Staff assistant, connecting the preceding with the following, coordinating services, investigation and research, and information supervision are several basic functions of secretarial work. The office is an important department of a unit, directly obeying the leadership and serving the employees all over the world. No matter in document processing, conference service, logistics management, file management, organization and coordination, service reception and other aspects, it needs to be done very carefully. Therefore, as an important role in an office, a secretary must be "all-rounder" and "all-rounder" with super professional quality. This paper discusses how to strengthen the professional quality construction of secretaries;
First, cultivate the basic literacy of secretaries and improve their professional ability.
1. Have both ability and political integrity and value morality. A qualified secretary, one is not fame, the other is not profit, works hard and is willing to be an unknown hero: he often drafts, but does not sign, and does not take the manuscript fee; I often organize meetings, but I never go to the rostrum; Often stay up late, but work normally during the day; On holidays, others visit parks and streets, and enjoy family happiness with their families, but they should be on duty and not rest, and so on. All this is often not supported by family members, understood by others and recognized by society. All these show that a person with only "talent" but no "virtue" is impossible to be competent for secretarial work; Without a heart to serve the people wholeheartedly, you can't be a secretary.
2. Be the "outer brain" of leadership. Because the secretary directly serves the leaders and provides them with energy and intellectual rewards, people often call the secretary the "outer brain" of the leaders. However, the fact that secretaries have the function of "external brain" does not mean that they can express their opinions at will, make their own decisions and influence their leaders. The secretary must pay attention to make his words and deeds conform to the role norms, so as to respect the leadership, resolutely carry out the leadership instructions, not blindly follow, and always take it as his important duty to provide valuable decision-making basis and staff suggestions for the leadership. Pay attention to suggestion skills, choose appropriate occasions and the best opportunity according to the psychological and behavioral characteristics of leaders, cut in from key issues, use euphemistic and implicit language, skillfully express their opinions or different opinions, "participate" in ideas, "seek" in key points, and accurately understand and grasp leadership intentions.
3. Improve professional skills. What is a secretary? Gu Shuyun: "People who often manage documents and help lead their daily work." It can be seen that when a secretary handles a document, he treats it as a book, focuses on it, and sends his feelings to it. Being good at writing manuscripts is the minimum professional skill and quality requirement of a secretary. Therefore, if a secretary wants to improve the quality of writing manuscripts, he should pay attention to study, practice his internal strength, study in practice, study at work and summarize and improve on weekdays; It is also necessary to conduct in-depth investigation and study as far as possible, deeply understand the "lower feelings" and extensively dabble in first-hand information, which can not only fill the "database", but also collect positive and negative information from all sides and extract the essence for their own use. In this way, even the written manuscript is flesh and blood, but also emancipates the mind, broadens the horizon, and increases knowledge and talent.
Second, strengthen the "ten kinds of consciousness" to meet the needs of development.
With the deepening and development of reform and opening up, people's ideas have changed a lot. Modern management science, as an effective means to improve work efficiency and promote career development, has been widely used in party and government organs, enterprises and institutions. Therefore, it is necessary to strengthen the construction of secretaries' professional quality, so that secretaries have the following modern consciousness to meet the needs of market economy and the development of domestic and international situation:
1. Self-awareness. Secretary's self-consciousness refers to the secretary's understanding and feelings about the relationship between himself and the environment, which is one of the contents of secretary's modern consciousness. Secretarial work has strong obedience and service. Therefore, as a secretary, we should exercise and cultivate our independent thinking and independent ability, so as to provide effective basis before the leadership makes a decision, and correctly understand and implement the leadership's intentions after the decision.
2. Information awareness. Today is an information age, and enhancing information awareness is an important guarantee for secretaries to improve their work efficiency. There is a lot of information in the documents, requests for instructions, reports and other materials that the secretary contacts every day. In the process of collecting, classifying and processing these materials, the secretary should strictly select all kinds of information and provide the most useful information to the leaders.
3. Advance consciousness. The consciousness of being ahead is the thinking activity and psychological feeling of the secretary before the leadership makes a decision. It is influenced by the secretary's own quality, way of thinking, familiarity with situations and materials, possession, mastery and information sensitivity. Scientific and accurate cognition of secretaries can play a positive role in promoting leadership decision-making; On the other hand, it may affect the correctness of leadership decisions.
4. Competitive consciousness. Now more and more secretaries are highly educated. However, a high degree does not necessarily mean a high level. Those with high academic qualifications must work hard, take root at the grassroots level, keep learning in practical work, strengthen exercise, and combine theory with practice in order to enhance their competitiveness. Some secretaries have long working hours and rich practical experience, but their knowledge is aging, so they must constantly learn new knowledge to meet the needs of situation development and competition. Therefore, secretaries, regardless of their educational level and experience, should have a sense of competition. Only in competition can they speed up their work and improve their work efficiency.
