SECRETARIAL PROCEDURES AND SECRETARIAL ENGLISH

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1 SECRETARIAL PROCEDURES AND SECRETARIAL ENGLISH
UNIT ONE: WRITING A CV UNIT TWO: INTERVIEW

2 Write a Letter of Application and Resume
Study the dialogue and imitate the recording of it in the disc attached to the book and play role of either A or B in it to practice the dialogue.

3 Exercise A Directions: Complete the following sentences with the help of the words from each bracket. Example: Have you started ____________ (写) your CV yet? Answer: writing Now you do it: 1. Are you going to ____________ (介绍) your education details first? 2. How can I ____________ (突出) my work experience? 3. You can ____________ (先以......开始) making some telephone calls. 4. That's the ____________ (常规) in applying for a job. 5. Please ____________(强调) what you consider most important? 6. Do I have to send a cover letter ____________ (同时)? 7. You must write ____________ (而不是) typing. 8. If your letter is ____________ (短而简洁), you'll be viewed more favorably. 9. Please finish your letter ____________ (以自信的口气). 10. Mr. White is willing to ____________ (当) my reference.

4 Curriculum Vitae Name Liu Lin (Miss) Address 66 Wensan Road
Hangzhou, Zhejiang Tel Date of Birth Oct. 10, 1973 Education Dates Institution 1986 – Xuejun middle School 1992 – Secretarial Department, Hangzhou University Secretarial Qualifications Dates Qualifications State Ⅰ Typing Certificate Stage Ⅱ Typing Certificate WPM Shorthand Certificate, Word Processing Diploma Professional Experience June–Sept. 1995, Voluntary work experience Part-time secretary placement Additional Information Interests Swimming and Photography Health No health problems References 1. Ms Zhao Ying Principal of Xuejun Middle School. 99 Wenyi Road, Hanghzou, Zhejiang Tel： 2. Mr Jonathan Keith Head of Secretarial Department, Guangzhou Foreign Languages University, Guangzhou, Tel：

5 Secretary to General Manager
Cover Letter 66 Wensan Road Hangzhou, Zhejiang 310027 26 September, 1995 The Personnel Manager 1400 Nanjing Road Shanghai Dear Sir, Secretary to General Manager I am interested in applying for the above position as advertised in today's China Daily. Presently, I am working as a part-time secretary for a local charity. I have achieved a 100-WPM Shorthand Certificate and a Word Processing Certificate. I am now looking for a position in which I can use these skills. My full particulars are shown on my curriculum vitae which is attached. I hope to be invited to attend an interview and look forward to hearing from you soon. Yours faithfully Liu Lin ( Miss ) Enc. Curriculum Vitae and a Statement

6 Exercise C Directions: From the four choices A. B. C and D, choose the best one to complete each sentence. 1. Liu Lin got her secretarial qualifications from ____________. A. Hangzhou C. Shanghai B. Guangzhou D. Wensan Road 2. Liu Lin left university in ____________. A B C D. 1975 3. In 1994, Liu Lin passed ____________. A. Stage Ⅱ Typing C. 100 WPM Stage B. State Ⅰ Typing D. Shorthand exam 4. Liu Lin is ____________. A. weak C. healthy B. sick D. unhealthy 5. The advertisement is in ____________. A. Guangzhou Daily C. Shanghai Daily B. Zhejiang Daily D. China Daily 6. Presently, Liu Lin is ____________. A. a full-time paid secretary C. a student B. a part-time volunteer secretary D. a teacher 7. The cover letter was written in ____________. A. September C. October B. June D. May 8. Liu Lin hopes she will ____________. A. go on working in the local charity C. be invited to attend an interview B. be given a test D. be given a letter

7 Unit Three, Interview: Why Did You Choose to Be a Secretary?
Mr. John Prince – Personnel Manager Mr. Gale Thompson – General Manager Liu Lin – Interviewee Mr. Prince: Come in. Ah, Good morning. Liu: Good Morning. P: Sit down, please. L: Thank you. (sits down) P: I'd like to introduce you to Mr. Gale Thompson, our General Manager. L: How do you do? Mr. Thompson: How do you do? P: And I'm John Prince, the Personnel manager. So, Miss Liu, did you find us easily this morning? L: Your office is only 50 minutes drive from where I live. P: You have your own car? L: No, I don't. I came here by taxi. P: Good. Can we check on a few of your personal details? You were born in 1975? L: Yes, 10 Oct. 1973, to be more exact.

