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Seeking Employment as a Secretary Unit 1 Study Objectives.

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Presentation on theme: "Seeking Employment as a Secretary Unit 1 Study Objectives."— Presentation transcript:


2 Seeking Employment as a Secretary Unit 1

3 Study Objectives

4 Interview Attire Tips Before you even think about going on an interview, make sure you have appropriate interview attire and everything fits correctly. Get your clothes ready the night before, so you dont have to spend time getting them ready on the day of the interview. If your clothes are dry clean only, take them to the cleaners after an interview, so they are ready for next time. Polish your shoes. Bring a breath mint and use it before you enter the building. Before you are going to have a job interview, you have to make necessary preparations as follows

5 Contents Part One Dialogues Part One Dialogues Part TwoUseful Expressions Part TwoUseful Expressions Part ThreeSimple Writing Part ThreeSimple Writing Part FourExercises Part FourExercises Part FiveSocial Etiquette Part FiveSocial Etiquette

6 Dialogues Miss Susan Brown, who majors in secretary, has just graduated from a higher vocational school before the summer vacation, now she has got invitations for job interviews from two different companies. Lets see how she proceeds with them. Dialogue One H: Mr. Henry Stevenson S: Susan Brown H: Good morning, Miss Brown. S: Good morning, Mr. Stevenson. Thank you for interviewing me. H: You are welcome. How do you know this post offered by our company? S: Uh...I have read the ads in the Local Human Resources Market Website Part 1Part 2Part 3Part 4Part 5

7 Dialogues Dialogue One H: Would you please tell me why you choose to work in our company? S: Well, in fact, before the interview, I have been collecting all the information about your company, from which I know that it has a very good reputation in the society, bright prospect of further development in its economy. Moreover, it can offer the best chance for the staffs personal development H: Yes. Thats right. Lets talk about your educational background, Susan. S: OK. From my resume, you may see that I am a secretary major and graduated from St. Peter Higher Vocational School in Part 1Part 2Part 3Part 4Part 5

8 Dialogues Dialogue One H: Have you ever been a student leader at school? S: Sure. I was once elected as the chairman of a in my department and worked at this position for two years until my graduation. H: What have you learned from this experience? S: Quite a lot. Actually it is a big challenge for me. As you know, to get the organization operated regularly, I have to put forward many new and creative activity plans, make budgets and try to, and I have learned how to and motivate them to work efficiently. student organization get donations from any possible channels 4 construct an effective team 5 5. Part 1Part 2Part 3Part 4Part 5

9 Dialogues Dialogue One Besides, I have improved my qualities and abilities in all the fields. For example, responsibilities, self-confidence, social communication skills, management abilities, eloquence, enduring hardships and so on. Its an unforgettable experience in my life long. H: Sounds good, that might be very useful for your career as a secretary. By the way, Miss Brown, do you have any from any of your teachers? S: Yes, here it is. It is from the dean of our department. H: OK, we will and contact you someday next week. S: Thank you for your interviewing, Mr. Henry. recommendation letter 6 6. keep your application in file 7 7. Part 1Part 2Part 3Part 4Part 5

10 Dialogues Dialogue Two L: Linda Simpson S: Susan Brown L: Good afternoon, Miss Brown. Welcome to our company for an interview. I am Linda Simpson. S: Good afternoon, Mrs. Simpson. L: Miss Brown, I have just read your application letter and your resume. S: I hope theyre all right to meet your requirements. L: Yes, they are fine. I see from your experience that youve had quite a lot of experience as a secretary already. S: Thats right. Ive been a part-time secretary for 2 years, in two firms. Part 1Part 2Part 3Part 4Part 5

11 Dialogues Dialogue Two L: Good. Susan, what do you think are as a good secretary? S: Well, quite a lot. Hard-working, being good at social communication, under- standing, considerate, working efficiently, good manner, responsibility, self- esteem, sociability, self-management, integrity and honesty. L: Thats perfect. By the way, ? S: Yes, Ive already got a. L: What were the routine works at your past positions as a secretary? the essential professional qualities 1 1. what qualifications have you got 2 2. China National Secretarial Authentication at Middle Level as well as a National CET-6 Certificate Part 1Part 2Part 3Part 4Part 5

12 Dialogues Dialogue Two S: A secretarys work is often a routine work which includes assisting my superior in daily jobs, dealing with clients correspondence from both home and abroad, arranging visits, setting up meetings, doing the filing and some shorthand- typewriting, collecting and handling diversity of latest information available and so on. L: Good. Now do you have any questions to ask me about the post? S: Yes, Id like to ask about the salary, please. teaming up with people in the office for a smooth operation 4 4. Part 1Part 2Part 3Part 4Part 5

