334 Administrative and Specialized Secretaries

Office supervisors supervise and coordinate the activities of workers in Major Group 4: Clerical Support Workers. Tasks include - (a) coordinating, assigning and reviewing the work of clerks engaged in the following duties: word processing, record keeping and filing, operating telephones and switchboards; data entry, desktop publishing and other activities involving general office and administrative skills; (b) establishing work schedules and procedures and coordinating activities with other work units or departments; (c) resolving work-related problems and preparing and submitting progress and other reports; (d) training and instructing employees in job duties, safety procedures and company policies, or arranging for training to be provided; (e) evaluating employees’ job performance and conformity with regulations, and recommending appropriate personnel action; (f) assisting in recruitment, interviewing and selection of employees. Examples of the occupations classified here: - Clerical supervisor - Data entry supervisor - Filing clerks supervisor - Personnel clerks supervisor Some related occupations classified elsewhere: - Medical records unit supervisor - 3252 Notes Workers who supervise the activities of clerical support workers in law offices and legal departments are classified in Unit Group 3342: Legal Secretaries. Those who supervise the activities of clerical support workers in health facilities where the work requires specialist knowledge related to health and medicine, such as processing medical records and hospital admission details, are classified in Unit Group 3344: Medical Secretaries. Those who provide direct secretarial and administrative support to a manager or professional, (except legal and health professionals) and also supervise the activities of clerical support workers are classified in Unit Group 3343: Administrative and Executive Secretaries.

Legal secretaries apply specialized knowledge of legal terminology and procedures in providing support to legal professionals with communication, documentation and internal managerial coordination activities, in law offices, legal departments of large firms and governments. Tasks include - (a) preparing and processing legal documents and papers, such as deeds, wills, affidavits and briefs; (b) reviewing and proofreading documents and correspondence to ensure compliance with legal procedures; (c) mailing, faxing or arranging for delivery of legal correspondence to clients, witnesses and court officials; (d) organizing and maintaining documents, case files and law libraries; (e) screening requests for meetings, scheduling and organizing meetings; (f) assisting in the preparation of budgets, monitoring of expenditures, drafting of contracts and purchasing or acquisition orders; (g) supervising the work of office support workers. Examples of the occupations classified here: - Legal practice manager - Legal secretary Some related occupations classified elsewhere: - Legal assistant - 3411.

Administrative and executive secretaries perform liaison, coordination and organizational tasks in support of managers and professionals and/or prepare correspondence, reports and records of proceedings and other specialized documentation. Tasks include - (a) drafting administrative correspondence and minutes; (b) obtaining, proposing and monitoring deadlines and follow-up dates; (c) screening requests for meetings, scheduling and organizing meetings and travel arrangements; (d) assisting in the preparation of budgets, monitoring of expenditures, drafting of contracts and purchasing or acquisition orders; (e) liaising with other staff about a range of matters relating to the organization’s operations; (f) writing and answering business or technical letters and other similar correspondence; (g) preparing verbatim reports of proceedings in legislative assemblies, courts of law or other places, using shorthand or specialized office equipment. (h) supervising the work of clerical support workers. Examples of the occupations classified here: - Administrative secretary - Correspondence assistant - Court reporter - Executive assistant - Personal assistant Some related occupations classified elsewhere: - Medical transcriptionist - 3344 - Secretary (general) - 4120.

Medical secretaries, using specialized knowledge of medical terminology and health care delivery procedures, assist health professionals and other workers by performing a variety of communication, documentation, administrative and internal coordination functions, to support health workers in medical facilities and other health-care related organizations. Tasks include - (a) scheduling and confirming medical appointments and communicating messages for medical staff and patients; (b) compiling, recording and reviewing medical charts, reports, documents and correspondence; (c) interviewing patients to complete forms, documents and case histories; (d) completing insurance and other claims forms; (e) maintaining medical files and records and technical library; (f) preparing financial statements and billing procedures; (g) assisting in the preparation of budgets, drafting of contracts and purchasing or acquisition orders; (h) supervising the work of office support workers and other office staff. Examples of the occupations classified here: - Dental secretary - Hospital ward secretary - Medical insurance billing secretary - Medical office administrative assistant - Medical practice manager - Medical secretary - Medical stenographer - Medical transcriptionist - Pathology secretary - Patient care secretary - Medical laboratory secretary Some related occupations classified elsewhere: - Medical records technician - 3252 - Medical assistant - 3256 - Secretary (general) - 4120 - Medical office receptionist - 4226.