秘书英语 Key to Unit 1

Key to Unit 1 How Does One Become a Secretary?Section 1 Being InterviewedI.1.personnel2.manager3. in4.answer5.to6. qualifications7.personal8.interview 9. graduated 10.from 11. Secretarial 12.Management 13. office 14.work 15. main 16.duty 17. typing 18. bilingual 19. apply 20.for 21. enjoys 22. challenging 23. deal 24.with 25. position 26. routine 27. teaming 28.up 29.with 30. confident 31. maximize 32. folk 33.songs 34. be35.married 36. salary 37. assignment 38. benefits 39. insurance 40. opportunityIII.2.(1)what has made you decide to apply for a position here?(2) My responsibilities include typing, filing, and answering telephone(3) you’re looking for an executive secretary(4) assist me in my daily routine, dealing with correspondence(5) I am more confident that I am able to handle the office routine.5.1)I am very happy that I have the chance for thispersonal interview.2)I had a part-time job for three months at Far EastTrade Company as a personnel assistant.3)As a secretary I usually need to deal with peoplefrom other cultures.4)My plan is to become a successful secretarybecause I have been well trained for this.5)A secretary must team up with other colleaguesfor a smooth operation to maximize working efficiency.6)I want to ask about the salary and benefits in thecompany.Section 2 Preparing an InterviewI.1.affair2.employer3.that4.as5.who6.it7.themselves8.sector9.ahead 10.advantage 11.capabilities 12.and 13.you 14.arrive 15.understand 16.and 17.Smile 18.or 19.remember 20.the 21.light 22.out 23.natureIII.3. 1) besides, to 2) out, for, for 3) on, for, off 4) to 5) of4. 1)To be 2) limited 3) will remember 4) interviews 5) to attract 6) to appear 7) avoiding 8) putting 9) requiring 10) areSection 3 Writing a Letter of Application and ResumeI.1. application2. resume3.. company4. qualifications5. arrange6. sincerely7. particular8. truthful9.emphasize 10. provide 11. interview 12. indicate 13. working 14 experience 15. concise 16. complete 17. page 18. address 19. graduation 20. objective 21. position 22. samplesIII.2.1)I know from your advertisement in China Trade that your company islooking for a secretary. This position has aroused my great interest.2)My major and working experience will enable me to be competent forthis position.3)Oriental company has been enjoying a very good commercialreputation, so I have a keen interest in working for your company.4)I hope I can have a chance for an interview regarding my qualificationsfor this position.5)I am sincere, enthusiastic, hardworking and of team spirit.Section 4 Getting Some Knowledge of a SecretaryI.1. employee2. changed3. private4. secret5. transact6. society7.Professional8. office9. judgment 10. employed 11. documents 12. arrangements 13. routine 14. executive’s 15. officeIII.2. 1) T 2) F 3) F 4) F 5) FT apescriptsUnit 1 How Does One Become a Secretary?Section 1 Being InterviewedA: Come in, please. My name is Chu Tianshu, the personnel manager. Howdo you do?B:I’m ZhangYi. How do you do?A: Please have a seat.B: Thank you.A: We have received your letter in answer to our advertisement. I would like to talk with you regarding your qualifications for this position.B: Yes, Sir. I am very happy that I have the chance for this personal interview.A: Could you tell me a little bit about yourself, please?B: I was born in 1979. I live in Beijing. I graduated from Beijing No. 4 Middle School in 1997. Then I went to Beihua University and studied in the Department of Secretarial Management and graduated only last year. A: Do you have any experience relating to office work?B: Yes, I had a part–time job for three months at Far East Trading Company as a secretary.A: Oh, really?B: Yes, it was a very interesting experience.A: What was your main duty?B: Mostly typing and answering the phones.A: Oh, very good. But you know that we're really looking for a bilingual secretary. May I know what has made you decide to apply for a position as a secretary here?B: Well, I think your company enjoys a very high reputation in Beijing and working here is very challenging. And for me the most important thing is to find work where I can meet with and deal with people from other cultures. As a Chinese, this seems to be the most exciting thing I can do. Besides, I feel I am ready for a challenging position.A: I see. Great. As secretary here, you will assi st your superior in his or her daily routine, dealing with correspondence and teaming up with people in the office for a smooth operation. How do you feel about routine work?B: A secretary’s work is often routine work. I’m confident that I’m able to handle the office routine. I’ve been well trained for this.A: What do you think of the new idea of “to work with the boss”?B: “To work with the boss” means to work as a team-member with the boss in order to maximize efficiency. I believe it also means that the secretary and the boss have a mutual respect for each other.A: What are your hobbies? What do you like to do in your spare time?B: Well, I like reading, and listening to music, especially Chinese folk songs. I practice calligraphy and I like it very much.A: What are your plans for the future?B: My plan is just to become a successful secretary.A: Will you be married and have a baby in the near future?B: I don’t think I will have any baby within four years.A: Good. Now do you have any questions you’d like to ask me