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Administrative?
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 best operating under supervisors who give clear guidelines, and 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.
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Occupation Details

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Bi-lingual / Multi-lingual Secretary

Job Zone

Education
Most occupations in this zone require job specific training (vocational training) related to the occupation (NFQ Levels 5 and 6 or higher), related on-the-job experience, or a relevant professional award.

Related Experience
Previous work-related skill, knowledge, or experience is required for these occupations. For example, electricians typically complete four years of training in order to perform the job.

Job Training
Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognised apprenticeship program may be associated with these occupations.

Job Zone Examples
These occupations usually involve using communication and organisational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include restaurant managers, electricians, agricultural technicians, legal secretaries, hairdressers, and web developers.

€25k > 35 
Bilingual Secretary
Salary Range
(thousands per year)*
€25 - 35 
Related Information:
Data Source(s):
FAS

Last Updated: May, 2013

* 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.
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At a Glance... header image

Translates, writes and interprets foreign language documents in an office environment.


The Work header image

Bilingual Secretaries read and translate letters and other documents, deal with telephone enquiries and visitors, interpret at meetings and conferences, and deal with a wide range of general secretarial duties.  
 
General secretarial duties include dealing with routine enquiries, taking messages, word processing, filing, photocopying and keeping an appointments diary.  
 
The amount of time a secretary spends working in a foreign language depends on the type of company they work for and their position within the company. Junior secretaries may spend much of their time working in their own language.  
 
If international clients or colleagues visit the company, the secretary usually receives them and handles arrangements for their stay, including hotel bookings and travel itineraries. Bilingual secretaries may act as interpreters during their visit.  
 
Depending on the type of organisation they work for, bilingual secretaries may deal with suppliers across Europe or beyond the continent, working closely with factories, transport and recorded dispatch companies, to monitor deliveries and confirm orders.  
 
Some bilingual secretaries perform a Personal Assistant (PA) role, which may involve office management. There would be a lot of contact with people such as clients, suppliers, and representatives of foreign organisations. You may be required to travel around the country or abroad. In this type of work their can be pressure to work quickly and effectively.

 


Tasks & Activitiesheader image

The following is a list of the most commonly reported tasks and activities for this occupation

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Use computers for various applications, such as database management or word processing.

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Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

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Create, maintain, and enter information into databases.

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Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

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Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

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Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

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Maintain scheduling and event calendars.

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Complete forms in accordance with company procedures.

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Schedule and confirm appointments for clients, customers, or supervisors.

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Make copies of correspondence or other printed material.

Work Activities header image

The following is a list of the most commonly reported work activities in this occupation.

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Organizing, Planning, and Prioritizing Work:  Developing specific goals and plans to prioritize, organize, and accomplish your work.

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Establishing and Maintaining Interpersonal Relationships:  Developing constructive and cooperative working relationships with others, and maintaining them over time.

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Performing Administrative Activities:  Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

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Communicating with Supervisors, Peers, or Subordinates:  Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

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Getting Information:  Observing, receiving, and otherwise obtaining information from all relevant sources.

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Processing Information:  Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

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Performing for or Working Directly with the Public:  Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

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Identifying Objects, Actions, and Events:  Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

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Updating and Using Relevant Knowledge:  Keeping up-to-date technically and applying new knowledge to your job.

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Making Decisions and Solving Problems:  Analyzing information and evaluating results to choose the best solution and solve problems.


Knowledge header image

The following is a list of the five most commonly reported knowledge areas for this occupation.

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Clerical:  Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

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English Language:  Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

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Customer and Personal Service:  Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

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Computers and Electronics:  Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

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Administration and Management:  Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.


Skillsheader image

The following is a list of the most commonly reported skills used in this occupation.

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Reading Comprehension:   Understanding written sentences and paragraphs in work related documents.

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Active Listening:   Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

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Writing:   Communicating effectively in writing as appropriate for the needs of the audience.

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Speaking:   Talking to others to convey information effectively.

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Critical Thinking:   Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

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Time Management:   Managing one's own time and the time of others.

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Service Orientation:   Actively looking for ways to help people.

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Monitoring:   Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

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Social Perceptiveness:   Being aware of others' reactions and understanding why they react as they do.

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Active Learning:   Understanding the implications of new information for both current and future problem-solving and decision-making.

Personal Qualitiesheader image

Bilingual Secretaries must have good secretarial skills. However, what is essential to the role of Bilingual Secretary is the command of language. A Bilingual Secretary must be able to type, take shorthand, speak or write in a foreign language. Students are normally trained in taking shorthand in their native language, but not in the foreign language.  
 
Audio typewriting and text processing in the foreign language(s) are two essential skills besides speaking and writing. A Bilingual/Trilingual Secretary must also be able to carry out short translations.  
 
As you will be interpreting for others and speaking different languages you may be expected to have clear speech in order to be understood effectively. A good telephone manner, communication and interpersonal skills are essential.  
 
Secondary skills of a Bilingual Secretary are the understanding of the cultural, political and economic situation of the country where that language is spoken.


Further Informationheader image

A detailed description of this occupation can be found on a number of online databases. Follow the link(s) below to access this information:

Note: you will be leaving the CareersPortal Site

Go..Bilingual Secretary - from:  N.C.S. [UK]
Go..Bilingual secretary - from:  GradIreland
Go..Spanish Speaking Administrator - from:  icould [UK] Video

Related Occupationsheader image

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Career Guidance

This occupation is popular with people who have the following Career Interests...


...and for people who like working in the following Career Sectors:

Clerical & Administration

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Moate Business College