SHORT-TERM TRAINING PROGRAM ON SECRETARY WORK

1. Training objectives
To provide learners with knowledge and guidance on methods so that learners are capable of taking on the positions of secretary and administrative assistant in offices of agencies, organizations and enterprises; to improve understanding of the tasks, roles, positions and basic skills and expertise of secretaries in general and leadership secretaries in particular; to self-train to master some basic and necessary skills of a secretary such as: Collecting, processing and synthesizing information; advising properly and effectively; drafting and managing documents as required; knowing how to communicate, behave and harmonize relationships in the agency; knowing how to organize, implement, manage time and perform assigned tasks effectively...
2. Training objects
- Chief, deputy chief of office; Head, deputy head of administrative department/section; Office staff; Office secretary; Assistant or personal secretary for leadership and management positions... of state agencies, enterprises or socio-political organizations, socio-professional organizations.
- Officials, civil servants and public employees currently working in the administrative - office sector in general at state agencies, enterprises, and organizations at central and local levels;
- Students of secondary schools, colleges and universities (especially students about to graduate, who want to work in business offices and government agencies);
- Organizations and individuals who need to improve their knowledge of secretarial work.
3. Training time
01 month (weekdays or on Saturday and Sunday)
4. Total course knowledge
Total credits to be accumulated are 05 credits (75 periods), including:
- Compulsory courses: 04 credits
- Elective course: 01 credit
- Professional practice: 01 credit
After the course, students will gain the following knowledge:
- Regarding knowledge: Learners grasp basic knowledge about the tasks, roles, positions and basic skills and operations of secretaries in general and executive secretaries in particular such as: information collection and processing, document drafting and management, reception; some necessary skills such as: consulting skills, administrative communication skills, time management skills,...
- Regarding skills: Learners are able to undertake and perform well the work of a secretary or administrative assistant in offices of agencies, organizations and businesses.
- Regarding attitude: Learners are aware of the position and role of the secretary and leadership secretary positions in agencies and organizations.
5. Type of diploma awarded
Students who complete the training course and meet all the requirements of the training course will be awarded a certificate.
- Certificate name: “Secretarial Skills”
- Certificate issued by University of Social Sciences and Humanities - Vietnam National University, Hanoi.
6. Training program content

Note: Courses have detailed outlines attached.
7. Teaching and learning equipment
- Use modern classroom systems and equipment to meet the learning and teaching needs of the course.
- Practice equipment for students: File cover, mock documents, mock seals, A4 paper, pens, staplers...
8. Teacher requirements
Lecturers are experts in the field of teaching Administration - Office and Document - Archive, with a Master's degree or higher.
9. Implementation organization
Training courses are organized online or in person at the School or in localities in compliance with the regulations on training and certification of the Ministry of Education and Training, Hanoi National University and the Training Regulations of the University of Social Sciences and Humanities. In particular, the conditions for being granted a certificate are as follows:
- Students may not miss more than 2/3 of the course duration (including practical training);
- Students must complete 02 written exams or 02 final essays, including the exam or essay on Overview of Administrative and Office Work and General Secretarial Practice;
- The results of the written exams or essays at the end of the course must be 5 points or higher.

1. Module 1: Overview of administrative and office work
The course aims to equip learners with basic knowledge of administrative - office work, the content and nature of administrative - office work as well as requirements for staff doing administrative - office work.
Content 1: Overview of administrative and office work
- Administrative concept
- Office concept
- Offices in agencies and businesses
Content 2: Administrative and office work
- Concept
- The nature of administrative and office work
Content 3: Requirements for office administrative staff
- Quality
- Capacity
- Skill
2. Module 2: Introduction to Secretarial Practice
The course provides basic knowledge about the secretarial profession such as position, role, function, tasks, competencies and qualities required of secretaries working in agencies, organizations or businesses.
Content 1: Duties and positions of the secretary
- The concept of "Secretary"
- Duties of the secretary
- Position and role of the secretary
Content 2: Basic skills and duties of a secretary
- Basic operations
- Skills (Professional skills and complementary skills)
Content 3: The capacity and qualities of a secretary
- The ability of the secretary
- Qualities of a secretary
3. Module 3: Information collection and processing operations
The course provides learners with basic knowledge of information collection and processing such as concepts, principles, requirements and implementation procedures. Learners also practice some steps in the process of collecting, processing and providing information.
Content 1: General overview of information collection and processing
- Concept
- Principles of information collection and processing
- Information collection and processing requirements
Content 2: Information collection and processing process
- Determine information needs
- Identify information sources and information collection methods
- Apply information processing methods
- Provide information
- Information storage
Content 3: Practice collecting and processing information
- Collect information
- Information processing
4. Module 4: Document drafting and management
The course provides learners with basic knowledge about the document system, requirements for drafting, procedures and methods for drafting administrative documents; principles, procedures and methods for managing administrative documents.