about this company?B: Yes, I’d like to ask about the salary. How is it determined?A: Well, all new clerical employees begin at a standard salary of RMB 800 yuan per month. Then, after the training period, you are given an assignment. Someone like you may be given a higher-ranking assignment, and then you would get a higher monthly salary.B: What about other benefits?A: All employees must join the health insurance program, and there are many other benefits. I think most of them are explained in our brochure. Did you get a copy?B: Yes, I did. Thank you.A: Any more questions?B: No. Thank you very much for giving me the opportunity.A: You’re welcome. We’ll keep you informed of the result of the interviews sometime next week. Thank you for coming. Good – bye, Miss Zhang.B: Good – bye..Section2 Preparing an InterviewThe first thing to remember when you go for a job interview is that this is not a one-sided affair. You can treat it in the same way that you treat a negotiation. After all, both you and the prospective employer are selling something. If you approach an interview with t he attitude “any job will do”, the interviewer will realize that immediately. If the job is worth anything, you won’t get it.You should prepare yourself for an interview just as you would do for a negotiation. Find out as much as you can about the company and the person who is to interview you. Don’t be caught unawares. Go to the internet and look at the company’s website. Compare it with that of its competitors. Alternatively, look at the Yellow Pages or trade magazines to see how they advertise themselves. Make enquiries at the Chamber of Commerce and other relevant organizations. Find out at least a little about the sector so that you can ask interesting questions.Think of and note down your strengths and the opportunities that lie ahead. No matter how high unemployment is, regardless of how miserable you are in your current job, it’s always an advantage to see things in a positive light. If you have little or no experience in a particular area, consider your capabilities in a similar area. Spend some time trying to imagine what type of employee the company is looking for and what makes you suitable for the job being advertised.First impressions count, so look good and feel good before you go. Choose clothes that make you feel confident. Find out what clothes may put the interviewer off. Ensure you arrive at the interview with time to spare. According to more than one recruitment agency we spoke to, interviewees must understand the importance not only of their personal appearance but also of their body language. During the interview breathecalmly and try not to appear too nervous. Look the interviewer in the eye and adopt similar body language to theirs. Smile and feel relaxed, enthusiastic and assertive. Remember one thing, though, assertive does not mean aggressive.Don’t just answer “yes” or “no” to questions. Treat every question as an opportunity to demonstrate that you are suitable for the job, but remember to stick to the point. When asked about your interests, include group as well as individual activities. Be on the lookout for tricky questions about your personal life. You don’t need to lie; just sell yourself in the best light. This is something the interviewer needs to be able to do as well. You have the right to find out whether or not you want to work for the company. Furthermore, your interest in the nature of the company and how it is run may well end up being your big selling point.Section 3 Writing a Letter of Application and ResumeA: Hey, here is an advertisement for the position of Personnel Assistant. I want to try it through a job application letter and my resume Do you know how to sell my qualifications to the company effectively?B: According to what I know, in such a letter, you should present the organization your interests in and qualifications for the position, while in your resume you should introduce the main points of them.A: Then how should I arrange it in the concrete form.B: In the opening paragraph, you should state sincerely the reason for your letter, identify the particular position you’re applying for, and you may also indicate how you learned about the company. The opening should be short, and truthful.A: I know, that is to attract the reader’s attention. How about the body part? B: This part is the most important part, you can have one or two paragraphs to highlight your strongest qualifications and relate them directly to the needs of the position you are applying for. And the secret to move the reader is to provide specific and credible information about yourself to support your statements.A: I see. Then what’s the use of the ending?B: Though this part is usually short, it is absolutely necessary. In it, you should ask for a personal interview politely and provide your phone number, your address or e-mail for the reader. And remember to indicate the time available.A: Ok, I’ve got it. Now, how about a resume?B: Well, a resume is always included with the job application letter. It should serve as a brief record of your personal qualifications and experience, including education and working experience.A: Should I make it in details or …B: Actually no. Typically, the readers only spend a very short time reading each resume and select some to study in more detail. So a successfulresume should be very concise but complete, and usually no longer than one page for the entry-level positions.A: Then what should be necessarily there?B: The following information is generally believed to be essential in resume:●Name, address, and telephone number●Job objective●Major, degree, name of your school, and date of graduation.