Keywords: secretary practitioners; Quality; New structure
The topic of "secretary's quality" rises with the expansion of the secretary team, but most of them emphasize "professional skills, that is, how to deal with a specific event", while ignoring the systematicness of the secretary's comprehensive quality to a great extent. Under the background of knowledge economy, enterprises and institutions put forward higher requirements for secretaries.
First, analyze the social demand for secretaries.
According to the analysis of the supply and demand information fed back by the talent market in recent years, the social demand for secretarial talents can be roughly divided into four categories: one is service-oriented secretaries. Such as company offices, service personnel in offices of grass-roots administrative institutions, secretaries in life, etc. The second type is transactional secretaries, such as office clerks, public relations personnel, file managers, etc. in enterprises, companies and grass-roots administrative institutions; The third category is the text secretary, such as the document drafter of enterprises, companies and administrative institutions; The four categories are management secretaries, such as assistant general manager, department manager and office director of companies and enterprises. Director of the office of grass-roots administrative agencies, etc.
According to the size of responsibilities, secretaries can be divided into the following three types: first, junior secretaries-mainly providing services such as answering phones, sending faxes, sending and receiving letters, etc. For example, junior secretaries in enterprises should include company receptionists, telephone operators and department assistants. Their duties are relatively simple, their technical content is not high, and their wages are relatively low. The second is an intermediate secretary-able to write general letters. Drafting reports and preparing meetings, etc. Most of them are college or undergraduate graduates. For example, secretaries around middle managers, such as secretaries of department managers and assistant managers of enterprises and institutions, have higher ability to handle various events and higher wages. Third, senior secretary-able to draft important contract texts, understand legal and tax knowledge, and have the ability to deal with emergencies. Senior secretaries are adaptable to the market environment. The strengthening of the horizontal connection of the organization and the infiltration of modern office means into the organization have all appeared. The qualities that modern senior secretaries particularly emphasize are public relations ability, foreign language proficiency and office administration ability. For example, senior secretaries in enterprises and institutions, including heads of multinational companies, secretaries of board of directors, secretaries of regional presidents and senior administrative assistants of general managers, are scarce resources in the talent market at present.
Second, the status analysis of the secretary's ability and quality
With the rapid development of high technology, the application of new technology has not only changed people's working conditions, but also brought mankind into the era of globalization of information dissemination. Traditional writing methods based on paper and pen have been replaced by typewriters and computers. Communication technology and network technology have changed the way people get and exchange information. The use of modern office equipment. Not only the secretarial staff engaged in office affairs are required to have the basic qualities that a secretary should have in the traditional sense, but also the ability to skillfully use modern office equipment and the ability to obtain information by using modern communication means and organize and transmit it in time. This puts higher and higher demands on the knowledge and skill structure and ability of modern secretaries, and the secretary talents are gradually developing in the direction of "compound", and their knowledge system is becoming more and more complex and comprehensive. With the continuous development of China's market economy, secretarial work is classified as administrative management, mainly to help administrative leaders or managers share daily affairs. Its responsibilities involve document information management, meeting and appointment arrangement, drafting letters and documents, internal and external communication, etc., and it has become an indispensable post for party and government organs, enterprises and institutions. At present. There are about 23 million secretaries in China. Secretary has gradually become a profession, and its status is improving day by day. In the past, the secretary who was only responsible for copying and writing could not meet the demand of talents of party and government organs, enterprises and institutions, which put forward new requirements for the secretary's ability structure.
At present, the main problems are: First, the quality is single, and too much emphasis is placed on skill training. In order to shorten the training period and pursue short-term economic benefits, some private training schools or some higher vocational colleges train crash secretaries by means of crash courses. They study several courses in just one year or less, such as office automation, shorthand and applied writing. After passing the examination, a certificate of completion recognized by the state will be issued. Simply teach them the skills of dealing with daily affairs, how to deal with the needs of leaders and deal with affairs passively. Secondly. China graduates are all "all-round" secretaries, and most of these secretaries value good writing skills and eloquence. With the differentiation of industries and the refinement of social division of labor, the requirements of secretaries in all walks of life are becoming more and more professional. Therefore, this kind of secretary practitioners still start from scratch in specific posts, and need to strengthen their comprehensive quality in practical work to adapt to the new posts. The second is the quality model. The secretary's sense of role has faded. Secretary employees are in a subordinate position. They are what leaders say and do, and what leaders tell them to do. They are blind in doing things and lack the consciousness of "self-reliance" and "self". Although known as the leader's "right-hand man", he lacks initiative and innovative consciousness in practical work, and the secretary's "independence" consciousness is diluted.
