Text 2: Secretaries

Date: 2015-10-07; view: 2247.

There are two types of secretaries: company secretaries and private secretaries of executives.

Every company, both in Great Britain and the United Slates, is required, under the law, to have a company secretary.

In the case of private companies the directors are free to appoint any suitable person for this position.

But in the case of public companies the company secretary must be a properly qualified person, a member of a recog­nised institute or association. He or she may be one of the directors of the company. But if the company has only one director, the director cannot also be the secretary.

The company secretary is the chief administrative officer of the company. He or she is normally responsible for the company to comply with company law.

The correspondence of the company secretary is particularly concerned with shareholders' meetings, board meetings and various forms that must be sent outside. The company secretary may also deal with enquiries for information concerning other firms, although the accounts department often handles these matters. Administrative questions come into the sphere of the company secretary, under instructions of the board of directors.

As to private secretaries of executives they are practically personal assistants of executives. A secretary answers telephone calls, receives messages and makes many telephone calls on the instruction of her boss.

A secretary also helps in organization of meetings and conferences, entertainments of visiting customers, suppliers and other associates of the firm. She also deals with all the correspondence of her boss.

Secretaries write letters on making appointments or travel arrangements, letters of introduction, congratulation or condolence, invitations and replies to invitations.

Secretaries use various office equipment, like microcomputers, fax machines, photocopying machines and others.

Vocabulary

executive n - руководитель

adj - исполнительный, административный

executive committee - исполнительный комитет

to suit - устраивать

suitable - подходящий

to qualify - квалифицировать

qualified - квалифицированный

properly qualified - достаточно квалифицированный

member - член

member of an institute (organization, parlia­ment, government) - член института (организации, парламента, правительства)

to recognise - признавать, узнавать

recognised - признанный

recognition - признание, узнавание

officer - служащий, должностное лицо

to comply with smth - соответствовать чему-либо

to be concerned with smth - быть связанным с чем-либо

enquiry - запрос

to handle - иметь дело

to handle the matter - заниматься данным вопросом

sphere - сфера

to come into the sphere of smb - попадать в сферу деятельности кого-либо

message - сообщение

to receive (take) a message - принять сообщение

associate - партнер, компаньон

to arrange - устраивать, классифицировать

arrangement - соглашение, договоренность, мероприятие

travel arrangement - договоренность о путешествии; вся организационная сторона путешествия/поездки

to congratulate - поздравлять

congratulation - поздравление

a letter of congratula­tion - поздравительное письмо

condolence - соболезнование

to invite - приглашать

invitation - приглашение

to reply - отвечать

reply - ответ

in reply to smth - в ответ на что-либо

equipment - оборудование

Grammar Revision 2: The words many, much, lot, little, few

1 Перед исчисляемыми существительными могут стоять слова many, a lot of в значении много, few - мало, a few - несколько:

many secretaries (= a lot ofsecretaries) много секретарей

fewsecretaries мало секретарей

a few secretaries несколько секретарей

Many people work here. Здесь работает много людей.

Yesterday we received a few letters. Вчера мы получили несколь­ко писем.

2 Перед неисчисляемыми существительными могут стоять слова much в значении много, little - мало, a little - немного:

much correspondence много корреспонденции

little correspondence мало корреспонденции

a little correspondence немного корреспонденции

How much time have you got? Сколько (как много) у вас времени?

They import very little meat. Они импортируют очень мало мяса.

Exercises

9 Choose the right word and translate into Russian:

(many/ much) private companies

(a few/a little) administrative officers

(few/little) responsibility

(a lot of/a few) equipment

(a few/a little) enquiries

(a few/a little) activities

(many/much) entertainment

10 Translate these word combinations into English and make sentences:

несколько акционеров мало служащих много информации

очень мало поставщиков многие руководители мало времени

много сообщений много подразделений несколько журналов

несколько клиентов мало людей очень мало студентов

11 Complete the sentences:

(1) We received many enquiries ...

(2) Much correspondence is sent ...

(3) Many telephone calls will be made ...

(4) Very few appointments will be made ...

(5) A lot of equipment is bought...

(6) I have got a few ...

12 Translate the following sentences into English using the construction there is/there are:

(1) Есть несколько типов секретарей.

(2) Существует несколько видов поставщиков.

(3) В этой стране работает несколько заводов General Electric.

(4) На столе лежит несколько поздравительных писем.

(5) В США 50 штатов.

(6) Я не помню, сколько графств в Англии.

(7) В учебнике «Основы экономики и бизнеса» 22 урока.

13 Complete the following sentences from the text:

(1) There are two types of secretaries ...

(2) Every company, both in Great Britain and the United States ...

(3) In the case of private companies ...

(4) But in the case of public companies ...

(5) But if the company has only one director...

(6) The company secretary is the chief...

(7) The correspondence of the company secretary is particularly con­cerned with ...

(8) The company secretary may also deal with enquiries ...

14 Complete the sentences with the following words:

letters, law, matters, forms, instructions, personal assistants, office, equipment

(1)The company secretary is normally responsible for the company, to comply with company ...

(2)He is particularly concerned with various ... that must be sent outside.

(3)Although the accounts department often handles these ...

(4)Administrative questions come into the sphere of the company secretary, under... of the board of directors.

(5)As to private secretaries of executives they are practically ... of executives.

(6)A secretary answers telephone calls, receives messages and makes telephone calls on the ... of her boss.

(7)Secretaries write ... on making appointments or travel arrange­ments, ... of introduction, congratulation or condolence, invitations and replies to invitations.

(8)Secretaries use various like microcomputers, fax machines, photocopying machines and others.

15 Write down the questions for these answers:

(1)________? There are two types of them: company secretaries and private sec­retaries.

(2)________? The company secretary is the chief administrator of the company.

(3)________?His or her correspondence is mostly concerned with board meetings, shareholders' meetings and so on.

(4)________? He or she administers under in­structions of the board of directors.

16 Sum up what the text says about:

company secretaries

private secretaries

17 Have a look at a page from an office diary below:

Secretary's Diary

(a) Write down the translation of the following words (con­sult a dictionary if necessary):

supervisor

Re:

purchase

training manager

clerical staff

draft minutes

to follow up

file

barbecue

engagements

key stuff

follow-up

personnel management

anniversary

(b) Answer the following questions:

(1) Whom do you think this diary belongs to?

(2) What appointments are stated here?

(3) What do the notes mean?

Use your imagination, draw a similar page and fill it in if you worked as a secretarial services supervisor.

18 Have a look at the form below:

Executive's Diary - Mrs Pauline Henderson (Personnel Manager)

Say which form it is:

a form for booking accommodation

a form for booking appointments

a form for booking the use of some equipment

a form for booking the use of a conference room

Answer the following questions:

(1) Where do you think it is placed?

(2) Who are the persons whose names are written down in the form?

(3) What does the note mean?

(4) Where would you place your name if you worked there?