Chapter Ⅰ Being a Secretary
Section One Knowing Career
Part A Situational Dialogues
Dialogue 1
Background：The boss Mr. Smith asks Lisa Yang, personnel manager, to recruit a qualified secretary.They are talking about what qualities a secretary should have.
A：Mr.Smith B：Lisa Yang
A：Hello, Lisa. I want you to post the position.
B：That's all right. Should we post job ads later both in the newspaper and on the Internet？
A：Yes. The more applicants we attract, the better it will be.And before the actual face-to-face interview, we should read resumes and do some screening first.By the way, what qualities do you think we should look for in a secretary？
B：Well, I think he or she should be aggressive and conscientious.
A：Yeah, I think so to. He or she should also be enthusiastic and self motivated.
B：Exactly. And he or she must be creative and responsible.
A：That's true. So we all know what qualities a qualified secretary is supposed to have.All that we need to do is to post the job ads, read the applicant resumes and select suitable candidates for the face-to-face interview.
B：That's it. But there's one more thing about the job requirements in the ads：how many years of working experience must the potential candidates have？
A：At least 3 years'working experience should be required. Besides, he or she should have a college degree.
Dialogue 2
Background：Cathy Lee is a candidate for the job vacancy for a secretary. She is eager to get the post.And now she is answering the questions by the personnel manager in the interview.
A：Lisa Yang B：Cathy Lee
A：Let me introduce myself. I am Lisa Yang, personnel manager here.First of all, I'd like to check some of the details in your resume.You're 26 years old.Is that right？
B：Yes, that's right.
A：And you've got three years'working experience？
B：Yes. Over the past three years, I have been working as a secretary in a shipping company.
A：I see. And what did you have to do at that company？
B：There, I have been responsible for a lot of filing and some computer data input.
A：So you don't have any difficulties working without supervision？
B：Not at all. In my previous job, my boss often travels to Europe and the United States.While he's away, I have to work independently.I'm quite used to that.
A：Good. Now what about shorthand and typing？
B：Well, I have the Elementary certificate in shorthand and typing issued by the London Chamber of Commerce.
A：Mm, well, that would be very useful.
Dialogue 3
Background：Cathy Lee succeeded in passing the interview. She has come to sign the contract with Lisa Yang, personnel manager.
A：Lisa Yang B：Cathy Lee
A：Nice to see you again, Miss Lee.
B：Glad to see you too, Ms. Lisa.
A：Please be seated. As far as I know, you have got some information about your employee contract, but I think it necessary for us to go over the main details again before we sign it.Firstly, you will get a monthly salary.Secondly, one month paid vacation will be offered to you after one year of service.And finally, there's a period of six-month probation, during which you are half-paid.
B：At a rate of 50%I understand.
A：Well, your salary includes a base salary and bonuses. Any approved overtime will be paid at a rate of 50%，which you can take as salary or time off.
B：That sounds reasonable.
A：You will be offered a housing fund each month, the amount of which will be based on your total income.
B：OK.
A：You will also be covered by our endowment insurance and medical insurance plan while you work here. A reasonable number of sick days will be covered by the company.Any extended illness will be covered by insurance.You are supposed to give the company a doctor's excuse when you call for sick leave.
B：All right.
A：If everything is clear, please sign your name here and you can start work in five days.
Practical Sentences
1.A secretary should have a good memory and writing ability.
秘书应该具备良好的记忆力和写作能力。
2.A secretary should be good at coordinating communications with his co-workers.
秘书应该擅于和同事协调沟通。
3.A secretary should be familiar with and skilled at database software and the Internet.
秘书应该熟练运用数据库软件和网络。
4.Special training in shorthand and three years'practical experience in the secretarial field have prepared me for your challenging position.
我在速记方面接受过专门训练，且有三年的实际工作经验，能胜任贵公司富有挑战性的职位。
5.I have a solid background in practical writing, editing, and management.
我有应用写作、编辑和管理的扎实功底。
6.Money is important, but the responsibility that goes along with the job is what interests me most.
工资固然重要，但最打动我的是对这份工作的责任心。
7.I will stay as long as I can continue to learn and grow in my field.
只要我能在我熟悉的领域内继续学习、继续成长，我就不会离开。
8.I would expect the standard rate of pay at your company for a person with my experience and educational background.