5. sense of responsibility. The working attitude and quality of secretaries directly affect the work style construction of a unit to a certain extent. Only by establishing a strong sense of responsibility can a secretary pay attention to maintaining the image and reputation of the unit at any time and place, be conscientious, have a correct attitude and be decisive, show good ideological, cultural and professional ethics in front of anyone and when dealing with anything, and really improve the quality and level of secretarial work.
6. Overall consciousness. Office can play the role of connection and has a top-down delivery mechanism. Unit leaders, especially the "number one", are at the top of the whole command and transmission system. His decisions or instructions are generally political, overall and strategic, and are very important in all work. Therefore, as a secretary, we should have a clear understanding of the instruction system in which we are located, and treat it differently, which jobs are valued and required by the "number one", which jobs are ordered and required by the leaders, and which jobs are organized and executed by ourselves. At work, office secretaries often encounter several jobs at the same time, especially sudden, temporary and political jobs. If they don't calm down, they will be in a hurry, like ants on hot bricks. In order to avoid being passive, this requires the secretary to strengthen the "overall awareness" in his work, be good at analyzing and grasping the main aspects of major contradictions, do a good job of sorting, allocate and co-ordinate resources such as energy, time and financial resources, maintain a positive attitude towards sudden and temporary work, and strive to do other work well at the same time.
7. Service consciousness. The first duty of a secretary is to serve, serve the leaders and serve the grassroots, and its performance is ultimately reflected in the quality of service and the satisfaction of the leaders and the grassroots. When serving leaders, we should be good at thinking, planning and dealing with problems from the perspective of leaders and the height of the whole region. We should not only "correctly participate" and put forward valuable opinions and suggestions, but also "strategize" to accurately grasp the work intention of leaders, and also "speak in time" to enhance the initiative and foresight of making suggestions, change passive service into active service, and run services through daily writing, meetings and work. When serving the grassroots, we should strengthen communication and contact with grassroots employees, enhance feelings, put the starting point and foothold of our work on serving grassroots employees, take the initiative to go deep into the grassroots, truly focus on what grassroots employees think and expect, do practical things and do good things for grassroots employees, and repay them with the concept of service and the fruits of development.
8. Innovative consciousness. The office is not only a comprehensive service department, but also an office department that undertakes specific work. Heavy workload, high requirements, can not make mistakes. Therefore, the office secretary should be new and realistic when dealing with specific work, and be innovative in working methods, methods and thinking. A secretary should have his own attitude and ideas in everything he does, not necessarily expressed, but reserved. When dealing with many things and affairs, secretaries should have their own opinions, refine and form their own opinions, and beware of "following the crowd" in a muddle. The secretary should look at the problem deeply and analyze it rationally and creatively. Everything else is practical, but the secretary can look at the problem from a systematic perspective; Others only see two levels of problems, but the secretary can see three levels of problems, that's all. People's views on problems are influenced by their own interests. If a secretary can overcome his own selfish interests and consider some problems, he can be superior.
9. Raise awareness. Some did it before you said it, some did it when you said it, and still others.
Don't talk about things, some things just talk and don't do. Therefore, in the work, we should not only emphasize "propaganda consciousness", but also emphasize the temperature, and analyze the specific situation. For exploratory work, it must be completed and achieved results before it can be publicized; For work that involves mobilizing the masses and needs the cooperation of others, we should publicize and encourage while doing it, so as to better create a public opinion atmosphere and support system for the work; There is no need to talk about work involving collective welfare or internal construction to prevent unnecessary criticism; If you want to do some superficial formal work, you should just express your position. For a secretary, there are almost no normal jobs and normal things, which are carried out under the condition that everyone's views and attitudes are completely consistent. At this time, a secretary should be more vigilant when she publicizes one thing.
10. Consciousness of confidentiality. No matter in the office or in the enterprise, the secretary is the person closest to the leader. It can be said that the secretary is not only fully familiar with the work habits and style of the leader, but also has a certain understanding of many private affairs of the leader. This requires the secretary to have a sense of confidentiality and know what to say, what to say and what not to say. Under normal circumstances, the secretary must be cautious about what the leader is brewing, but has not yet made a decision or decided, and can't draw conclusions at will, tell everyone and publicize it everywhere. Similarly, the secretary can't tell others about the leader's private affairs and going out, except the leader can tell others, so pay attention to confidentiality. The secretary can't disclose the salary of the leader to others.
Third, the conclusion
In a word, the office has heavy tasks and high requirements, which is a test for the secretary. This requires office secretaries to have the above "five kinds of consciousness" in order to truly adapt to office work and be comfortable in the post of secretary.