Most commonly reported Work Activities

• Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
• Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organising, Planning, and Prioritising Work Developing specific goals and plans to prioritise, organise, and accomplish your work.
• Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Documenting/Recording Information Entering, recording, storing, or maintaining information in written or electronic/magnetic form.
• Evaluating Information to Determine Compliance with Standards Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Communicating with Persons Outside Organisation Communicating with people outside the organisation, representing the organisation to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Processing Information Compiling, coding, categorising, calculating, tabulating, auditing, or verifying information or data.

The Work

The secretary's main role is to help managers make more efficient use of their time and energy. Secretaries must use initiative and judgement to relieve their manager of unnecessary pressures or frequent interruptions. This sometimes means using their initiative to make decisions on a manager's behalf.  
 
They usually take charge of all incoming telephone calls, deal with routine enquiries, take messages and decide which calls need the immediate attention of the manager. Secretaries may be responsible for checking incoming mail, faxes and email, and deciding which correspondence the manager needs to look at or deal with personally.  
 
They organise and prioritise office correspondence on their manager's behalf, and keep an efficient diary to record all appointments.  
 
Managers normally dictate letters to their secretaries, who may use shorthand, or audio typing skills. Using their initiative, secretaries also prepare and word process draft replies to correspondence without supervision, showing these to their manager for approval and signature.  
 
Secretaries keep their manager's diary and may arrange meetings on their behalf. They also use writing skills to draw up an agenda prior to a meeting, take accurate minutes (often using shorthand) and write them up concisely afterwards. Before the meeting begins, they distribute the agenda and any other relevant papers to people who will be attending the meeting.  
 
Some secretaries make their manager's travel arrangements, reserving hotel rooms and planning the travel itinerary. Secretaries may also do this for international colleagues or clients who visit the organisation. Sometimes secretaries go with their manager on business trips or to attend conferences.

Most commonly reported Work Tasks

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organisations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

Further Information

• Secretary - from: N.C.S. [UK]
• Secretary - from: N.C.S. [UK]
• Secretary - from: N.C.S. [UK]

This occupation is typically suited for people with the following Career Interests:

Administrative

Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.

They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.

Social

The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.

Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.

Usual entry is through a full- or part-time course in secretarial studies. There is a very wide choice of institutions and courses available. Most of the Vocational Colleges, Community Colleges, Colleges of Further Education and Senior Colleges offer a range of courses and qualifications in Secretarial Studies.  
 
Training & Development Pathways

FET Centre Traineeship: Business Admin, Customer service, Office Admin in centres around Ireland courses at NFQ Level 5 Search our FET Coursefinder

FET PLC Courses: Business Admin, Sales, Office Admin, Secretarial (Legal & Medical) courses available around Ireland at NFQ Levels 5 Search our FET PLC Coursefinder

Apprenticeship: Finance, Insurance, Sales Apprenticeships NFQ level 6-8 Search Apprenticeships

Higher Education CAO Entry: Business Admin, Finance NFQ Levels 6-8 Search our CAO coursefinder 

Last Updated: March, 2023

Salary Range (thousands per year)* €30k - €45k

Salaries Vary by employer, role, duties, location, shift pattern, and experience. 

Data Source(s):
Morgan McKinley / Brightwater / Sigmar/ Indeed

Last Updated: February, 2024

* The lower figures typically reflect starting salaries. Higher salaries are awarded to those with greater experience and responsibility. Positions in Dublin sometimes command higher salaries.

View Salary information from Indeed.ie
Note: data not aways available

This information has been derived from the Solas National Skills Bulletin (2023).

Employment in this occupation has been declining annually since 2019, resulting in a negative average growth rate for the five-year period. Combined, the education, health and professional activities sectors accounted for over two-thirds of employment.

A high share of workers was employed in part-time roles (45%) and almost 40% were aged 55 years and older. As demand for PAs and secretaries falls, those leaving these roles may not be replaced which may see a continued decline in employment levels for this occupation.

• Pitman Training Centre

  • 3 Westland Square, Pearse Street, Dublin 2
  • 1800 532632
  • Click Here

• Institute of Chartered Secretaries and Administrators

  • ICSA Irish Region, P.O. Box 7568, Foxrock, Dublin 18
  • [email protected]
  • Click Here