Secretarial Practice and the Role of the Secretary
A secretary manages correspondence, records, appointments and confidential information for an executive or an organisation. The exam tests types of secretary, qualities, duties, and the company secretary's legal role.
Types and qualities
- Private secretary: personal assistant to one executive; needs confidentiality, discretion, loyalty, accuracy, organisation and communication skills.
- Company secretary: an officer of the company who ensures compliance with company law and advises the board.
- Qualities: integrity, confidentiality, adaptability, IT literacy, interpersonal skill and attention to detail.
Duties
- Private secretary: screen calls and visitors, handle mail, arrange appointments and travel, prepare reports, maintain files and draft correspondence.
- Company secretary: convene board and general meetings, prepare minutes, maintain statutory registers, make filings, advise on governance and coordinate disclosures.
- The board appoints a whole-time company secretary where the law requires it; the company secretary is a key managerial person.
Worked example
A director asks the secretary to backdate a board minute. Reasoning: refuse. Minutes must be an accurate, contemporaneous record of what was decided. Backdating misrepresents the record, can mislead regulators and may amount to fraud. Record the actual date and obtain board approval for the corrected minute.
Traps that cost marks
- Defining a secretary as only a typist.
- Treating the company secretary as outside the company's management.
- Breaking confidentiality for convenience.
- Confusing private and company secretary duties.