8 Interview: Why Did You Choose to Be a Secretary?
P: OK, can we move on to your education now? So you graduated from Guangzhou Foreign Languages University in 1995? L: That's right. P: Thank you very much, Miss Liu. Mr. Thompson, would you like to continue? T: Yes, certainly. Miss Liu, where did you get your secretarial qualifications? L: At the Secretarial Department, Guangzhou Foreign Languages University. T: Good. What qualifications did you get when you were there? L: Stage Ⅰ, Ⅱ typing certificates, a word processing diploma and a shorthand certificate. T: Which shorthand qualification exactly? L: The provincial so 100 words per minute. P: If you were starting college over again, what course would you take? L: I would major in the same field. P: When did you start working as a part-time secretary? L: Soon after I graduated from Guangzhou. P: Did you enjoy your work? L: Very much. T: What personal characteristics do you believe are important in your field? L: Pleasant personality, cooperation and willingness to accept responsibility.

9 Interview: Why Did You Choose to Be a Secretary?
T: What do you think determines a person's progress within a company? L: Performance on the job. T: Why did you choose to be a secretary? L: I like the office environment. I enjoy meeting people and working as part of a team, but I am also capable of working alone. I've always been a very organized person. I like to have everything in order. So filing and keeping records come naturally to me. T: Good. What special interests do you have? L: Swimming and photography. P: One final question：If we decided to offer you the job, when could you start? L: Oh, I could start immediately or as soon as you wanted me. P: Fine. I think, that's everything. Have you got any questions? L: I don't think so at the moment. P: It's been nice meeting you, Miss Liu. L: Nice to meet you. Goodbye. Mr Prince and Mr Thompson: Goodbye.

10 Words and Expressions personnel n. 人事（部门） environment n. 环境
personality n. 个性 capable (of) a. 有能力的 interviewee n. 被面试者 diploma n. 文凭，证书 cooperation n. 合作 major (in) vi. 主修 check (on) vi. 核对 team n. 集体 determine vt. 决定 filing n. 文件归档 continue vi. 继续 characteristic n. 特点 performance n. 工作表现 keep records 记录 Stage I, II Typing certificate offer vt. 提供，给 一级、二级打字证书 field n. 领域

11 Exercise A Directions: Complete the following sentences with the help of the words from each bracket. Example: Did you ____________ (找到) us easily this morning? Answer: find Now you do it: 1. Your company is only ____________ (30分钟开车) from my house. 2. Shall we ____________ (核实一下) your education details? 3. I have been to New York, ____________ (更确切地说). 4. Would you like to ____________ (继续)? 5. If you were starting college over again, what subject would you like to __ (主修)? 6. I enjoy ____________ (会见) people. 7. Good _______ (表现) on the job can determine your progress within the company. 8. Liu ____________ (愿意) to work as a secretary. 9. Filing and typing ____________ (很顺手) to me. 10. We haven't decided to ____________ (给) you the job yet.

12 Reading Comprehension
Before an Interview If you are successful with your application and receive a letter asking you to attend an interview, there are several things which will improve your chances of success before you even set out. 1. Find out what you can about the firm – its history, what it makes or what it does, when it was founded, how many people it employs, etc. 2. Locate the building beforehand, so that you know exactly where it is, and find the main entrance and the reception area. This will save valuable time on the day of the interview. 3. Check bus and / or train times making sure that you will arrive near the firm with time to spare. 4. Make a list of suitable questions to ask your interviewers – their job is to try and get you to talk to them so that they can find out more about your personality.

13 Reading Comprehension
During the Interview The interviewer's job is to make you feel at ease, so you'll be pleasantly surprised to find that you stop feeling nervous quite soon. Shake hands firmly with the interviewer and listen to his or her name. Use it as soon as you can during the interview. Sit down when you are asked to do so – not before. Listen carefully and with interest. If the interviewer doesn't start talking and there seems to be an awkward silence, have one of your questions ready, such as "What does the job actually involve?" When the interviewer starts asking questions, don't just answer "Yes" or "No" – try to expand your answers into sensible sentences. Don't argue, smoke, chew, yawn or chatter too much. Do give absolutely truthful answers. At the end of the interview, the interviewer will usually say "We will let you know." – it is not often that a decision is given then and there. If you decide that you don't want the job, don't say so – you might change your mind later on, or the job may not even be offered. Thank your interviewer for seeing you and say "Goodbye" with a smile – the last impression is just as important as the first.

