THE SECRETARY’S DAY

1. THE SECRETARY’S DAY Mensek Week3

2. PRINSIP TERPENTING SEKRETARIS “ Tutup Mulut Rapat – Rapat Pasang Mata Awas – Awas Buka Telinga Lebar – Lebar”

3. SEKRETARIS • SECRET (Bahasa Inggris) • SECRETUM (Bahasa Latin) = Rahasia • SECRETARIUS = Confidential employee Pegawai yang menangani hal-hal yang bersifat rahasia

4. SEKRETARIS adalah seorang yang membantu seorang pimpinan atau badan pimpinan atau perusahaan, terutama untuk penyelenggaraan kegiatan administratif yang akan menunjang kegiatan manajerial seorang pimpinan atau kegiatan operasional perusahaan

5. SEKRETARIS SEKRETARIS • SECRETUM = RAHASIA DAPAT MENYIMPAN RAHASIA PERUSAHAAN / ATASAN • TANGAN KANAN PIMPINAN • MEMBANTU PIMPINAN MENCAPAI TUJUAN PERUSAHAAN DALAM HAL BERTANGGUNG JAWAB ATAS KELANCARAN ADMINISTRASI PERUSAHAAN KHUSUSNYA YANG MENYANGKUT ATASAN. • MITRA KERJA / PARTNER KERJA

6. KEDUDUKAN DAN PERAN SEKRETARIS A. Berdasarkan Luas Ruang Lingkup dan tanggung jawab • Sekretaris Organisasi (Executive Secretary) Seorang yang memimpin suatu sekretariat dari suatu perusajaan atau sekretariat dari suatu instansi pemerintah tertentu.

7. Bertindak sebagai : Sebagai kepala sekretariat Kewenangan : Membuat rencana, membuat keputusan, mengorganisir bawahan dan sarananya, melakukan pengawasan, memberi perintah, menyelenggarakan sistem komunikasi yang baik, melakukan pengarahan, penyempurnaan organisasi, dan tata kerja.

8. Contoh : - Sekretaris Jenderal Departemen - Sekretaris Wilayah Daerah - Sekretaris Perusahaan 2. Sekretaris Pribadi (Private Secretary / Personal Secretary) 3. Sekretaris Pimpinan

9. B. Berdasarkan Kemampuan dan Pengalaman Kerjanya • Sekretaris Junior (Junior Secretary) Yaitu sekretaris yang baru memulai bekerja / kariernya, yang masih memerlukan bimbingan, latihan dan pembiasaan. 2. Sekretaris Senior (Senior Secretary) Yaitu sekretaris yang sudah memiliki kemampuan bekerja yang baik, dapat bekerja sendiri, cukup berpengalaman.

10. C. Berdasarkan Spesialisasi (Bidang khusus dalam pekerjaan) 1. Sekretaris bidang Teknik (Technical Secretary) 2. Sekretaris bidang Hukum (Legal Secretary) 3. Sekretaris bidang Akuntansi (Accounting Secretary) 4. Sekretaris bidang Kedokteran / Farmasi (Medical Secretary)

11. THE SECRETARY’S DAY • Prepare the afternoon before. • Prompt morning start. • Priority of duties. • Importance of the memo pad. • Keeping an appointment book. • Developing familiarity with sources of information. • Time and work saving. • THE FUTURE.

12. Prepare the afternoon before • To determine exactly what must be done the next day by going through the follow-up file. • The follow-up file should be set up in convenient way to the secretary. • The follow-up file can be yearly ,monthly, a desk calendar. • A list of items ,must be taken care of next day. • To conclude the day , turn off equipments and clear the desk , for maintenance staff.

13. Prompt morning start • The office must be ready to function at whatever time it opens. • Make a list of certain jobs must be performed each day. • After opening the mail , putting the most important items to the top. • Call certain items to executive’s attention. • Mail must be moved quickly to correspondents.

14. Priority of duties • Using time management techniques (e.g. 4*4). • Deciding the importance by mental exercise. • Putting down small jobs is a dangerous game to play.

15. Importance of the memo pad. • Everything must be written down on memo pad, at hand, all time. • Depends upon the nature of the job and the size of the company. • Function as an added memory. • The basic tools are a memo pad, a calendar , an appointment book, and a telephone-address book.

16. Keeping an appointment book • In automated offices ,it’s electronic calendar. • In the executive’s desk, with accurate duplicate maintained by secretary. • Familiar with office procedure. • Entered under the day ,hour and notes to produce documents .

17. Developing familiarity with sources of information. Secretary can find not only names reached frequently , but : • Names , Addresses , and Phone numbers for services , emergencies , and sources of information valuable to office. • Various sources of information listed in the offices.

18. Time and work saving. • Make efficient use of your desk. • Surface clear except immediate work. • Using filing folders for temporary work. (.e.g. in progress, incoming , outgoing , for additional information). • Keep folders in the file drawer of your desk, instantly accessible.

19. Time and work saving. (cont..) • Plan your time , never waste it • Relieve the workload at peak time. • Try to learn about your company’s operations. • Learn how to use references. • Up-to-date the address book. • Get to know the filing system.

20. Time and work saving. (cont..) • Learn to schedule your time realistically. Expect interruptions and it’s required place in your schedule. • Be part of the team. Your ability to function as a professional will be remembered when you wish a promotion.

21. THE FUTURE “ The professional secretary who will assume an important place in business and society will need; • to be able to respond to the concept and technology of information processing. • possess decision-making ability and human relation skills, and • be adaptable to learning new skills in a rapidly changing office environment . • To take more responsibility.