Steps to Becoming a Professional Secretary

The role of a secretary has significantly evolved since its inception, with various organizations providing comprehensive training for aspiring secretaries. One of the most renowned institutions for such training is Pitman Institute, which offers a full secretarial course. This certification is considered one of the earliest and most globally recognized qualifications. For instance, before 1975, many vocational schools, including the RSA Royal Society of Arts, provided similar training that garnered widespread acknowledgment.

Pitman’s certification has stood the test of time, serving as an exemplary standard for professional secretarial skills. I myself qualified as a Pitman Secretary at the age of 15 in 1975 - a demonstration that securing such a qualification is quite common even for young professionals. However, it's important to note that the title 'Secretary' encompasses a wide spectrum of roles, such as the highly specialized 'Company Secretary.'

A Company Secretary or 'comsec' holds a senior position within an organization, akin to that of a company director. This role is about corporate governance, compliance with statutory requirements, and serving as the named corporate representative on legal documents. Unlike typical secretarial roles, a comsec requires a more comprehensive background, often involving legal or financial expertise. Most comsecs have a background in law or accounting, reflecting the critical nature of their responsibility in corporate governance.

The Evolution of Receptionist Roles

While the role of the traditional secretary remains significant in many industries, the landscape of administrative roles has undergone substantial evolution. With the widespread adoption of mobile phones and the increasing use of IVRs (Interactive Voice Response), many office environments have seen a shift away from human receptionists. These systems have largely replaced the need for human receptionists to handle phone calls and direct visitors, which were once the core responsibilities.

In many corporate settings, security guards now often take on additional roles, including greeting visitors and directing them to their destinations. This is particularly common in large organizations where the volume of visitors can be high. However, in the hospitality industry, particularly in large hotels, traditional receptionists still play a crucial role. They serve as the first point of contact for guests and require a high level of communication and public relations skills to ensure a positive first impression and handle any guest-related issues effectively.

To excel in such roles, one must possess excellent communication skills and a deep understanding of the organization’s policies and procedures. Handling difficult situations and preventing escalations of complaints is also a critical skill. Public relations (PR) professionals often embody these characteristics and can offer detailed insights into the necessary competencies for excelling as a real estate, corporate, or hotel receptionist.

Conclusion

The paths to becoming a professional secretary or a receptionist are diverse, but they both require specific skills and qualifications. Whether you’re aiming for a traditional secretarial role or a position as a company secretary, or a receptionist in a hospitality setting, acquiring the necessary training and skills is key. Organizations like Pitman Institute, the RSA, and other training providers play a vital role in equipping aspiring professionals with the knowledge and competencies needed to succeed in these roles.