Secretarial School
Also known as administrative assistant training, have a rich history dating back to the early 20th century. Initially established to meet the growing demand for skilled administrative professionals, these schools have evolved to keep pace with technological advancements and changing workplace dynamics. The role of a secretary has transformed significantly over the years. From traditional secretarial duties like typing and filing to modern responsibilities such as managing digital calendars, coordinating meetings, and handling communication, the profession has become more multifaceted.
While secretaries are generally in charge of tasks such as filing, record keeping, and correspondence, they often handle the receptionist role as well — greeting clients, making appointments, and answering phone calls. You also have to be prepared to handle interoffice communications, which is when those interpersonal talents will come in handy. Unfortunately, not everyone you talk to is going to be the most tactful and respectful person, and that goes for bosses and clients. If things happen to go wrong, even if it's an accident or improbable computer error, chances are that the blame is going to fall on the secretary. That means an administrative assistant may be challenged to handle difficult situations with grace and tact.
Curriculum Overview
The curriculum of a secretarial school is designed to provide a well-rounded education in both fundamental office skills and specialized areas relevant to modern administrative roles. Let's explore the typical classes and subjects offered in these institutions:
1. Office Administration- Introduction to Office Procedures: This foundational course covers the basic principles of office organization, communication, and etiquette.
- Records Management: Students learn how to create, organize, and maintain physical and digital records efficiently.
- Time Management: Essential for juggling multiple tasks, this class teaches effective time management techniques to maximize productivity.
- Customer Service: Focuses on interpersonal skills and dealing with clients or customers professionally and courteously.
- Microsoft Office Suite: In-depth training in Word, Excel, PowerPoint, and Outlook, emphasizing practical applications in the office environment.
- Email Management: Students learn how to craft professional emails, manage inboxes, and use email software effectively.
- Database Management: Introduction to database software for organizing and retrieving information.
- Business Writing: Covers writing reports, memos, and other business correspondence with clarity and professionalism.
- Verbal Communication: Teaches effective spoken communication, including phone etiquette and handling inquiries.
- Presentation Skills: Prepares students to create and deliver engaging presentations using multimedia tools.
- Bookkeeping Basics: Introduction to basic accounting principles, including recording transactions and creating financial reports.
- Budgeting: Students learn how to create and manage budgets, an essential skill for office administrators.
- Billing and Invoicing: Covers processes for creating invoices, tracking payments, and managing accounts receivable.
- Legal Secretarial Skills: For those interested in working in law offices, this course covers legal terminology, documentation, and procedures.
- Medical Office Procedures: Focuses on the unique requirements of healthcare settings, including medical terminology and patient scheduling.
- Event Planning: Teaches skills necessary for organizing and executing corporate events, conferences, and meetings.
Skills For Success
Administrative assistants must relate well with other people, and maintain focused attention to tasks that office managers will remember. In addition to the specific classes outlined above, secretarial schools emphasize the development of essential skills that are valuable in any administrative role. These skills are often woven throughout the curriculum and include:
Certification & Internships
Upon completing their training, students may choose to pursue certification to enhance their credentials. Certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) demonstrate proficiency in specific areas and can improve job prospects. With experience, administrative professionals can advance to higher-level roles such as executive assistant, office manager, or department coordinator.
Secretarial schools play a vital role in preparing individuals for successful careers in office administration. The comprehensive curriculum, which includes classes in office procedures, computer applications, communication skills, financial management, and specialized training, equips students with the knowledge and skills needed to excel in administrative roles. The emphasis on essential skills such as organization, communication, technological proficiency, and professionalism ensures that graduates are well-rounded and prepared to meet the demands of today's dynamic workplaces.
Many secretarial schools offer practical training components such as internships or externships. These experiences provide students with real-world exposure to office environments, allowing them to apply classroom learning in a professional setting. Internships also offer opportunities to network with professionals and potentially secure employment upon graduation.