Third, the new requirements for the secretary's ability and quality.
(A) contingency awareness-the survival characteristics of the secretary profession itself
The specific content of secretarial work has also completed four changes: from simple writing to both writing and making suggestions; From sending and receiving information to comprehensive processing information; From relying solely on old experience to realizing scientific management; From passive service to active service. The change of policy inevitably requires the secretary to emancipate his mind, break the old rules and look at the problem with a changing and developing perspective.
Philosophy has always been regarded as a symbol of wisdom, and philosophy is fundamentally a science of change. Develop science. The way of thinking and working methods of the secretary, adhere to the philosophy of "change", adhere to objectivity, act according to objective laws, and realize "thinking change" with "thinking". Secretarial work should be faithful to facts, starting from objective reality, not from principles. At the same time, secretariat departments must play a flexible role in comprehensive information processing and scientific management. Insist on change, development and innovation, instead of sticking to the rules, we should change with constancy. We should actively pay attention to changes, new situations and new problems, pay attention to social dynamics in a timely manner, understand market hotspots and "sensitive points", master rapidly changing information, and better serve leaders. As secretaries in the new century, we should not be closed, conservative, rigid and passive. Give full play to your subjective initiative in handling affairs. Give full play to the role of staff assistant. The ancients said, "climb high and look far." Only when we emancipate our minds can we break the rigidity.
(B) innovative consciousness-the decision-making of secretaries.
The primary task of the secretariat department is to provide staff services for leading organs and leaders to make correct decisions and implement them effectively, that is, to assist leaders in making scientific decisions. Some people compare a competent secretary to a leader's "right-hand man". Obviously, in daily work, the secretary should not only correctly understand the intention of the leader, but also supplement the blind spot of the leader's thought in time to help the leader open his mind and activate it. Therefore. Secretaries must enhance their sense of innovation, learn to think independently, break away from convention and show their individuality. Back to reality, the argument of "passive secretarial work" is dominant, and many secretaries absolutely obey the leadership in their work. Either Nuo Nuo is passive and dare not cross the line, or he is servile and obedient. There is no opinion at all, and there is no way to talk about innovation. Secretaries should pursue self-realization and realize self-value. They must be good assistants of leaders, and they must integrate self-awareness into role-playing. Reflect yourself in the role. Mould yourself in a standardized role position. In the high-tech era of 2 1 century, the profound change of people's thinking mode is an inevitable trend. The most important criterion to measure the quality of secretarial work and distinguish the level of secretarial work is to see how effective it is in assisting leaders in decision-making and implementation. It is difficult for a secretary who is "subject-blind" to assist in leading scientific decision-making. Scientific knowledge and humanistic knowledge have different histories and characteristics, but they are inextricably linked, which together constitute a complete social culture. But for a long time, there has been a gap between them. Humanities scholars often think that the optimism of science and technology scholars is shallow and they don't pay attention to people's situation. However, science and technology scholars believe that humanities scholars lack foresight. They are only keen to pay attention to the moment when art and thought exist, but their attitudes towards problems are obviously different, and it is even difficult to find the foundation of * * * in their emotions. This cultural division directly leads to the singleness and bias of talent quality training. The main body of secretarial education comes from literary education, which is inherited from its mother, China language and literature, and has a very strong humanistic color. The basic courses of secretarial science are mostly language and literature. Even. Influenced by social impetuous mentality and utilitarianism, they only pay attention to the "skills" of interpersonal communication and the art of flexibility, and the courses they study have almost nothing to do with science. Influenced by Chinese characters, China people have neglected the cultivation of abstract thinking ability while strengthening concrete thinking. Abstract thinking is the key to cultivate innovative consciousness. The study of solid geometry has cultivated our abstract thinking ability; The study of general logic enriches our imagination and extends our brain thinking. The study of mathematics and arithmetic activates the rigor of brain thinking and makes our thinking more accurate and rigorous. The power of humanities and science is complementary to the power of art and logic. Mathematical science not only endows divergent thinking secretaries with the necessary convergent thinking ability, but also makes them better at rational thinking and discovery in secretarial work. Show yourself and change passive service into active service. I believe that our creativity will make us more handy in our work. (C) independent consciousness-the embodiment of the secretary's independent personality
In the secretarial industry, there are many such positions: secretaries are "staff officers", "assistants", "confidants", "right-hand men" and "second-in-command", and they are unsung heroes. When it comes to the secretary's personality, many people hold the view that the leader is honest and clean, and the secretary is honest and clean; Leading a corruption crime, the secretary must behave badly. This completely obliterates the independence of the secretary's personality. Secretary. Being mixed between superiors and subordinates is "running errands" and "doing odd jobs" for superiors; For subordinates, they are also "followers" of leaders. In fact, many years later, many secretaries are not sure of their identity. I often sigh "nothing". So, where is the secretary's personality?