●Special aptitudes and skills●Jobs held, employing company, date of employment and job duty (ifyou have)A: Can you explain a bit about the “job objective”?B: Ok, it is simply what job or position you are looking for.A: I hope I can do a good job before I get the job.B: By the way, here are some samples for you to refer to.A: How thoughtful you are. Thanks.B: this is the application letter.Dear Mrs. Swan:I know from different media and my friends that you are acompany specialized in evening dress for more than ten years andhave a good commercial reputation. Your advertisement inBEIJING DAIL Y of December 12th stating that you are lookingfor “an executive secretary” has aroused my great interest.I will graduate from Beihua University in June and I believethat the skills I attained and the knowledge I gained will enableme to be an efficient secretary in your company. During my fouryears of study in the executive secretarial science program atBeihua University, my goal was to become qualified to work as anefficient secretary.I am confident of dealing with office routine because I cantype at rate of 70 words per minute, take dictation at 120 wordsper minute, transcribe telephone message, and file etc.. Whilefluent spoken English and effective written English, efficienttravel and meeting arrangements, smooth business communicationskills and driving can enable me to perform a variety of duties fora busy executive.I have acquired a broad concept of the business world fromthose business administration courses I studied. From my summerjobs, listed on the enclosed resume, I learned the importance ofcooperating with the other workers and of being dependable.I have a keen interest in working with ABC Company. May Ihave an appointment to discuss my qualification as a secretarywith your company? You can find me at 23765898 anytime after9:00 p.m..Sincerely,Miss Terry RobertsB: And the following is the resume.Zhang Yi234 Xiaoquan StreetXing’an City, Hebei 546123OBJECTIVE: SECRETARYEDUCATIONBeihua UniversityDegree: B. A. 2001Major: Secretarial ManagementCourses: Typewriting (70 words a minute); shorthand (120 words a minute); secretarial procedure (correspondence, filing,telephone, financial, records, report research and writing,travel arrangements); English; psychology; business law;economics; statistics; business communications. ACTIVITIESAssistant Editor, Red, Yellow and White, College studentliterary magazineSecretary, Student Union of Beihua UniversityPART-TIME WORK EXPERIENCESummer, 2000 Far East Trading Company, BeijingAssistant to Sales Manager, Mrs. Li Min,Checking assignments, answering telephone,transcribing dictation, typing etc.Autumn, 1999 Orient Company, Guangzhou.Secretary and interpreter to the director, Mr. Zheng,checking assignments, interpreting for businessnegotiations and business communicationSection 4 Getting Some Knowledge of a Secretary The word of secretary comes from the Latin word sēcrētārius, meaning “confidential employee.” A secretary of today is still an employee who is privy to confidential information. In that respect, the job has not changed.As The Oxford English Dictionary says, a secretary is one who is entrusted with private or secret matters and one who is employed to conduct correspondence, to keep records, and usually to transact various other businesses, for another person or for a society, corporation, or public body. While American Professional Secretaries International (APSI) defines a secretary as an executive assistant who possesses a mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgment, and makes decisions within the scope of assigned authority.Accordingly, a secretary employed usually does almost everything in the office as follows: typing, keyboarding; transcribing; processing mail; telephoning; scheduling appointments; greeting visitors; composing and editing documents; researching and coordinating meetings, conferences, and teleconferences; making travel arrangements; handling reprographics; and organizing time and work, etc. These form the daily office routine for a secretary. In the modern society the secretary is an important member of the management team, responsible not only for carrying out the executive’s wishes but also for helping to maintain a well-organized and efficient office. In other words, a secretary entering the work force is to face a lot of possible job situations. Therefore only those who have received specialized professional training will be survivals in a world where the methods of handling information are complex.Technically, according to the survey by APSI in 1981, the titles of secretaries can be classified into the five kinds: Administrative Assistant, Administrative secretary, Executive Secretary, Secretary, and Secretary-Receptionist Each of them has his or her respective techniques and qualifications but they all have to have: secretarial skills, organizational ability, administrative ability, good communication skills, self-starter and the like before they serve as a professional secretary.译文第一部分A: 请进，我是人事经理楚天舒。