浙江广播电视大学 文本 单元辅导4_高级职业英语

浙江广播电视大学 英语专业（开放本科） 《高级职业英语》单元辅导(4) Unit 7-Administration Objectivex By the end of this unit,you should be able to rame different levels of an organization describe administrative work talk about different means of communicntion By the end of this unit,you should be able to make appointments/arrangemerts ■take/write message write memos nnd husiness letters ■ 【eporta dary's4uwk Key points: What jobs are administrative ones They are secretary,librarian,filing elerk,switchboard operator,personal assistant,receptionist wnges clerk,personnel officer,finnncial director,acoounts clerk executive,administrator. persunndl maneger,managing director,and general mangcr. What will people do if they deal with administration work? ■ carry out all the paper work, look after taking orders or goods organize deliveries,koep rocords, ◆ work out salnries,recruit new staff ■ attend to statt problems. ■nswer telephanes Activiry One Individual wurk: Pleae read the article on P.287 carefully and put a line under ary expressions which you think would be generally useful in desenptions of orpanizations Useful phrases in the desenption of'organizalions Describe an organizalion (a scbool or a bank.ete.)using the words listed bdlow: .is mannged b..:artend to employ is employed:runs,provides.is taken care of;is resporesible for:keep...in order,helps out;consists of Written homework ■Pg288: ■Activity One,Tnsk3 ■he organici心n ofmy wurkpls Use the checklis for your reference. Activity Two ■Senior president,chairman,general manager or managing director;nnd the various vice-and assistant- tilles.the heads of山lTae.divisions or department心 ■Junior wages clerk,acoourts clerk,filing clerk and recurds clerks

1 浙 江 广 播 电 视 大 学 英语 专业（开放本科） 《高级职业英语》单元辅导（4） Unit 7 ----Administration Objectives: By the end of this unit, you should be able to ◼ name different levels of an organization ◼ describe administrative work ◼ talk about different means of communication By the end of this unit, you should be able to ◼ make appointments/arrangements ◼ take / write message ◼ write memos and business letters ◼ report a day’s work Key points: What jobs are administrative ones ? ◼ They are secretary, librarian, filing clerk, switchboard operator, personal assistant, receptionist, wages clerk, personnel officer, financial director, accounts clerk, executive, administrator, personnel manager, managing director, and general manager. What will people do if they deal with administration work? ◼ carry out all the paper work, ◼ manage the organization, ◼ look after taking orders or goods, ◼ organize deliveries, keep records, ◼ work out salaries, recruit new staff ◼ attend to staff problems, ◼ answer telephones Activity One Individual work: ◼ Please read the article on P. 287 carefully and put a line under any expressions which you think would be generally useful in descriptions of organizations Useful phrases in the description of organizations ◼ Describe an organization (a school or a bank, etc.), using the words listed below: ◼ …is managed by…; …attend to; employ / is employed; runs; provides; is taken care of; is responsible for; keep…in order; helps out; consists of Written homework ◼ Page 288: ◼ Activity One, Task 3 ◼ The organization of my workplace ◼ Use the checklist for your reference. Activity Two ◼ Senior ◼ president, chairman, general manager or managing director; and the various vice- and assistant￾titles; the heads of different divisions or departments ◼ Junior ◼ wages clerk, accounts clerk, filing clerk and records clerks

ATo oping the coira1.conIol nd answer the phone A good secretary is aften and Why the relaonflarge orgnn _+时 cnd