14 Assignments A brief revision of Unit Two & Unit Three
Read my personal statement Go to the following web-pages for references to the writing of CV or Resume: Resume Writing Tips for Preparing A Curriculum curriculum vitae writing and templates CV Writing CV Writing and Samples for Job-Seekers Writing Curriculum Vitae

15 秘书须知 应聘信（英文为application letter, 意为求职申请信）写得好坏会直接影响应聘单位对你的印象。如何写好应聘信，值得你推敲。 首先，应做到知己知彼。当你看到招聘广告后，要仔细阅读广告内容，弄清楚招聘单位对应聘者的要求。同时，必须对照自身条件，看是否符合广告上所提的各项要求。不要认为差不多就动手写应聘信，一定要有充分的把握，才可动手写信。 其次，应明白应聘信的格式。应聘信一般包括三个部分：① 开场白（opener），必须直接写明你是应哪天哪份报刊广告而写的求职信。② 正文 （body）,你必须着重写出你的优点、长处，认为自己非常符合广告对招聘人员的要求。你对自己很自信，对应聘工作也充满信心，相信能胜任，但也不能过分夸张。③ 结尾（close），在此，你可写一些表示希望参加面试并请对方尽快给你答复等等。 再次，该信中必须详细写明你的地址和电话号码。一般写在信纸的右上角顶格。 最后，写信时要做到简洁明了，语句通畅，没有任何语法或拼写错误。应聘信最好用打字机或电脑打印出来，但署名应亲笔签字，签名下方打出正体的姓名。 在写求职信时，一般同时要写一份个人简历，并一起寄上。 个人简历，英文可说personal history, resume 或curriculum vitae（简称C.V.）。下面让我们来看看写个人简历时注意事项： 1．从整体上讲，该简历必须包括三个方面：个人情况，教育情况和工作经历。 2．个人情况，英文为personal information, 这部分应包括姓名（full name）、性别（sex）、出生年月（date of birth）、健康状况（health）以及婚姻状况（marital status），同时还可包括家庭住址（home address）和电话号码（telephone number）。 3．写教育情况时，你只要写出你已获得的最高学历，所进学校，所学专业，以及有关课程的名称即可。格式可先写年限（如 ），再写学历，专业名称，学校名称。你不必写出所有专业或课程名称，只要列出那些与应聘工作相关的就行。 4．写工作经历时，应先写最近的工作，再逐年类推。当然是写出那些与应聘工作相关的经历。

16 秘书须知 当你收到面试通知后，你可从以下几个方面着手准备，力争面试成功，被有关公司所录用。
第一方面：在面试之前，你可在接到通知后立即写信或打电话给公司，告诉对方你愿意接受面试。为了能及时参加面试，假如该公司不在你所住的城市，或你从未去过该公司，那你必须打听有关该公司的确切地点，汽车或火车的班次，以及出发与到达的确切时间。当然，如有可能，最好于面试前先去一趟该公司，了解一些具体情况，如公司的历史背景、产品性质、职员人数、前景如何等等。如果不能前去，也可查询有关书籍，询问有关朋友，或打电话给该公司有关熟人，了解一下有关情况。总之，在有限的时间内，尽可能掌握更多有关公司的信息。 第二方面：在面试时，尽量做到放松自然，有礼有节，面带微笑，充满自信。在与面试者握手时要有力，但也不能太重。在未得到对方发出坐下邀请时，不能擅自坐下。当面试者说话时，要专心听讲，全神贯注。当面试者问你问题时，不能作简单地回答，应组织句子加以回答，要言简意赅，听到不同观点时，不能争吵，也不要一个人侃侃而谈。 第三方面：面试快结束时，讲话仍然要谨慎，态度仍然要和蔼可亲。当你听到对方说“我们会让你知道的”。这句话并不是说你已被接受，先别高兴太早。假如这时你想放弃这个工作，你最好也不要说出来，以免后悔。临走前别记忘了道别，道别时应面带微笑，从容不迫，最后也别忘了与在场的其他人道别，留给别人的最后印象与第一印象一样重要。