我期望能得到贵公司与我有着相似的经历和教育背景的人同样的薪资。
9.I am willing to work on a trial basis for a small salary for several months, if necessary.
如有必要，试用期的几个月内，薪水低点我也愿意。
10.You can get a double wage for working overtime.
加班可得到双倍工资。
Oral Practice-1
Make up dialogues in pairs according to the situational background.
Situation：After the interview, secretary Cathy Lee is talking with her boss about her new job.
Oral Practice-2
Directions：Mini-presentation. You are asked to give a short talk about three minutes on a business topic with one-minute preparation.
What is important when employing a secretary？
●Experience
●Ability
●Communication
●……
Part B Reading Module
Six Questions Asked in Interview
“What can you tell me about yourself？”This is not an invitation to give your life history. The interviewer is looking for clues about your character, qualifications, ambitions, and motivations.The following is a good example of a positive response.“In high school I was involved in competitive sports and I always tried to improve in each sport I participated in.As a college student, I worked in a clothing store part-time and found that I could promote the sale of goods easily.The sale was important, but for me, it was even more important to make sure that the customer was satisfied.It was not long before customers came back to the store specially for my help.I'm very competitive and it means a lot to me to be the best.”
“Why do you want to work for us？”This is an obvious question and, if you have done your research on the company, you should be able to give a good reason. Organize your reasons into several short sentences that clearly spell out your interest.“You are a leader in the field of electronics.Your company is a Fortune 500 company.Your management is very progressive.”
“How do you feel about your progress to date？”Never apologize for what you have done.“I think I did well in school. In fact, in a number of courses I received the highest exam scores in the class.”“As an intern for Company X, I received some of the highest evaluations that had ever been given.”
“What is your greatest weakness？”You cannot avoid this question by saying that you do not have any, everyone has weaknesses. The best approach is to admit your weakness but show that you have a plan to overcome it.
“What is your greatest strength？”This is a real opportunity to toot your own horn. Do not brag or get too egotistical, but let the employer know that you believe in yourself and that you know your strength.“I feel that my strongest asset is my ability to stick to things to get them done.I feel a real sense of accomplishment when I finish a job and it turns out just as I'd planned.I've set some high goals for myself.For example, I want to graduate with highest distinction.And even though I had a slow start in my freshman year, I made up for it by doing an honor's thesis.”
“What goals have you set and how did you meet them？”This question examines your ability to plan ahead and meet your plan with specific actions.“Last year, during a magazine driving to raise money for our band trip, I set my goal at raising 20 percent more than I had the year before. I knew the drive was going to begin in September, so I started contacting people in August.I asked each of my customers from the year before to give me the names of one or two new customers who might also buy a magazine.Eventually I met my goal, and even became the top salesperson on the drive.”
No matter what question you are asked, answer it honestly and succinctly. Most interviewers are looking for positive statements, well-expressed ideas, persuasiveness, and clear thinking under pressure.
Reading Comprehension
Directions：Decide whether the following statements are true or false according to the text.
1.（）Keep in your mind that you should be more detailed while introducing yourself during the interview.
2.（）Showing your great interest in the company interviewed for is very important.
3.（）It will be regarded to be showing-off if you talk much of your achievements.
4.（）It is a wise strategy to cover your weakness.
5.（）While answering the interviewer, you should try to be clear, concise, honest and positive.
Part C Writing Module
Application Letters
求职信是求职者写给招聘单位的信函，起到毛遂自荐的作用。求职信是自我表白，其目的和作用是希望招聘负责人，一般来说，人事主管看了求职信后，能给求职者面试的机会。由于人事主管要看的求职信函太多，因此求职信要力求简明扼要。求职信的篇幅通常为一页，分开头、中间和结尾部分。首先，求职信介绍身份和目的；其次，表明求职者的优势或长处；最后，在结尾部分求职者诚恳地希望获得此职位。求职信旨在让收信人了解写信人的工作经历、技能、成果、愿望等，因此在写求职信时尽力阐述个人的专长，以便给对方留下好的印象，从而获得面试机会。一封得体的求职信可以拉近求职者与人事主管（负责人）之间的距离。
Specimen
8thDecember，2016
The Personnel Department
Suite 1347
Far East Finance Centre
16 Harcourt Road
Hong Kong SAR
Dear Sir，
I should like to apply for the position of Senior Secretary at your company that was advertised in the Classified Section of the Business Post on 7thDecember.