2 Activity Two ◼ Matching administrators with their responsibilities (Task 2); and pay attention to the key words and expressions (Task 3) Extract 1 ◼ broad ranging and challenging-- this is the senior manager of the organization, reporting directly to the president of the Council ◼ developing the work and championing the policies of the Council at the highest levels ◼ leading a steam of managers to ensure all the staff are motivated and the organization runs as an efficient business Extract 2 ◼ Human resource planning ◼ Human resource administration ◼ Recruitment and contract control ◼ Annual targeting and performance monitoring ◼ Standards setting and maintenance ◼ Industrial Relations Extract 3 ◼ The post offers a significant opportunity to assist in the strategic development of the University. The person will effectively manage and integrate the work of the Registry across its divisions - Office of Academic Review; Examinations; Management Information Systems; and Student Records and Conferment Extract 4 ◼ This post is to be responsible for running the Science Faculty Office; to be responsible for student administration for the Faculty as well as being Secretary of the Science Faculty Board and its Committees; and to work closely with the Dean of the Faculty. Activity Three ◼ What does a secretary do? ◼ A good secretary does not just type letters and answer the phone. A good secretary is often and administrative assistant and a key player in the management team ◼ Why the secretary plays an important role in the life of any large organization? ◼ The secretary is often the first person whom a visitor meets when he / she come to an organization, and the impression that a secretary leaves on the visitor can often influence the visitor’s attitudes towards the whole organization. Therefore, if a secretary hopes to transform potentialities into realities, she needs to leave visitors with a good impression. ◼ Pair-work: ◼ Use the words listed on P.296 to indicate whether the secretary has left the visitors good or bad impressions. ◼ She seems / seemed _____ + adj. Adj. For Good Impression ◼ charming ◼ organized, ◼ confident, ◼ nice, ◼ alert, ◼ talented, ◼ intelligent, ◼ helpful, ◼ polite, ◼ friendly, ◼ lively, ◼ skillful

old-fas Units Lifeand Work Individual work

3 Activity Three Pair-work: ◼ Change the list of reminders into a dialogue, and practice the pattern: ◼ Do ... by ◼ Use … to ◼ You can refer to the sentences on P.299 Activity Four-an appointment slip Mr. Richards is going to meet Geoffrey Moore, the manager of W.E.H. Engineering, at the C Meeting Room of the Beijing Fortune Building, At 3.30, Thursday afternoon, September 18th. The meeting is a business one, discussing the possible cooperation between two firms. (Zhou Hong) needs to bring some detailed ◼ Use the sentence structure to finish Task 3 and Task 4. ◼ Pay attention to the notes in the box on P.308. Activity Five Tips for Writing Business Correspondence ◼ 1. Think clearly and plan well before you write a business document. ◼ 2. The readers will immediately realize who you are, if you use your company’s writing paper and writing a heading in your letter. ◼ 3. You are quite considerate if you write each idea in a separate paragraph instead of putting several ideas in the same paragraph, and it will save your reader time. ◼ 4. And what you write should be concise. ◼ 5.It is necessary to be courteous all the time ◼ 6. You should also pay attention to your grammar, punctuation and spelling ◼ 7. The style that is now current is much less formal and old-fashioned than the style used in many other languages: the words tend to be less formal and the sentences tend to be shorter, and some commonly used abbreviations have also been accepted in writing business letters. Commonly accepted abbreviations ◼ Rd. P.O. Box P.R. China ◼ Dept. CO. LTD. St. UK ◼ p.p. c.c. enc. What is administration? ◼ The word includes: the structure of an organization, the different levels of administrative work within the organization, the different responsibilities of different administrators, and the important role played by the secretary. Unit 8 Life and Work Objectives: At the end of this unit, you should be able to • complete a job application form • write a letter of application • discuss employment problems • describe their ideal occupation • ask for / offer career guidance • take part in a job interview Key points: Activity one • Individual work:

cesofthelangngesad(Fomalorinformal CV (arin)th cooflife .IA u etrer drrn WANTED TO TAKE CHARGE OFA dedo ny :e leiersofaplicatio AemiHeahoie A965 ·Herald Office nbmtciadaataocgaeenemwmeeak