13 Dialogues Dialogue Two L: Well, all new clerical employees begin at a standard salary of RMB 1200 yuan per month. Then someone like you may, which means you are likely to get a higher monthly salary. S: What about other welfares? L: The other welfare includes health insurance program, professional training on the short term basis and some holidays with salary etc. S: Ok, I see. Thank you for your explanation. L: You are welcome. be given a higher-ranking assignment 5 5. Part 1Part 2Part 3Part 4Part 5

14 Dialogues New Words budget [5bQdVIt] n., correspondence [7krE5spndEn s] n., diversity [daI5v\:sEti] adj. domestic [dE5mestIk] n. donation [d[J5neIFn] n. esteem [I5sti:m] n. integrity [ In5tegrEti ] n., personal [ 7p\:s[nl ] a. Part 1Part 2Part 3Part 4Part 5

15 Dialogues New Words qualification [ 7kwlIfI5ke IFn ] n., recommendation [ 7rekEmen5d eIFn ] n. reputation [ 7repjJ5teI F[n ] n., resume [ 5rezjJmeI ] n. shorthand [ 5FR:thAnd ] n. sociability [ 7s[JF[5bIlE ti ] n. staff [ stB:f ] n., Part 1Part 2Part 3Part 4Part 5

16 Dialogues Word Bank academic year courses taken curriculum degree educational background educational system excellent leader excellent League member extracurricular activities in-job training major minor off-job training part-time job physical activities refresher course rewards scholarship semester ( ) social activities social practice special training specialized courses student council summer job supervisor vacation job Part 1Part 2Part 3Part 4Part 5

17 Useful Expressions For an interviewer ? 1. Can you sell yourself in two minutes?Go for it. ? 2. Why did you leave your last part-time job? ? 3. What do you think you are worth to us?, ? 4. As a graduate from a higher vocational school, what makes you think you would be a success in this position? ? 5. Do you work well under stress or pressure? Part 1Part 2Part 3Part 4Part 5

18 Useful Expressions For an interviewer ? 6. How long would you like to stay with this company? ? 7. What is your strongest trait(s)? ? 8. How would your teachers or classmates describe you? ? 9. How do you normally handle criticism? ? 10. How do you handle your failure? Part 1Part 2Part 3Part 4Part 5

19 Useful Expressions For an interviewee, 1. With my qualifications and previous experience as an intern, I feel I am hardworking, responsible and diligent in any job I undertake. Your organization could benefit from my shorthand and interpersonal skills.,, 2. Well, I am hoping to get an offer of a better position. If opportunity knocks, I will take it. Part 1Part 2Part 3Part 4Part 5

20 Useful Expressions For an interviewee 3. I feel I can make some positive contributions to your company in the future.,, 4. My graduate school training combined with my internship experience should qualify me for this particular job. I am sure I will be successful., 5. The trait is needed in my previous part-time position and I know I can handle it well. Part 1Part 2Part 3Part 4Part 5

21 Useful Expressions For an interviewee 6. Adaptability and sense of humor., 7. They say Jack is an honest, hardworking and responsible man who deeply cares for his classmates and friends.,, 8. As you know, a higher vocational school usually focuses on the practical training of professional skills, so I have got access to many routine jobs of a secretary while at college. Part 1Part 2Part 3Part 4Part 5

22 Useful Expressions For an interviewee, 9. I will try to present my ideas in a more clear and civilized manner in order to get my points across.,, 10. None of us was born experienced. Although Im a green hand as a secretary, I am sure I have much potential in self-promotion. Part 1Part 2Part 3Part 4Part 5

23 Sample Writing Section 1: Resume Whether you want to advance in your chosen field or youre making a drastic career change, a resume is a job-searching necessity. It provides an overview of your experience and skills, and a great resume will help you get an interview for that job you really want. Spend the time making your resume as good as it can be and youre making a truly worthwhile investment. Here is how:, Part 1Part 2Part 3Part 4Part 5

24 Sample Writing Sample Linda Jackson 2800 Covington Lane Branson MO550 Telephone: Home Dependable, confident secretarial professional with progressive experience in office management. Summary of skills · Windows 2000/XP · File Management · Excel · PowerPoint · Publisher · Stenography 80 wpm · 10-key · Records Management Part 1Part 2Part 3Part 4Part 5

25 Sample Writing Sample Strengths Interpersonal skills ability to put people at ease, dependable, organized, efficient, team player, self-starter Business experience November 2001 Present, secretary to Administer Manager 1. Responsible for all incoming correspondence and determining proper direction and action for incoming mail. 2. Answering telephone, greeting customers, answering questions and directing customers to appropriate staff member. 3. Resolving customer service complaints. 4. Organizing and maintaining files and records. Education : Albertus Magnus College, Newzealand, B.A., majored in Secretary. Part 1Part 2Part 3Part 4Part 5