Having worked as a Personal Assistant in a well-known import-export company for the past three years, and as a secretary in the retail trade for two years previously, I believe that I may have developed skills useful to your company.
My experience has given me a basic understanding of import-export trading practices, and, having taken a Higher Certificate in Secretarial Studies with Languages, I am fairly fluent in Mandarin and English, and have a fair knowledge of Japanese. Over the last five years, I have also learnt the importance of being efficient and methodical in my work.I am confident that these skills are required by senior secretarial staff at the Far East Finance Centre.
Enclosed is my resume. I'm looking forward to having the opportunity to answer any questions you may have regarding my application.I am free for interview at any time, providing you can give me at least two days'notice.
Yours faithfully，
Chan Fung-ling
（Signature）
Practical Sentences
1.I would like to apply to your company for the position of sales manger.
我想应聘贵公司销售经理一职。
2.I am writing to inquire about opportunities for computer programmer in your company.
我来函询问贵公司是否招聘计算机程序员。
3.I am writing to you asking if you have a vacancy for an assistant accountant.
我写信是询问一下贵公司是否有助理会计的职位空缺。
4.I have an inquisitive and analytical mind.
我勤于钻研，擅于分析。
5.I am a very energetic and determined individual who enjoys a variety of tasks.
我精力充沛，做事果断，乐于从事各方面的工作。
6.Attached is my curriculum vita together with the name of my referees.
随信附上履历表以及证明人的姓名。
7.I would appreciate your time in reviewing my enclosed resume.
随信附上我的简历，烦您过目。
8.I would be glad to have a personal interview and can provide references if needed.
我希望有机会与您面谈，如有需要，我可以呈上推荐信。
9.My experience and qualifications indicate that I am the very person you are seeking.
我的经验与资历可以说明我就是您要招聘的人。
10.Thank you for your consideration.
谢谢您考虑我。
Practical Writing
Directions：Write an application letter including your purpose, advantages, working experience and so on.
Part D Exercises for Consolidation
I.Fill in the blanks with words or expressions given.Change the form if necessary.
applicant conscientious candidate supervision contract participate in spell out to date toot one's own horn make up for
1.He has agreed salary terms and is ready to sign a new___________.
2.___________we have not received any replies from the personnel department.
3.My instructions seem simple enough.Do I have to___________again？
4.As the wages were low, there were few___________for the job.
5.Don't___________when your are given a chance to introduce yourself in an interview.
6.Those workers work under the Chief Engineer's___________.
7.Hard work can___________a lack of intelligence.
8.The company is being forced to reduce staff and I fear I'm a likely___________.
9.A good employee should do a___________piece of work.
10.How many candidates will___________today's interview？
II.Translate the following Chinese sentences into English, and read them out.
1.我相信我会为贵公司做出积极的贡献。
2.我认为我的技术和能力完全可以达到这个职位的要求。
3.好领导应该为团队成员做出一个表率。
4.拜读了晚报上刊登的贵公司招聘广告，本人特此备函应聘该职位。
5.我希望所得薪资根据我的能力而定。
III.Listen to the recording and fill in the blanks with words, phrases or sentences.
A：Cathy, I've been looking over your 1 .I see you’ve got several years’experience in secretarial work？What did you do at your previous employer’s？
B：I mainly did typing, filing, answering telephone calls, and such 2 office work, but within a year I was promoted to chief secretary.
A：What are the reasons for you to leave your previous company？
B：I believe I can further exploit my 3 here.
A：I see you are an ambitious young lady. I hope you can make greater progress in the future.
B：Thank you, Mr. Smith.What specific 4 should I perform if I am hired？
A：Nothing different from a secretary's 5 responsibilities.By the way, can you operate computers efficiently？
B：I had experience in word and data 6 .
A：Sometimes we are very busy and need work 7 .What do you feel about it？
B：That's fine. Could you tell me how often the 8 secretary works overtime and how many hours a week she puts in？
A：It just depends.