Content 1: General overview of the document system
- System of legal documents
- Administrative document system
- System of professional and technical documents
Content 2: Requirements and methods of document drafting
- Text editing required
- Text editing process
- Methods of drafting some administrative documents
Content 3: Requirements and methods of document management
- Document management requirements
- Outgoing document management process
- Incoming document management process
- Job profile creation process
Content 4: Practice
- Drafting administrative documents
- Create a job profile
5. Module 5: Archiving Operations
The course on Archival Operations aims to provide learners with basic understanding of the role of archival work in general and archival operations in particular, helping learners have the skills to properly perform archival operations, instruct other staff to perform archival operations, and at the same time, the course helps learners have the mindset to manage and control archival work.
Content 1: Document collection and storage procedures
- Definition of archival collection
- The significance of collecting documents for archiving
- Basic tasks of collecting documents for archiving
- Procedures and methods for collecting documents into agency archives
Content 2: Archival document classification
- Definition of Archival Document Classification
- Purpose, principles and requirements of document classification
- Procedure for classifying agency archive documents
Content 3: Procedures for determining the value of archival documents
- Definition of archival value determination
- Principles of determining document value
- Method of determining document value
- Specific standards applied in determining the value of agency archive documents
- Tools to guide document valuation
Content 4: Archival document preservation operations
- Definition of archival preservation
- Purpose and principles of preserving archival documents
- Identify causes of damage to archives
- Organization of archival document preservation
Content 5: Professional activities of organizing the exploitation and use of archival documents
- Definition of organization for exploitation and use of archival documents
- Purpose and significance of organizing the exploitation and use of archival documents
- Forms of organization for exploiting and using archival documents
- Responsibility for promoting the value of archival documents
6. Module 6: Office reception
The course provides basic theoretical and practical knowledge about reception and reception work in agencies and organizations, helping learners to advise office leaders and leaders of agencies and organizations on reception work; at the same time, they are able to directly perform assigned reception tasks, contributing to maintaining, creating and developing relationships of agencies, organizations and enterprises.
Content 1: Overview of reception work in agencies and organizations
- Concepts and terms
- Content of reception work
- Duties of the receptionist
- The importance of reception work
Content 2: Responsibility for organizing and performing reception work
- Responsibility of agency leaders
- Responsibilities of the office and office leaders
- Responsibilities of unit leaders
- Responsibilities of the reception department and reception staff
- Responsibilities of officers and employees
Content 3: Office receptionist duties
- Building the image of the agency
- Reception etiquette when welcoming and receiving guests
- Reception protocol in organizing events and meetings
- Communication etiquette, behavior with guests and style
- Internal reception protocols
7. Module 7: Effective consulting
The course provides learners with basic knowledge about effective consulting such as concepts, roles of consulting work, consulting content, principles and consulting processes.
Content 1: Overview of staff work
- Concept
- The role of staff work
- Advisory content
- Principles and requirements of the staff
Content 2: Consulting process and methods
- Consulting process
- Effective consulting methods
Content 3: Practice
- Situational exercises
- Choose a practical issue to advise on
8. Module 8: Professional Practice
The course requires learners to gain practical experience and apply the learned skills to the practical work of the agencies, organizations and businesses where they work. Through practice, learners will accurately assess their own strengths and weaknesses to become a professional secretary.
Course product: The practical result is the final essay. The essay will be evaluated and will be the basis for granting certificates to learners.
9. Module 9: Administrative communication skills
The course provides learners with basic knowledge of administrative communication. The knowledge is equipped to help learners perceive their own communication abilities and at the same time develop and perfect communication skills to apply effectively in life in general and in the office environment, administrative communication in particular.
Content 1: General communication issues
- Concept
- Function
- Communication process
- Means of administrative communication
- Causes of communication failure
Content 2: Communication skills
- Listening skills
- Speaking skills
- Reading skills
- Writing skills
- Emotional mastery skills
Content 3: Skills in administrative communication
- Principles of administrative communication
- Communicate with superiors
- Communicate with subordinates
- Communicate with colleagues
10. Module 10: Event organization skills
The course provides learners with basic knowledge of event organization skills. Based on the equipped theories as well as practice, learners are able to perform some basic work content in the process of implementing common types of events of agencies, organizations and businesses.
Content 1: Overview of event organization
- Event concept, event organization
- Classification of event forms in agencies
- The role of event organization in agencies
-Requirements of event organizers
- Office responsibilities in event organization
Content 2: Event organization process in the agency
- Determine the goals and themes for the event
- Plan and implement event preparations
- Event execution
- Resolve work after the event ends
- Content 3: Methods of organizing some common events in agencies
- Organizing seminars and conferences
- Organizing the anniversary of the agency's founding, the ceremony to receive the title
- Organizing opening and inauguration ceremonies
11. Module 11: Presentation skills
The course provides basic knowledge about presentation skills: Presentation concepts, presentation stages and effective presentation methods. On that basis, learners are able to apply subject theory to presentation activities in practical work and accurately evaluate the results of their own presentation activities.
