Top 30 Secretary Interview Questions

A secretary needs to be very organized, describe to me your organization characteristics?
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Interview Questions and Answers List

1. A secretary needs to be very organized, describe to me your organization characteristics?
Best Answer
In order for me to be accurate at work, i need to know where my stuff is, so i like to label and organize Important document. i like to order my task from the most importat to the least and time my self so that everything is done when needed.
2.
Im able to multi task without feeling of stress whenever comes alot of work pressure.
3.
I make a to-do-list and cross out the tasks I complete.
4.
Everything has to be right. Everything has to be organised. Preparation needs to be done. Everyone would come to me as they knew I had everything ready. At times I would remark on organisational tasks from others.
5.
Planning your work..beginning with the most urgent.
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2. Customers can have a nasty attitude for no reason, either way, what techniques do you employ to calm down customers when they are irratated?
Best Answer
I usually cater to customers whether they are wrong or not. Most importantly I stay calm and don't let anger get to me. If there is only one person angry, they will start to realize there is nothing to be angry about.
2.
Listen to them then try to give a solution to calm there anger and that way walk thoughout the problem with them.
3.
Stay calm. Always be the positive one and explain in such a manner that will enable customer to understand the situation.
4.
I like to be helpful and kind and compasionate. As you never know what burdens people may harbor.
5.
Will try to understand them the situation n try to tell them the solutions which I can take.
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3. Have you ever coordinated an event? How did it go?
Best Answer
Yes, I did. Participation was great. I provided programs, food, entertainment, and speakers. It was a success.
2.
Yes, I have. Participation was a success.
3.
Yes, I coordinated an event, workshop for home providers. It was a success. I called all home providers. Each participant arrived and asked question.
4.
Yes, I coordinated a workshop for home providders. I called each participant and informed them of the event and time of the workshop. It was a success. All participants were came to the meeting and asked necessary questions.
5.
As a clerk in er, will doing a unit meeting. before that you'll prefer a agenda from your manager and you will inform all the staff about it.
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4. Tell me about your cash handling experience.
Best Answer
My experience with money started at kfc, taken orders and making sure im giving back the correct change back. ticket sellings fr sporting events at my highschool, cash handling, payment of orders, balancing float and making changes.
2.
Experience of working in a pressurised and/or busy environment.
3.
I've worked in retail over three years. I have handled over $500.00 counting my balancing my drawer when closing at night.
4.
My experience with money started at kfc, taken orders and making sure im giving back the correct change back. ticket sellings fr sporting events at my highschool, cash handling, payment of orders, balancing float and making changes.
5.
I have exsperience in restaruant and retail. Collecting money and giving change and balancing cash register at the end of my shift.
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5. What was your main weakness at your last job that you would like to improve upon at this one?
Best Answer
Accepting other jobs that cause me to forget my main task.
2.
forgetfulness, it bothered me when i forgot to do what i was supposed to.
3.
Too serious for all works
4.
A Team player. would like to corporate and be a good team member.
5.
My weakness was being a perfectionist. Even though there's a spell check, I try to utilize my grammar and spelling skills to ensusre there are no errors in my document.
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6. Why do you want to work for this office?
Best Answer
I know the company very well and I want to work here to improve my professional skills and enhance my career.
2.
You can see the expression on my face, since I started working here on the 1st of dec 2011, it has been an absolute pleasure, the management and staff have been so supportive and patient, the environment has been refreshing, interacting with the students has been phenomenal. I know if I continue working here I would be an asset to the University.
3.
I want to work in your office because i know that your company are good and i can help your company to grow and to learn more skills and knowledge. and i like the company vision for the clients to help them in their needs. and I think your company needed me.
4.
I want to work for this office to learn more knowlegde and skills and help to grow your company.
5.
Because i know that your office are good and i can help to grow your company..
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7. Tell me about a time when you missed some important details about a report, what happened?
Best Answer
I like to make things are done right. Sometimes unfortunately in banking you can be let down by others departments. Although I wouldnt do everything I was the relationship manager so it was about getting the connection done and right.
2.
I would immediately talk to management. Communicate and give a solution.
3.
I sent my receipts to the wrong person. I apologized and wrote a note to whom what receipts goes to as a reminder for next time.
4.
First confused then I called the other part and tell the details which are missing so the can add.
5.
Just as my activator strength shows impatience there maybe a time where I have made a plan and after following through someone else may have had a better idea. I had a task where I was to prepare a document and it needed to be done before a meeting and it got brought to me two hours before it needed to be done. The information had to be compiled fast and the data had to be made into a pie chart in Excel. I was able to get it done but for me I feel I could have had a better presentation for the meeting if I would have had more time given to me.
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8. Why did you leave your last job?
Best Answer
Financial problems.
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9. Tell me about yourself?
