seeking employment as a secretary unit 1 study objectives

Seeking Employment as a Secretary

Unit 1

Study Objectives

掌握涉外秘书求职和面试英语口语表达

了解并用英语表述秘书的职业基本素质和能力

了解秘书面试的着装礼仪

掌握涉外秘书英文个人简历和求职信的写法

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 don’t 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

Contents

Part One DialoguesPart One Dialogues

Part Two Useful ExpressionsPart Two Useful Expressions

Part Three Simple WritingPart Three Simple Writing

Part Four ExercisesPart Four Exercises

Part Five Social EtiquettePart Five Social Etiquette

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. Let’s 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 Website1.

1. 当地人才市场网站

Part 1 Part 2 Part 3 Part 4 Part 5

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 staff’s personal

development2.

2. 贵公司不仅拥有良好的社会声誉，经济发展的光明前景，还能为全体员工的个人发展提供最好的契机。

H: Yes. That’s right. Let’s 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 2006.


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 organization3

3. 学生社团 4. 从任何可能的途径获得赞助

get donations from any

possible channels4 construct an effective team5

5. 组建一支强有力的团队


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. It’s 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 letter6

6. 介绍信

keep your application in file7

7. 将你的应聘材料存档


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 they’re all right to meet your requirements.

L: Yes, they are fine. I see from your experience that you’ve had quite a lot of

experience as a secretary already.

S: That’s right. I’ve been a part-time secretary for 2 years, in two firms.


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: That’s perfect. By the way, ?

S: Yes, I’ve already got a

.

L: What were the routine works at your past positions as a secretary?

the essential professional qualities1

1. 基本职业素质

what qualifications have you got2

2. 你获得了哪些资格？

China National Secretarial Authentication at Middle

Level as well as a National CET-6 Certificate3

3. 中国秘书国家职业资格证书（中级）以及公共英语水平等级考试 6 级证书


Dialogues

Dialogue Two

S: A secretary’s 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, I’d like to ask about the salary, please.

teaming up with people in the office for a smooth operation4

4. 与办公室同事合作，使工作能够顺利开展


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

assignment5

5. 被委以更高的职务


Dialogues

New Words

budget [] n. 名誉 , 名声

correspondence [] n. 全体人员 , 同事

diversity [] adj. 个人的

domestic [] n. 简历

donation [] n. 预算

esteem [] n. 捐款，赞助

integrity [] n. 正直 , 诚实

personal [] a. 个人的


Dialogues

New Words

qualification [] n. 资格 , 合格证书

recommendation [] n. 推荐

reputation [] n. 名誉 , 名声

resume [] n. 简历

shorthand [] n. 速记

sociability [] n. 社交能力

staff [] n. 全体人员 , 同事


Dialogues

Word Bank

academic year 学年courses taken 所学课程curriculum 课程degree 学位 educational background 教育程度educational system 学制excellent leader 优秀干部excellent League member 优秀团员extracurricular activities 课外活动in-job training 在职培训major 主修minor 副修off-job training 脱产培训part-time job 业余工作

physical activities 体育活动refresher course 进修课程rewards 奖励scholarship 奖学金semester 学期 ( 美 )social activities 社会活动social practice 社会实践special training 特别训练specialized courses 专门课程student council 学生会summer job 暑期工作supervisor 论文导师vacation job 假期工作


Useful Expressions

For an interviewer

你能在两分钟内自我推荐吗 ? 试试吧｡1. Can you sell yourself in two minutes?Go for it.

你为什么辞掉你的上一个兼职呢 ?

2. Why did you leave your last part-time job?

你怎么认为你对我们有价值呢 ?

3. What do you think you are worth to us?

作为高职毕业生 , 你如何知道能胜任这份工作 ?

4. As a graduate from a higher vocational school, what makes you think you

would be a success in this position?

你能承受工作上的压力吗 ?

5. Do you work well under stress or pressure?


Useful Expressions

For an interviewer

你会在本公司服务多久呢 ?

6. How long would you like to stay with this company?

你个性上最大的特点是什么 ?

7. What is your strongest trait(s)?

你的老师或同学怎样形容你 ?

8. How would your teachers or classmates describe you?

你通常如何处理别人的批评 ?

9. How do you normally handle criticism?

你怎样对待自己的失败 ?

10. How do you handle your failure?


Useful Expressions

For an interviewee

依我的资格和先前做实习生的工作经验 , 我觉得我对所从事的每一项工作都

很努力､负责､勤勉｡我的速记能力和与人相处的技巧 , 对贵单位必有价值｡

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.

我希望能获得一份更好的工作 , 如果机会来临 , 我会抓住｡

2. Well, I am hoping to get an offer of a better position. If opportunity knocks, I

will take it.


Useful Expressions

For an interviewee

我觉得我对贵公司能做些积极性的贡献｡

3. I feel I can make some positive contributions to your company in the future.

我在学校的训练 ,加上实习经历 , 使我适合这份工作｡我相信我能成功｡

4. My graduate school training combined with my internship experience should

qualify me for this particular job. I am sure I will be successful.

这种特点就是我先前兼职工作所需要的 , 我知道我能应付自如｡

5. The trait is needed in my previous part-time position and I know I can handle

it well.