The establishment of secretary's personality inevitably requires the secretary to clarify the relationship between role consciousness and self-consciousness. People's self-awareness is manifested in wishes, intentions, interests, beliefs and so on. And it is the spiritual pillar of continuous progress and self-realization. Maslow's "Demand Theory". Everyone will have a new and higher role image after entering a certain stage of self-realization. Show your unique self in the role image.
(D) Modern consciousness-the embodiment of the secretary's ability to keep pace with the times.
2 1 century is a brand-new century and an era of rapid development and change of knowledge and skills. With the wide application of Internet and e-mail, the physical space-time distance is further reduced. A lot of work in the office, such as the delivery of documents from various departments, the arrangement of meeting activities, the processing of documents, the delivery of notices, etc. , can be done in an instant by email. The realization of computer pinyin input system enables the secretary to write a birthday article without doing anything. A highly intelligent office will make "mountains meet the sea" a thing of the past, and also free the secretary from the heavy material pile, improve work efficiency and reduce work intensity. With the popularization of computers, the fixed commuting time will be broken, and secretaries can complete most tasks assigned by leaders at home. The traditional landscape gathered in crowded offices will become people's memory. With the start of the "government online" project, enjoying information online has become an inevitable choice for the information society. This makes the slogan of "time is money, efficiency is life" which represents the values of the times gradually become "information is money, decision is life". However, under the influence of long-term cultural habits, our secretary's daily work still meets the status quo in a closed, conservative and traditional way. Times are changing, life is changing, and so is our traditional consciousness: from closed to open; Turn old-fashioned into innovation; Change conservatism into tolerance; Turn passivity into initiative; Change tradition into modernity. To enhance the secretary's modern consciousness, we should do the following: First, public relations consciousness. In modern society, it is difficult for a secretary to stand on his feet without a certain sense of public relations. If a unit does not know how to shape its good image and the value of popularity and reputation to the survival and development of the unit, it will inevitably lose its position and development space in the increasingly fierce competition. The masses are the cornerstone of career development, and how to communicate with the masses effectively is an important function of the secretary. In order to do a good job, the secretary must also coordinate the relationship with various departments within the unit. To strengthen the awareness of public relations in practical work, a secretary must master the basic knowledge of public relations theory and practice, have a good mental outlook and psychological endurance, and have strong coordination and organization ability and promotion ability. The second is the sense of competition. Today's society is full of competition. Facing the increasingly fierce competitive environment, secretaries must enhance their sense of competition. With the continuous improvement of the leadership level, the secretary, as the assistant and staff officer of the leadership, can only be better qualified for the job if he constantly challenges himself and surpasses himself. The third is legal awareness. With the establishment of market economy system and the improvement of socialist legal system, the relationship between social industry and law is increasingly close. This inevitably requires secretarial staff to be familiar with legal knowledge and establish a strong legal consciousness, otherwise it will be difficult to be a good assistant for leaders to govern the country according to law and administer according to law. The fourth is the sense of cooperation. In today's world, a lot of production and work are inseparable from the cooperation of departments and industries. The development of market economy has strengthened people's interdependent and cooperative social relations. For a secretary, no matter how capable and ambitious an individual is, it is difficult to achieve his career without relying on the collective strength. Therefore, the secretary should consciously strengthen communication and exchanges with other colleagues. Only in this way can work efficiency be improved.