Best Answer
My name is doris ,39 years of Age Married with 3 Children finished my matric in 1993 and completed my COMPUTER CAREER IN 1994
2.
I have 6 years experience in administration
3.
I have 12 years experience
4.
Im christine, 25 years old, single, im living now at new salata with my sister and her family, i want a new change in my life right now and i like to do sports, especially swimming and badminton and i spend my free time with my family.
5.
My name is karen murphy I'm a honest, have good organisational skills, in my previous positon I worked as a switchboard operator my main priority keeping clients happy with fast and accurate service. Within a year I was offered a high position within the company I'm hardworking and a fast learner.
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10. How do you keep motivated?
Best Answer
Being positive, organised, professional
2.
I keep motivated by rotating within the sections and learn more and keep on asking questions if i dont understant
3.
Know that I am doing a good deed and keep focus to my work. I keep myself busy so that I won't get bored and get unmotivated.
4.
Working with different kinds of level of people eg senior maanger.
5.
Involving myself and learning different thing which gives knowledge and growth to your skills.
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11. How many years of office work have you had?
Best Answer
I started my internship in 2004. I then started with the law office and moved to the County in 2007. So have a total of 11 years experience.
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12. Describe to me a situation when you were given a large amount of data, had a purpose to analyze it, and gave an outcome regarding this data, explain to me the process you took forth in each stage of that process?
Best Answer
Once we would get an AVR sheet. It would have all his line managers. Mobile phone to line managers. Circle numbers. To make sure that all numbers belonged there. Cross of numbers.
2.
Portiflio was 250 cilents. There is only certain an amount that can be computertized. There was reviews. We were in charge of it. So we would create a spreadsheet to format. Update those details. Data information was always up to date.
3.
First I would organize the data I received so it will be easier to input. I would then input the data into a table or database. After all the information was inputted I would then analyze it and find the outcome of the data presented to me.
4.
Quarterly I have to do a year end report for carry permits. With this I have to take the information out of an access based program and put it into an excel spreadsheet where I am able to sort it out and use formulas needed. This is a whole year of intake of cash taken in and the reports needs to say what we have in the account from last year to this year and also how many people were denied a permit. So it is a two in one report but the largest part of the report is the money part more than the denial. I am also able to get a report from our county auditor to cross check the moneys deposited to verify that the end report of the actual amount in our report is complete.
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13. What signs of trust have you demonstrated in the past while working?
Best Answer
I always trust people. If I cannot get a job done properly people would tell me straight away. I am open minded. Happy to hear from them. I am a very straight person. Business company in mind.
2.
The fact that I trained people that they trained people. I was entrusted to pass it on to other co workers.
3.
I keep my word when I say I will get back to people, I am honest when I am not sure on how to do new things.
4.
If someone needs something done they know they can come to me. They can trust me by knowing that they gave me a job and it will get done in a timely manner and correctly.
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14. Describe a bad customer service experience you have had in the past and how you handled it?
Best Answer
I socialise with positive group of peaple.even if im down i believed the advices would bring me up.
2.
Disorganized
3.
I have had customers get very upset with me. I try to calm them, and do everything I can to help. If it is out of my control, I call in the managers.
4.
i was phone to the bank regarding my phone insurance coverage plan but they are not giving me right feedback
5.
Sometimes a customer does not understand how a business works. I need to understand their point of view first. Know the differences between what we are doing. Speak to them with their point of view.
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15. Tell me about a time when you had not done a task correctly because you were not trained propperly?
Best Answer
Probably be when I was training there was a cream that you had to put in specific areas of the body to relax if its in the wrong area you come up in spots. If you put it on our face for example you come up in spots. It was too rich. The women didnt train us properly.
2.
I cannot think of a time that this happened.
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16. Can you multi-task? What experiences have you done that represent to me how well you multi-task?
Best Answer
Every day was a multi tasking day. Every day will be different. Prioritize.
2.
Its a normal thing for me. I deal with a variety of different tasks. Keep your eye on it.
3.
Conservational. People in research say no one can multi task. It is spiliting focus. I would do one thing and do it properly and then move on to the next task.
4.
When you have many duties to do a in day you have to be able to organize first and then if someone comes to you during the day to do a job for them here comes some multi-tasking. Currently I back up a job and some days that job has a lot of work come in for it. If the person I help out comes to me and says she needs help I do drop what I am working on and do that job because it bring revenue into our office. This is not a hard task for me. Time management is really key in multi-tasking as well.
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17. Tell me about the most difficult supervisor you have ever worked with, and how you went about working with him or her?
Best Answer
Sometimes the supervisor can be quite loaded. I am doing my own things at the same time. They might end up giving me extra work to reduce their work load. I would say I understand all of this. I understand that we should proirtize and ask if this is okay.
2.
No because I like them all. But the past manager I worked for was very fussy. I do prefer men managers to female managers. Men seem a little more on ball.
