and cultural performances. There will also be a secretariat, and some will be called a conference group.
Second, the nature of the secretariat's work.
Our secretariat, our secretarial work, including the secretariats of China Trade Center, China Shipping Center and ARATS, are all non-governmental organizations. Generally speaking, it has the following characteristics:
1, legitimacy: this is self-evident. We are engaged in law-related work every day, dealing with law-related things.
2. Foreign-related: Our job is to handle a large number of foreign-related arbitration and mediation cases, and we should always deal with foreign institutions and foreign parties, which is a window to the outside world.
3. Manageability: The secretary should coordinate various relationships, manage case procedures, manage various documents and manage finances. In a sense, a secretary is also a manager.
4. Service: We are different from administrative organs and pure judicial organs, and belong to social intermediary organizations. But it is also different from law firms, but it belongs to the service industry in general. By receiving parties, providing consultation, answering questions, handling arbitration, mediating cases, etc. We all embody the service nature of our work.
Only by clarifying the nature of our work and the position of our work in today's social environment can we correctly grasp the direction of our work and find the methods and laws for doing a good job.
When talking about the nature of our work, I remembered an article entitled "Exploration on the Functions and Systems of Social Intermediary Organizations" written by Yao Wang, President of Beijing Council for the Promotion of International Trade, in its 15 edition on March 9. On the right side of this article, there is an editorial comment entitled "From quasi-government to social intermediary about our legal department".
Third, the qualities that a secretary should possess.
(A), the basic quality
1, Physical Fitness: A healthy body should be an important prerequisite for doing any work well. there is a
A healthy body. People in poor health are not qualified for secretarial work.
2, psychological quality: always maintain a good attitude, mental state should be normal, do not be influenced by emotions.
That's right. Do your work with a peaceful mind every day. A person with psychological barriers, a right.
Society is full of hatred, and a moody person can't be a secretary.
3, ideological quality: this is a higher requirement, as a senior manager of modern society, in a.
To work in an internationally renowned institution, one should have the spirit of loving and working hard, seeking truth from facts and pioneering and innovative spirit.
In addition, God should have a broad mind, a broad vision and a high sense of social responsibility.
In modern society, the pace of people's work and life is accelerating, the society is changing with each passing day, and the outside world is colorful. Things that make you feel sad happen almost every day, not to mention the domestic and international situation every day. Just around us, there are often some novel and unexpected things. Today, one of your relatives made a lot of money playing the stock market. A friend of yours will lose a lot of money in real estate tomorrow; Yesterday, your buddy became a big official. The day before yesterday, an acquaintance of yours was exposed for corruption. . . . . . These will make you feel deeply, but don't be influenced by various situations. You can't be bold just because people are rich. As soon as I saw something was wrong, I immediately thought of it. It is better to be cautious!
(2), professional quality
1, theoretical knowledge: On the one hand, we should realize the importance of theoretical study, on the other hand, we should master solid basic knowledge.
Knowledge, including laws, foreign languages, trade and other knowledge that is helpful to business work. On the other hand, we should also pay attention to
Collect new information and pay attention to the new development in the field of law.
2, practical experience: in the work, we should pay attention to summing up good experience, try to take fewer detours, and often walk.
To communicate, we should learn from experienced people.
3. Ability to handle affairs: The complexity and triviality of secretarial work require us to have high ability to handle affairs.
Force, whether handling cases, meetings, or dealing with daily affairs, we should pay attention to exercise our ability to handle affairs and improve.
High efficiency, and should master certain methods and skills. (See Chapter 4 for details.)
(3) Cultural quality
1, social science professional knowledge should be the minimum requirement, know a little about literature, history and philosophy, and have a certain degree.
We should also cultivate interest in life and benefit our work. According to legend, in the Qing Dynasty,
In a certain year of the dynasty, the emperor sent court officials to the south to recruit officials, and sent several people successively, but they failed to complete this position.
Why? It is only because the literati in the south think that these officials have low cultural literacy, can't write poems, and can't do well. After the emperor made a fortune,
A man named Wang Erlie went to Jiangnan to deal with this matter again. Jiangnan gifted scholars tried Wang culture by writing couplets.
The first part said: Qian Shan, south of the Yangtze River, was connected with Wang Erlie immediately: one place in the northern part of the Yangtze River.
Saint. Language is amazing and popular. Jiangnan scholars then asked, how big is Mr. Wang's knowledge?
Wang casually chanted: the articles in the world belong to Sanjiang Sanjiang, the articles in my hometown belong to my brother, and I changed the articles for my brother.
Chapter. As a result, a couplet and a poem completed the recruitment work.
2. Natural science: There are various arbitration and mediation cases, which often involve natural science knowledge.
Knowledge, such as mechanical equipment, construction engineering, medical chemistry, etc. On the one hand, we should pay attention to the usual accumulation; another
On the other hand, in the process of handling this case, we should also learn this knowledge from middle school.
