Stenographer Secretarial Assistant (English) trade
The Stenographer Secretarial Assistant (English) trade is a vocational trade to help youngsters to become trained professionals to provide personal administrative support to the employer/ company in an organized way. It teaches you to engage in various administrative, and clerical activities in order to run an office professionally.
The curriculum for the Stenographer Secretarial Assistant trade is designed to develop and impart knowledge to students to acquire a variety of skills systematically. This includes verbal and written communication skills, attention to detail, confidentiality, planning and organizing, time management, interpersonal skills, customer-service orientation, initiative, reliability, stress tolerance, etc.
Achieving these skills through classroom coaching and refining them by regular on-the-job training programs will help you perform efficiently as a stenographer Secretarial Assistant in later years. And by doing so, you can build up a solid profile in a highly competitive labor market. In fact, a number of major companies regularly offer on-the- job training to fresh Trade certificate holders, under the National Apprenticeship Promotion Scheme (NAPS) launched in 2016.
Stenographer Secretarial Assistant (English)– Job Profile
There are good Job oppenings for candidates trained in Stenographer Secretarial Assistant (English). After successful completion of training, you are well equipped to work as a Stenographer Secretary and Administrative Assistant in various industry segments barring perhaps, the specialised set up with Legal or Medical background.
You will be quiet at home in a workplace of routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers
Functions of a Stenographer Secretarial Assistant
The following is a comprehensive list of functions, tasks and responsibilities of a Stenographer Secretarial Assistant in normal circumstances:
- Prepare and handle correspondence, reports, and documents
- Organize and coordinate meetings, conferences, travel arrangements
- Take, type, and distribute minutes of meetings
- Implement and maintain office systems
- Maintain schedules and calendars
- Arrange and confirm appointments
- Organize internal and external events
- Handle incoming mail and other material
- Set up and maintain filing systems
- Set up work procedures
- Collate information
- Maintain databases
- Communicate verbally and in writing to answer inquiries and provide information
- Liaison with internal and external contacts
- Coordinate the flow of information both internally and externally
- Operate office equipment
- Manage office supplies
Stenographer Secretarial Assistant (English)–Coaching Pattern
There are several reputed govt recognized institutes in India where you can study the course for Stenographer secretarial Assistant.
Stenographer secretarial Assistant Course Admission Eligibility
- You must have passed 10th Class from a recognized School Board in India
The main objective of the course is to eduate and train students on professional skills and knowledge and thereby increase their employability. The Stenographer Secretarial Assistant (English) trade course is for a period of one year in two six-monthly semesters.
In this semester the main focus will be to introduce things in an understandable way to a student who just passed out his 10th class exam. Many things are new to him. To begin with, the student will be required to learn about safety and environment, artificial respiratory resuscitation, etc.
You will get to know the idea about the computer hardware & its peripherals, classification of consonants, ling and short vowels, Logograms, Grammalogues Contraction & use of ‘the’ /punctuation mark, Final Hooks, List the prefixes, List the suffixes, Identify the monetary units & use it and shorthand, translation, and note-taking techniques and applies on the computer for speed typing in MS-Word.
First Semester- Syllabus for Stenographer Secretarial Assistant Trade Under CTS System
|Trade Topics||Trade Theory|
|Introduction||Career opportunities in the Industry; Different types of establishments; |
Related job opportunities; Organizational hierarchy, Attributes of a Stenographer & Secretarial Assistant; Duties and responsibilities of a Secretary / Stenographer; Inter-departmental coordination.
|Shorthand, Consonants||Definition, Classification, Arrangements and directions, Table of consonants, Joining of Strokes|
|Vowels||Long & Short Vowel, Dot & Dash Vowel, Places of Vowel, Following and preceding vowel, Intermediate vowel, Places for joined strokes & vowel|
|Short Forms||Logograms, Grammalogues, Contractions, Use of the tick, ‘The’ in phrasing, Punctuation Marks.|
|Dipthongs &||Definition, Signs, Places of Dipthongs, Triphthongs|
|Computer Fundamentals||Introduction, Definition, Utility, and types of Computers|
|Computer Hardware||Definition & Introduction, Motherboard & Processor, Input, Output & Storage devices.|
|Windows Operating System||Introduction, Log on accounts & Passwords, Minimizing, Windows resizing & Moving, Closing Windows, Windows Menu, Tool Bar, Task Bar, Start Button, Shutting down Windows., Desktop, Windows Explorer, Control Buttons, Open, Cut, Copy & Paste etc.|
|Computer Keyboard Functions||Function Keys, Letter Keys & Caps Lock, Number Keys & Special Character, Keys, Numeric KeyPad & Numeric Lock, Space Bar, Tab, Control, Insert, Alt & Delete Keys, BackSpace, Arrow Keys, Page UP, Page Down, Home & End Keys|
|Alternative forms of Semi Vowels &|
|W & Y, Abbreviated W, Semicircle of Y or Diaphone U, Triphone|
|Computer Keyboard Operations||Sitting Method, Sight & Touch Methods, Practicing Home Row, Upper Row, & Bottom Row Keys Shift Key Operation and Number|
Row, Alternative form of Aspirate H, Tick & Dot H, Downward H Stroke & Upward Sh Stroke
|MS Word||Processing with MS- Word, Use of Different Menus like|
entering, Selecting, Deleting, Copying, Cutting and Pasting, Finding and replacing Text, Use of AutoCorrect, Formatting with Word, Inserting Numbers, Bullets Paragraphs formatting
|The Circle||Small circle for S & Z, Circle and the strokes, Circle S with H stroke,|
Stroke L and circle S.