3.
No one I have had conflict with. Honestly I have never had a major problem with a superior.
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18. Give me an example of when you procrastinated and it led to a very difficult situation? Whether requiring you more work in the end or turned a report into a disaster?
Best Answer
It was during tax season and I had not gathered all the information needed.
2.
I have to say that I am not much of a procrastinator. I actually hate procrastination. I would use the word of not being organizing but then I run my life off of being organized and making sure I am on time.
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19. You have been asked to set up a meeting, quickly go over the steps you take to make this meeting happen?
Best Answer
Please help
2.
A lot of the day to day activities- customers are very busy and have to deal with things there as. You might have people booked but there could be people coming in. Making sure the room was available to take them to the side to an ad hoc appointment.
3.
I had a time where I needed to get a room for a meeting of 10 people. We did not have a meeting space available in our building and I knew of a location where a meeting could be held. I called the facilitator and it ended up that that day that location was available for that two hour meeting. If it would not have been available we would have found a location that worked. PHone calls were made and they all showed up right at 10:00 for the meeting.
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20. Walk me through a typical day for you at your last office.
Best Answer
1. Write down a list of persons attending the meeting, gather together their contact information.2. Find a date and time in the calendar that works well for the meeting.3. Send out a notification of meeting time and date.
2.
I get to work, access my desk and the work load that my have been placed on my desk during the evening hours. I then organize that paperwork and head into my emails to be sure that nothing is urgent. If there is something urgent to respond to or handle I reprioritize. I have an idea of what I am doing in the day and get to it. If something comes up where I need to help with something else and it needs to be done in different correlation before another task, that tasks just get realigned.
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21. Why do you want to be an office administrator?
Best Answer
As I have discussed the strengths I posses I feel fit in perfect for this job. I have the ambition and the knowhow from my past jobs that have lead me to be able to apply for this position and be rightly suited for it.
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22. How proficient are you with Microsoft Excel?
Best Answer
sadsa
2.
I am fairly proficient, I know more than most because I am a mass communications major so I am required to work with softwares of all types.
3.
I work with computers very well.
4.
Excel- intermiate. Link worksheets. Run calenders through excel in expereince.
5.
Excel and word are the biggest system tools we used.
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23. Tell me a time when you had to handle something drastic, but no one was around, how did you do it?
Best Answer
I will see which part I can solve immediately first and urgently to keep contact the person.
2.
First I identified the problem and the possible solutions to take. Then I looked at which solution would produce the best repsonse.
3.
Depends on tasks. Generally I would see all these things. I would see which ones I need to solve immediately. See if I can stretch the problem until someone comes.
4.
A meeting wasnt canceled. Someone rang me saying a another wasnt in that they wasnt well. My ex employee thought he had cancelled his whole day. He had a situation where he had to stay up all night. He didnt cancel a supplier. I got a phone call from reception. A client was waiting for my ex employer. I told reception to say sorry and investigated the situation. I rang his duty to see if he can handle the situation he couldnt help and I explained the situation to the cilent. I rang reception and asked them for the client to be able to put on the phone. I rang him at a little stage to make the appointment. I said sorry and the cilent said its fine these things happen.
5.
The store was closed and we were doing displays. I was fixing the shelf. I put the shelf in place. By the workmen fastened properly so the shelf clampsed.
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24. What is your greatest strength?
Best Answer
I would have to say my analytical strength.
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25. How well would you say you supervise people?
Best Answer
Think of solutions. General people are happy with the way I supervise.
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26. Describe a time when you had really felt good about a performance in your job?
Best Answer
We had a guest complaint about the food we were serving how there wasn't a huge variety. I had dealt with this guest before and knew that she was only really seeking attention because she stayed at our hotel multiple times. I decided to make something special for her that's off the menu so that she will feel more appreciated.
2.
Making sure the office run smoothly. Comfortable result. Every day I tell myself that I have done a good job.
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27. Why are you the best candidate for us?
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28. What is your ideal company?
Best Answer
A company in which I could expand my capabilities , feel respected & of course be well-paid,
2.
My ideal company would be somewhere I felt comfortable, part of a team, and could grow as a person and advance in the company.
3.
Happy place to work, enjoyable, do not feel hard work, we enjoy doing our work, we always cheer up and have a laugh.
4.
Spilt of female and male. Quite gender diverse. Looks over the river. I like looking at water it relaxes me or scenary. Have a lovely place to have lunch so canteen. Part of the company pension after 3 months. Good staff discount- 30%-50% discount.
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29. Explain your greeting and how you handled phone calls at your previous employment.
Best Answer
Customer first. My greetings are cheerful and always with the will to help.
2.
I used to answer the phone with a smile cause I am the first person they get in touch with at the company.
3.
I would answer in a cheerful voice. Let the customer come first.
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30. What is your greatest weakness? What are you doing to improve it?
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