Secretary jobs in Finland
Secretaries perform a variety of administrative tasks to help keep an organisation run smoothly. They answer telephone calls, draft and send e-mails, maintain diaries, arrange appointments, take messages, file documents, organise and service meetings, and manage databases.
Secretary - Which skills are essential?
Disseminate internal communications using the different communication channels that a company has at its disposal.
Maintain an effective internal communication system among employees and department managers.
Create a filing system. Write a document catalogue. Label documents etc.
Put together documents coming from the photocopier, the mail, or the daily operations of businesses.
Keep an overview of the employees' vacations, sick leaves and absences, register these in the agenda and file the necessary documents and certificates.
Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.
Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.
Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
Convey relevant scheduling information. Present the schedule to the persons concerned, and inform them of any schedule changes. Approve the schedules and verify that everyone has understood the information sent to them.
Liaise via telephone by making and answering calls in a timely, professional and polite manner.
Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.
Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or footers, and insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses (usually in Excel). Create auto-calculating spreadsheets, create images, and sort and filter data tables.
The set of rules that govern the activity of a company.
Secretary - Which skills are useful but not essential?
Prepare the documents, slide shows, posters and any other media needed for specific audiences.
Plan, monitor and report on the budget.
Watch, analyse, and provide sufficient and required stationery items for business facilities to run operations smoothly.
Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
Demonstrate responsibility and professional duty of care to clients which will include communication skills and a focus of customer care orientation.
Communicate with suppliers and place orders for printed paper goods such as newspapers, magazines, books and stationery products for the store.
The area of law and legislation that concerns education policies and the people working in the sector in an (inter)national context, such as teachers, students, and administrators.
Write complete reports based on minutes taken during a meeting in order to communicate the important points which were discussed, and the decisions which were made, to the appropriate people.
Handle petty cash for minor expenses and transactions required for the daily running of a business.
Create professionally written content describing products, applications, components, functions or services in compliance with legal requirements and internal or external standards.
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.
The field of law that is concerned with the regulation of the relationship between employers, employees, trade unions, and the government.
Ensure the website content is up to date, organised, attractive and meets the target audience needs, the requirements of the company and international standards by checking the links, setting the publishing time framework and order.
Distribute mail correspondence, newspapers, packages and private messages to customers.
Manage the accounts and financial activities of an organisation, supervising that all the documents are correctly maintained, that all the information and calculations are correct, and that proper decisions are being made.
Prepare the invoice of goods sold or services provided, containing individual prices, the total charge, and the terms. Complete order processing for orders received via telephone, fax and internet and calculate the customer’s final bill.
The processes related to the administrative areas of an education institution, its director, employees, and students.
Administer currencies, financial exchange activities, deposits as well as company and voucher payments. Prepare and manage guest accounts and take payments by cash, credit card and debit card.