Content 1: Concept and role of presentation
- Presentation concept
- Concept of presentation skills
- The role of presentation skills
Content 2: Requirements for presentation activities
- Content requirements
- Method requirements
- Efficiency requirements
Content 3: Effective presentation skills
- Prepare presentation
- Make a presentation
- Evaluate results
12. Module 12: Teamwork skills
The course provides learners with basic knowledge about teamwork skills. On that basis, learners are able to develop teamwork skills such as: group communication, group leadership, handling group conflicts... The course also helps learners build confidence and awareness of their own role in performing tasks in work groups.
Content 1: Concept and role of teamwork skills
- Group concept and teamwork skills
- Characteristics of working groups
- Stages of group formation and development
- The role of teamwork skills
Content 2: Requirements for members in group activities
- Requirements for team leader
- Requirements for group members
Content 3: Teamwork skills content
- Team design skills
- Communication skills in teamwork
- Skills in organizing/conducting group meetings
- Skills to evaluate and control teamwork process
- Resolve and manage conflicts within the group
13. Module 13: Conflict Management Skills
The course provides basic knowledge and skills on conflict management so that learners can understand the nature of conflict, be able to distinguish between beneficial and harmful conflicts; know how to prevent and resolve conflicts in agencies and offices in accordance with their roles and responsibilities.
Content 1: Overview of conflict
- Concept of conflict
- Causes of conflict
- Characteristics of conflict
- Views on conflict
Content 2: Classify types of conflicts in organizations
- Classification by relationship within the agency
- Classification by size
- Classification by properties
Content 3: Conflict management and resolution methods
- Prevent harmful conflicts
- Promote beneficial conflict
- Principles of conflict management
- Conflict management methods
- Conflict management process
14. Module 14: Time management skills
The course provides basic knowledge of time management skills. On that basis, learners are able to apply the subject theory to work and use time effectively in agencies, organizations, businesses and individuals in work and life.
Content 1: Overview of time management
- The concept of time management
- Content of time management
- The meaning of time management
Content 2: Effective time management skills
- Understand yourself
- Understand the job
- Neat
- Work better
- Communicate more effectively
- Time control
Content 3: Applying time management skills in office administration
- Time management in performing office administration functions
- Time management by job position in the office
15. Module 15: Relationship Development Skills
The course provides soft skills to help learners develop and improve themselves, thereby enhancing professionalism in office management and operations, effectively contributing to the overall quality of operations of agencies, organizations and businesses.
Content 1: General overview of relationship development skills
- Relationships at work
- The role of relationship development skills
- Principles of developing relationships at work
Content 2: Skills to develop relationships at work
- Relationship building skills
- Relationship maintenance skills
- Relationship development skills
16. Module 16: Work organization skills
The course equips learners with the necessary skills in the process of implementing practical work proactively and independently. As a supplementary course for learners, work organization skills will be necessary for secretaries, helping to control time and use plans scientifically and reasonably.
Content 1: Work organization, the role of work organization in the organization
- Concept of work organization
- Characteristics of work organization
- The role of work organization
- Requirements of the work organization
Content 2: Organizing department work
- Determine functions and tasks
- Personnel planning
- Define job description
- Arrange work for subordinates
Content 3: Organizing personal work
- Prioritize work
- Arrange files
- Arrange the workplace
- Information management
- Work planning
17. Module 17: Negotiation skills
The course provides people with some basic knowledge about negotiation at work such as principles and requirements in negotiation; negotiation process and methods.
Content 1: General overview of negotiation skills
- Concept
- Role
- Principles and requirements of negotiation
Content 2: Negotiation process
- Preparation phase
- Implementation phase
- Final stage
Content 3: Practice
- Negotiation with partners
- Negotiate with colleagues

18. Module 18: Building organizational culture
The course helps learners clearly understand the cultural norms formed in the organization and their impact on professional activities. In particular, the course enhances learners' awareness and consciousness of promoting the role of the secretary in building, maintaining and protecting the image of the organization through implementing cultural norms in the workplace.
Content 1: General theory of organizational culture
- Concept of culture, organizational culture
- Characteristics of organizational culture
- Factors affecting organizational culture
- Criteria for evaluating organizational culture
- The role of organizational culture
Content 2: Legal regulations on organizational culture
- The need to build legal regulations on organizational culture
- Process of building legal regulations on organizational culture
- Some current legal regulations on organizational culture
Content 3: Orientation and measures to build organizational culture
- Responsibilities of leaders of agencies, organizations and enterprises
- Responsibilities of office managers
- Responsibilities of officers, civil servants and members