26 Sample Writing Section 2: A Letter of Application With your resume, you need to write a job application letter of which the purpose is to point out your qualifications and preemptively answer any questions that might arise from your future employer. Address job application letters some where on the top. Ensure you include the name of the person, title, company name and address. Simply state why you are writing to them, mention the position title and where it was advertised. Summarize your experience and skills, analyze your career, highlight what you specialize in, or the level that you have reached. State where and how they can reach you, and thank the recipient for giving you the opportunity to apply. Finish the letter by adding a closing remark. Part 1Part 2Part 3Part 4Part 5

27 Sample Writing Section 2: A Letter of Application,,,,, Part 1Part 2Part 3Part 4Part 5

28 Sample Writing Dear Mr. Green I am writing to apply for the secretary position advertised in the local Yangcheng Evening Newspaper dated October 15th, As requested, I am enclosing a completed job application, my certificates, resume and three references. The position of secretary offered is very interesting, and I believe that my part-time experience and education will make me a very competitive candidate. The key strengths that I possess for success in this position include: Sample Part 1Part 2Part 3Part 4Part 5

29 Sample Writing · I have successful academic records for my professional courses. · I can write in shorthand at the rate of 120 words per minute, and typewrite at 55 words per minute in English. · Im well acquainted with most of the office works from my part-time job. · At school, I won a scholarship and the first prize in a speech contest. · I have obtained CET-6 and National Computer Rank Examination Grade One. Please read my resume for additional information on my experience. It can be reached anytime via my cell phone, Thank you for your time and consideration. I will appreciate it if you are kind to grant me an job interview at your earliest convenience. Sample Sincerely yours Jocelyn Zhang Part 1Part 2Part 3Part 4Part 5

30 Exercises Listen to the following passage carefully and fill in the blanks according to what you hear. 1. Listening. The key to a good interview itself is a good 1 prepare an informal opening and closing statement that emphasizes why you want the job and why you think you are particularly well 2 to be chosen. Dress smartly. Even if the dress code is casual for the organization concerned, it always pays for the actual interview. Part 1Part 2Part 3Part 4Part 5 preparation _____________ qualified ____________ to be smart _____________

31 Exercises Listen to the following passage carefully and fill in the blanks according to what you hear. 1. Listening. Be 4. Try to identify a local café so that, if you are really early, you can go for a drink and 5. It may seem totally obvious, but switch off 6 or anything else (such as a pager or 7 ) that might make a noise. If you are anxious about interviews, when you are actually called into the interview room, take two or three slow, deep breaths 8 Part 1Part 2Part 3Part 4Part 5 in good time _____________ your mobile _____________ take a last look at your notes ____________________________ digital watch _____________ to calm your nerves and your breathing ___________________ _________________.

32 Exercises 2. Role play. Suppose you are a graduate from a higher vocational college who majors in Secretary, and you have read a job-wanted ad. for an English secretary by ABC company, which is put on the local Daily Newspaper. Now you are being interviewed by the personnel clerk of the company. Part 1Part 2Part 3Part 4Part 5

33 Exercises 3. Interpret the following Chinese expressions and complete the dialogue. A. Are you here for 1 ( )? B. Yes, I am. Could you tell me something about it? A. 2 ( )? B. Well, first of all 3 ( )? A. Yes, it is still open. Part 1Part 2Part 3Part 4Part 5 the post which is advertised in todays local newspaper ______________________________________________? What kind information do you want to learn about it ______________________________________________? I wander whether it is still vacant _______________________________?

34 Exercises 3. Interpret the following Chinese expressions and complete the dialogue. A. Yes, it is still open. B. Wonderful. 4 ( )? A. Well need 5 ( ), 6 ( ) and 7 ( ). B. Oh, I see. Part 1Part 2Part 3Part 4Part 5 How can I apply for it _________________________? your resume __________________ a physical examination health certificate from formal hostipal ___________________________________________________ two respective recommendation letters of the former dean and teacher ___________________________________________________________

35 Exercises 4. Practical Writing. ABC Company wants an English secretary, please write a resume and an application letter according to your own personal data. Part 1Part 2Part 3Part 4Part 5