|Computer Speed Typing||Speed Calculation, Signs & Symbols, Roman Numbers, Capitalizations of Letters, Display, Counting Errors, Calculating speed and errors, Evaluation & Marking Scheme|
|Large Circle||Large Initial Circle for SW, Use of large circle, Medially and finally, Circle and vowel places.|
|The loops||Small Loop of ST/SD, Large loop for STR|
|Initial small hooks||R & L Hooks, SHR & SHL hooked strokes, Vowels and double consonants|
|Compound Consonants||Initial large hooks of WH/ WHL/KY/ GY/ KW/ GW/ MP/ MB strokes.|
|Final Hooks||N & F/V small hooks, Hooks and Vowels, Circles and Loops with finally, hooked strokes.|
|Large Final||(Shun Hook) Use of Shun after Circle, Use of shun hook after certain strokes|
|Halving Principles||Halving of Strokes for T or D, Halving of M,N,L,R, for D, Halving of MP/MB/NG hooked et|
|Doubling Principles||Doubling of Strokes for TR & DR, Doubling of MP/MB/NG and L Strokes, etc.|
|Prefixes & Suffixes||Definition, Use and representative lines|
|Intersection||Monetary Units & Round Figures|
|Contraction||Formation and uses, Essential Vowels|
|Simple Letter Writing||Simple Letters writing in shorthand and Useful Note Taking|
First Semester Examiantion
- Trade Theory (max Marks 30)
- Trade Practical (max Marks 100
|01||Dictation of any revisionary exercisee @ 60 WPM of 300 Words in 50 Minutes||40|
|02||Writing of shorthand outlines for short forms & phrases (Grammalogues, Logograms and Contractions) etc.||20|
(B.) Computer Application Practical
|03||Typing of passage on computer containing at least 200 words with observing the page display rules and take the print out of the same in 10 minutes.||20|
|04||Typing of the text in tabular form at least 5 columns and 10 rows and take the print out of the same in 30 minutes||20|
In the second semester, the students will be taught to experiment with the MS Office and its main components such as MS-Excel, MS-PowerPoint Presentation. This includes giving more insights into MS-Powerpoint, prepare and demonstrate MS-PowerPoint Presentation etc. Tasks such as creating E-Mail ID, correspondence through the mail, filling up online forms and documents for registration, etc, are some of the routines to work with. Other focus areas include Labelling the office layout, Name the dispatch and diary register & maintain the computer from virus effect, Identify all types of files, etc.
The trainees will be made to familiarise themselves with several tasks including booking tickets for rail, bus, air, and hotels, identify all types of official tools & equipment, Observe all types of postal services, Prepare all types of letters, notices, agendas, minutes, reports, circulars & memorandum. Trainees will also be trained to maintain a calendar of event and general Banking Correspondence as well.
Second Semester- Syllabus for Stenographer Secretarial Assistant Trade Under CTS System
|Trade Topics||Trade Theory|
|Office Secretary||Definition, Qualities, Qualification & Types of Secretary, Professional, personal duties and Functions of Office Secretary|
|Related Works||Application Writing, Complaint Writing, Social Letters like Informal Letters/ Invitation Letters/ Congratulation Letters, Thanks Giving Letters/ Condolence, Letters etc. and letters to the editors, General Banking Correspondence|
|Office Environment||Importance, Elements like Light, Temperature, Moisture, Ventilation,|
Noise, Interior Decoration, cleanliness, and Safety, Office Stationery, Office Forms and Manuals, Types of Office Stationery, Computer viruses, Use of Anti-Virus, Precautions & Scanning.
|Office Equipment||Principle for selection of Office equipment. Types of Office Equipment & Mailing Room equipment, Photocopier, and Communicating equipment.|
Duplicating Machine, Intercom & EPBX, Electronic Stencil Cutter, Personal Computer, Internet, FAX, Photostat, etc.
|Postal Services||Post Office Services, Importance of Pin Code, Postcard, Registered Letters, Ordinary, Insured Letters, Parcels, Business Reply Postcards, VPP, UPC, Monetary Services, etc., Speed Post and Courier Services, Types of Telegrams and other useful Postal Services: Post Bag, Post box, etc.|
|MS Office||Introduction, Importance of Office, Departments of Office, Functions, Duties, Characteristics of Office Manager, Office Layout, Types of Office Layout, Open and Private Office.|
|MS- Excel||Opening a Workbook; Entering text in worksheets, Editing Excel, Selecting & editing cell contents, Saving & Printing, Inserting/deleting data, rows, and columns, Worksheet ranges using cut, copy and paste|
Method; Using Formulas and functions, Arithmetic, logic, trigonometry,
Relative and absolute cell referencing; Formatting worksheets, Align center, left, right and justify cell contents, Using charts, chart types, selecting data, modifying charts.
|MS Power-Point||Introduction of PPT, Presenting documents in Powerpoint, add graphics to the document, Create a self-running presentation, Layouts, themes, and designs, Adding clip arts, diagrams, pictures, tables, and charts. Building animation effects, Transitions, Speaker notes, Copying a presentation to a CD/DVD/Pen drives, Editing and Printing presentations/ slides.|
|Identification of various files||Filing Meaning of Records, Compilation, and Classification|
|Internet||Introduction to Internet|
|Networking||LAN, MAN, WAN Using internet, Sending and receiving e-mail messages; Searching, Information from websites by the use of search engines|
Second Semester Examiantion
- Trade Theory (max Marks 30)
- Trade Practical (max Marks 100)
|01||Dictation @ 80 WPM of an unseen passage of 400 words and transcription in 40 minutes on Computer.||40|
(B.) Computer Application Practical
|02||Job- I Speed Test @40 WPM for typing of a Paragraph for 10 Minutes and Print out of the same||20|
|03||Job- II Typing of a Correspondence in prescribed format and Print out of the same||20|
|04||Job- III Preparation of Bill in MS- Excel and printout of the same||20|