3. Foreign languages: Among the cases we handle, foreign-related cases account for a large proportion, often involving foreign countries.
People should always use foreign languages in their foreign contacts, whether written or spoken. We will
Become a "two-legged" talent who knows both business and foreign languages.
In addition, it is good to learn some useful skills, such as computer, driving, playing chess, painting and calligraphy.
Location.
As the saying goes, "art bears no burden." If you have certain qualities and master certain skills, there will always be an explicit day. Similarly, if you still have defects in that respect, there will definitely be a moment of shame.
But one thing must be clear: we must always focus on our own work. On the premise of doing our own work well, we can enrich our other knowledge and skills, and we must not dilute our "theme" or "do nothing".
A secretary should master certain working principles, methods and arts.
Working principle: the law that should be followed in work, and take it as the criterion of one's own behavior.
Working methods: means and methods to achieve work objectives. For example, crossing the river: you can choose swimming, boating and bridging. The key is to choose a practical method.
Work art: using superb, ingenious and creative working methods to successfully complete work tasks and give people beautiful feelings and enjoyment.
As secretaries or managers in modern society, we should learn to adhere to working principles, use working methods and pay attention to working art. To this end, we should do the following:
1, to coordinate all kinds of relationships: including relationships with leaders and colleagues of the department; Relationship with arbitrators/mediators; The relationship with the parties, and the relationship with lawyers; Relations with relevant departments, etc.
When coordinating the relationship with department leaders, we should respect the leaders, maintain their prestige, and adapt to their work habits, methods, styles and characteristics. For example, some leaders are very logical, and every love has a cause and effect. For such leaders, we should tell the truth, give opinions, analyze and reason when talking about work; Moreover, some leaders like to cut to the chase, so they should be concise and straight to the point; And some leaders are humorous, so you might as well play a joke on him or her. Understand the work style and characteristics of leaders in order to carry out their work better. Of course, under the premise of respecting the leadership, we should dare to put forward our own views and have the spirit of safeguarding the truth. That kind of blindly catering to the leadership and unprincipled obedience is not worth taking. In that case, others will doubt your character and personality, and leaders may not necessarily appreciate such people.
Treat the parties warmly and thoughtfully, be solemn and generous, behave appropriately, be neither humble nor supercilious, and establish a good departmental image. Don't pose as a bureaucratic yamen, and don't fall into the habit of philistinism.
Respect the arbitrators/mediators and be their assistants and advisers, but don't go beyond their duties. We should perform our duties, cooperate with each other and do a good job together.
In addition, we should also pay attention to establishing and maintaining good working relations with relevant departments, such as foreign trade departments, commodity inspection agencies and accounting firms. This is also of great benefit to our work.
2. Master the art of directing.
(1) Work should be planned.
Long-term planning: five years, three years and one year.
Short-term plan: a month, a week, every day.
(2) Develop good work habits: Never wait until today to finish what you can do.
Do it; One thing must be grasped to the end, and don't give up halfway. Have a clear goal and finish what you started.
(3) Always grasp the center of the work: the work arrangement should be clear-cut, and you can't "grab your eyebrows and beard".
Catch ". Do important things in advance, do urgent things in advance and deal with them in time; As soon as we grasp major events, we must attach great importance to them.
Finally, relatively unimportant things can be postponed.
3, to have a higher ability to speak and write, that is, language ability and writing ability, which is also necessary to do a good job as a secretary.
In practical work, we all realize that secretarial work involves all aspects of relations, both people and things, and there are many things. However, as the saying goes: "inextricably linked, a needle", we are this "needle". If you use it well, you will be methodical and comfortable. If you don't use it well, you will be in a hurry and be at a loss.
Fourth, the secretary's disciplinary requirements.
Any organization has its own organizational discipline. As a legal institution, there should be more.
I think so.
At present, the Trade Center, Haizhong and Mediation Center all have their own "Working Rules for Secretaries", which put forward specific requirements for secretaries. This is our discipline, and we should consciously abide by every rule. Although each code has its own characteristics in content, from the point of view, it can be roughly divided into three aspects:
1, loyal to their duties, love their posts and dedication.
2. Impartiality, honesty and self-discipline.
3, confidentiality system, strictly abide by.
Its specific content is self-evident and needs no further explanation. Just for each of us as a secretary, we should always remind ourselves to strictly abide by these disciplines.
In today's society, in today's knowledge-based economy, people's modernization quality is a decisive factor for the survival and development of a person, a unit and even a country. Whether a unit is competitive or not depends on the improvement of the overall quality of employees. In our unit, the secretary's work is very important. A secretary is both a business person and a manager. The quality and work efficiency of secretaries directly affect the image of the whole unit and its competitiveness in the market economy environment. Therefore, on the one hand, secretaries should pay attention to constantly improving their own quality and efficiency; On the other hand, leaders should pay attention to the continuous development of intellectual resources, the continuous enrichment of knowledge content and the rational allocation of human resources.