Useful Expressions

For an interviewee

适应能力和幽默感｡

6. Adaptability and sense of humor.

他们说杰克是位诚实､学习努力､负责任的人 ,他对同学和朋友都很关心｡

7. They say Jack is an honest, hardworking and responsible man who deeply

cares for his classmates and friends.

正如你所知道的 , 高职院校都非常重视专业技能的实操训练 , 所以我在学校时就

已经接触到了很多秘书的常规工作｡

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.


Useful Expressions

For an interviewee

我要以更清楚文明的方式提出我的看法 , 使对方了解我的观点｡

9. I will try to present my ideas in a more clear and civilized manner in order to

get my points across.

我们大家都不是生来就有经验的 ,尽管我没有文秘工作经验 , 我相信自己有很大

的自我提升潜能｡

10. None of us was born “experienced”. Although I’m a green hand as a

secretary, I am sure I have much potential in self-promotion.


Sample Writing

Section 1: Resume

Whether you want to advance in your chosen field or you’re 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 you’re making a truly worthwhile investment. Here is how:

如果你想在自己选择的领域有所发展或者想变换工作 , 个人简历是找工作的必备条件｡它能反映你所具备的经验和技能｡合格的简历有助于你找到真正心仪的工作｡下足功夫把简历写得尽可能完美是一件特别有意义的事情｡


Sample Writing

Sample Linda Jackson

2800 Covington Lane Branson MO550Telephone: 1-229-111-1221 Home Email: [email protected]

Dependable, confident secretarial professional with progressive experience in

office management.

Summary of skills

· Windows 2000/XP

· File Management

· Excel

· PowerPoint

· Publisher

· Stenography80 wpm

· 10-key

· Records Management


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

1998-2001: Albertus Magnus College, Newzealand, B.A., majored in Secretary.


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 1 Part 2 Part 3 Part 4 Part 5

Sample Writing

Section 2: A Letter of Application

求职时不仅需要个人简历 , 你还需要准备一份求职信 ,其目的是为了突出你的资格､能力并且主动回答你未来雇主心中存在的疑虑｡

在信上方某个位置写明地址｡注明收信人姓名､头衔､公司名称､地址｡简单说明你的写信目的､应聘职位､刊登广告的渠道｡概述你的经历和所掌握的技能 , 对职业进行简单分析 , 着重突出你的专业和技能

达到的水平｡

说明何处､用何种方式能联系到你 ,感谢对方给你提供求职机会｡信尾结束语｡


Sample Writing

Dear Mr. Green

I am writing to apply for the secretary position advertised in the local Yangch

eng Evening Newspaper dated October 15th, 2008. 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


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.

· I’m 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, 13000055555. 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

Jocelyn Zhang


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.


preparation _____________

qualified ____________

to be smart _____________

www.themegallery.com

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


in good time _____________

your mobile _____________

take a last look at your notes ____________________________

digital watch _____________

to calm your nerves

and your breathing

___________________

_________________ .

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.


Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

A. Are you here for 1

(今天的报纸上刊登的招聘广告吗 )?

B. Yes, I am. Could you tell me something about it?

A. 2

( 你想了解哪方面的信息呢 )?

B. Well, first of all 3

( 我想知道这个职位是否还空缺 )?

A. Yes, it is still open.


the post which is advertised in today’s local newspaper ______________________________________________?

What kind information do you want to learn about it ______________________________________________?

I wander whether it is still vacant _______________________________?


Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

A. Yes, it is still open.

B. Wonderful. 4

( 我该如何申请它呢 )?

A. We’ll need 5 ( 你的个人简历 ),

6

( 一张正式医院的健康体检报告 ) and

7

( 两份原先系领导和老师的推荐信 ).

B. Oh, I see.


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 ___________________________________________________________

Exercises

4. Practical Writing.

ABC Company wants an English secretary, please write a resume and an

application letter according to your own personal data.


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 don’t get into a stare

down! Sit up straight. Try to relax. It’s 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


Exercises


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

won’t be hired if the interviewer isn’t sold. Pump up your enthusiasm prior to the

interview. Never gripe or complain about past employers, jobs, classes etc.


Exercises


Ask pertinent questions. Be prepared to ask a few questions. Do not

monopolize the interviewer’s time, particularly if you know they have

appointments scheduled following your interview. Do ask thoughtful questions.

Don’t 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


Exercises


Follow up. If you haven’t heard from the interviewer within the time frame

indicated at the close of the interview, call them to relay a polite reminder that

you’re still interested in the job. Ask when they plan to make a hiring decision.

If you aren’t 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.


Exercises


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.


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 ________________,


Exercises


4. While asking questions, the interviewee may keep the following ideas in mind.

Firstly, Secondly,

5. After taking an interview, you’d better if you aren’t

hired, and

Please fill in the blanks according to what you have learnt from the passages.


keep in touch with the interviewer _______________________________,

Be prepared to ask a few questions ______________________________________.

Do ask thoughtful questions __________________________.

follow up _________, say thanks ___________,

chin up __________.

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. That’s why it’s always important to dress

professionally for a job interview, even if the work environment is casual.

You’ll 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


Social Etiquette

Men’s 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

Women’s 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


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.


seeking employment as a secretary unit 1 study objectives

Documents

good secretary

dialogues dialogue

linda simpson s

susan brown h

henry stevenson s

dialogues miss susan

good morning

good afternoon