36 Exercises 5. Reading Activity. DURING THE INTERVIEW Start it off like a winner. Offer your hand, and give a firm handshake, a pleasant smile and a positive confident attitude. Introduce yourself. Be comfortable. Take a seat facing the interviewer, however, slightly off the center. Be sure you are not facing into direct sunlight or some other uncomfortable situations. Listen attentively. Look at the interviewer directly, but dont get into a stare down! Sit up straight. Try to relax. Its okay to take a few notes if the questions are lengthy, or you need to remind yourself of something you want to stress. Interview Skills Part 1Part 2Part 3Part 4Part 5

37 Exercises 5. Reading Activity. Avoid nervous mannerisms. Pay attention to nervous mannerisms you might have such as clicking your pen, jingling change in your pocket, twisting your hair, or biting your nails. Control these impulses, Everyone is nervous to some extent, the key is to appear calm and collected. Speak clearly. Use good grammar and a friendly tone. Never answer just yes or no to a question. Always clarify, expand on your answers. Be sure not to ramble on. Be positive and enthusiastic. You want to outshine all other candidates so turn it on during the interview, No matter how sterling your credentials are, you wont be hired if the interviewer isnt sold. Pump up your enthusiasm prior to the interview. Never gripe or complain about past employers, jobs, classes etc. Part 1Part 2Part 3Part 4Part 5

38 Exercises 5. Reading Activity. Ask pertinent questions. Be prepared to ask a few questions. Do not monopolize the interviewers time, particularly if you know they have appointments scheduled following your interview. Do ask thoughtful questions. Dont ask about salary and benefits, this can be discussed when the company is definitely interested in you AFTER THE INTERVIEW Say thanks. The next day write the interviewer a brief note reiterating your interest in the job. Spell his or her name correctly Part 1Part 2Part 3Part 4Part 5

39 Exercises 5. Reading Activity. Follow up. If you havent heard from the interviewer within the time frame indicated at the close of the interview, call them to relay a polite reminder that youre still interested in the job. Ask when they plan to make a hiring decision. If you arent hired and you continue to be interested in the company, it pays to keep in touch with the interviewer. Often, through persistence, you may be offered a position at a later date. Chin Up. Gear up for your next interview. After all, the more interviews you tackle the more polished you become. You may contact the interviewer who rejected you and see if you can get any pointers on what to improve before your next interview. Part 1Part 2Part 3Part 4Part 5

40 Exercises 5. Reading Activity. 1. While starting an interview, you may and and 2. The proper position for an interviewee to sit is 3. The following body languages of the interviewee may give the interviewer a hint that he is nervous such as and etc. Please fill in the blanks according to what you have learnt from the passages. Part 1Part 2Part 3Part 4Part 5 offer your hand ___________________, give a firm handshake ___________________, a pleasant smile _______________ a positive confident attitude _______________________. facing the interviewer, however, slightly off center. _________________________ _______________________. clicking your pen ________________, jingling change in your pocket __________________________, twisting your hair ________________, biting your nails ________________,

41 Exercises 5. Reading Activity. 4. While asking questions, the interviewee may keep the following ideas in mind. Firstly, Secondly, 5. After taking an interview, youd better if you arent hired, and Please fill in the blanks according to what you have learnt from the passages. Part 1Part 2Part 3Part 4Part 5 keep in touch with the interviewer _______________________________, Be prepared to ask a few questions ______________________________________. Do ask thoughtful questions __________________________. follow up _________, say thanks ___________, chin up __________.

42 Social Etiquette The first impression you make on a potential employer is the most important one. The first judgment an interviewer makes is going to be based on how you look and what you are wearing. Thats why its always important to dress professionally for a job interview, even if the work environment is casual. Youll want that first impression to be not just a good one, but a great one. The candidate dressed in a suit and tie is going to make a much better impression than the candidate dressed in scruffy jeans and a T-shirt. How to Dress for a Job Interview Part 1Part 2Part 3Part 4Part 5

43 Social Etiquette Mens Interview Attire · Suit (solid color navy or dark grey) · Long sleeve shirt (white or coordinated with the suit) · Belt · Tie · Dark socks, conservative leather shoes · Little or no jewelry · Neat, professional hairstyle · Limit the aftershave · Neatly trimmed nails · Portfolio or briefcase Womens Interview Attire · Suit (navy, black or dark grey) · The suit skirt should be long enough so you can sit down comfortably. · Coordinated blouse · Conservative shoes · Limited jewelry (no dangling earrings or arms full of bracelets) · Professional hairstyle · Neutral pantyhose · Light make-up and perfume · Neatly manicured clean nails · Portfolio or briefcase Part 1Part 2Part 3Part 4Part 5

44 Social Etiquette Group Disccussion Study carefully about the following pictures and discuss with your partners whether they are suitable to be dressed for a job interview and then give your reasons please. Part 1Part 2Part 3Part 4Part 5

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