Roanoke Times
Copyright (c) 1995, Landmark Communications, Inc.
DATE: SUNDAY, January 29, 1995 TAG: 9501270005
SECTION: BUSINESS PAGE: F3 EDITION: METRO
SOURCE: CAMILLE WRIGHT MILLER
DATELINE: LENGTH: Medium
A: Geri Richardson, past president of Professional Secretaries International, recommends ``establishing a clear job description and list of duties.'' For example, ``what software will your secretary need? Will you train for that software or must your new employee already know the program? Is knowledge of special terminology, such as legal or medical terms, important?''
Richardson, a certified professional secretary, notes that ``secretaries serve as office professionals making travel arrangements, managing multiple phone lines, and reporting to multiple managers. The demands are greater.'' The clearer your expectations, the better your hiring decision.
If you expect your ``secretary to be part of a team, explore the individual's work ethic as well.'' Will your secretary be ``willing to work late and come in early on occasion? Does the person plan to be with you for some time'' or would another opportunity terminate loyalty?
If your company's growing, Richardson suggests asking candidates if they are ``interested in growing with the company or have a preference for maintaining the position as originally created?''
Finally, Richardson, office manager for Lucas Physical Therapy, recommends considering the public role of your secretary. ``If working without people contact, you and the secretary must get along well;'' however, if your secretary is your first public relations contact, ``it's critical that telephone etiquette and meeting the public are highly polished skills.''
Make a list of duties, expectations, and people your secretary is expected to meet. Giving advance thought to your needs will help you identify the best candidate for the job.
Q: I've been told ``no promotions without additional education;'' I'm not certain where to start. It's been years since I was in high school.
A: Virginia Western Community College is an excellent starting point. Call the Office Admissions Office (857-7231) and ask for an admissions counselor.
Community colleges were designed to meet the educational needs of a wide variety of people. Consequently, they offer placement tests to help you get a solid start, have career counseling services to identify specific interests, and have advisors to direct course selection. Advisors also ensure you take courses which will transfer to local colleges, if that's your goal.
Community colleges are excellent money bargains, offering a wide variety of classes, with many scheduled in the evening for those who work during the day.
While taking your first courses, visit the local four-year colleges. Consider, in choosing your baccalaureate institution, courses of study available, financial aid, and your instinctive reaction to the campus and people you meet. You need to feel at-home on the campus.
In no case should you let cost deter you from exploring educational options. Meet with a financial aid officer from each school to see what's available. You'll find, in all cases, staff members dedicated to helping you.
Information about four-year colleges is found in the telephone yellow pages under ``Schools-Universities and Colleges.'' Graduate programs, when you're ready, are available through Hollins College and the Roanoke Valley Graduate Center. You'll find the academic programs in the Valley are diverse and academically sound.
Q: I have two employees (a male and a female) who occasionally appear in unprofessional dress - specifically too tight jeans, stirrup pants, or skirts which are far too short. Should I point out where they fail to meet standards?
A: Clothing is one means through which we express our identity. Consequently, individuals feel strongly about their right to wear what they want. Though dress is a matter of personal taste, there are moments when individuals cross the bounds of good taste.
Before you challenge anyone's style, meet with your personnel manager to determine if a dress code exists in your organization. If yes, you have clear grounds to meet with your employees. Explain your concern and provide them a copy of the guidelines.
If your organization doesn't have a dress code, suggest one be considered. Many organizations are adopting dress codes in response to employees who moved far away from what's considered acceptable work garb. The personnel manager will also be able to discuss with you legal concerns surrounding mandated dress codes.
Fortunately, most employees understand that they serve as representatives of their organization and their personal style reflects on the company.
by CNB