4 • Please pay attention to the box on P.341. • There are brief introduction on linguistic features of the language used. (Formal or informal) • BA__Bachelor of Arts__ • Cert__Certificate __ • TEFL __Teaching English as a foreign Language __ • CV__(Latin) the course of life __ • Task 6 Fleshing out the bare bones: • Rewrite the following advertisements into paragraphs in complete sentences, referring to the one on P.344. • [A]. • OFFICE ASSISTANT,with experience in bookkeeping and typing, wanted for position involving much detail and requiring judgment and accuracy; Address, giving age, education, experience, and references, • A965, Herald Office. • [B]. • WOMAN WITH MANAGERIAL ABILITY WANTED TO TAKE CHARGE OF A HIGH-CLASS BUSINESS. Address • A 963m World Office • Write an advertisement for yourself. Activity two • This is a listening comprehension activity, and you are to do it at home; but do pay attention to the diagrams, and especially Tasks 4-7. Letters of Application • Go through the Tasks1-2 quickly. • Read the Ads again and try to write letters of application. • [A]. • OFFICE ASSISTANT, with experience in bookkeeping and typing, wanted for position involving much detail and requiring judgment and accuracy; Address, giving age, education, experience, and references, • A965, Herald Office. Activity three • 17 WAKEFILED AVENUE • Toledo, Ohio • July 31, 1990 • A 965 • Herald Office • Gentlemen: • I wish to apply for the position advertised in the inclosed clipping from the morning Herald. I feel that I am competent to meet the requirements which you have specified

I am twenty-seven yenrs of age After grnduating from high school I took a two years'busiress course in one of the best commercial schools in Toledo,studying both bookkeeping and typewriting Since gradunting from business school I hawve worked for three yenrs in a lawyer's office,where I am at present emplayed I now wish to enter an office where the work requires greater individual rexporsibilily and judgement than here,and where there is mare apportunity for avancement. I have permission to refer you to Mr.James e.White,Principal of the White Commercial School. and Mr.John R Seaver,Principal of the Redhush High School,for statements as to my character and sbility.Ifyou wish further referenoes,please communicate with Mr.Horaoe Greene,Presidem of'the Tapan Woolen company,or Mr.Frank Morse of the First Bank. Very truly yours, Adivity one ·Bl WOMAN WITH MANAGERIAL ABILITY WANTED TO TAKE CILARGE OF A HIGH-CLASS BUSINESS.Address ·A963 m World Office Uselul language: .-What kind of secretnrial experience do you hmve? .I have worked as an executive seeretary for 5 years What kind of environments have you worked in? *I have worked for trading companies.And I am wurking for a trust company nuw. That certainly is a wide variety of environments Yes.And I type 90)words per minute. Are you familiar with working an a cumpuler? Yes,I know most of the word processing,presentation and spreadsheet prugrams. *-Although I huve nut dealt with that area in the last few years,I am sure I can hundle it. .--I am willing to do whatever is necessary to perform this job to your high standards. .--WelL,that certainly is a winning attitude. 。-I am very fa对and accurate .--and I like working with people. I am willing to learn and do whatever I need to. 。-Iam南sfs对ate .--It had helped me. .--I have had the chance to ohserve different types of situations. Whal kind of production experience do you have? .I worked as an associate producer on n morning talk show And as a production assistant on several TV sit-coms. ◆Thal%unds impressive

5 I am twenty-seven years of age. After graduating from high school I took a two years’ business course in one of the best commercial schools in Toledo, studying both bookkeeping and typewriting. Since graduating from business school I have worked for three years in a lawyer’s office, where I am at present employed. I now wish to enter an office where the work requires greater individual responsibility and judgement than here, and where there is more opportunity for advancement. • I have permission to refer you to Mr. James e. White, Principal of the White Commercial School, and Mr. John R. Seaver, Principal of the Redbush High School, for statements as to my character and ability. If you wish further references, please communicate with Mr. Horace Greene, President of the Taipan Woolen company, or Mr. Frank Morse of the First Bank. • Very truly yours, Activity one • [B]. • WOMAN WITH MANAGERIAL ABILITY WANTED TO TAKE CHARGE OF A HIGH-CLASS BUSINESS. Address • A 963m World Office Useful language: • --What kind of secretarial experience do you have? • I have worked as an executive secretary for 5 years. • What kind of environments have you worked in? • I have worked for trading companies. And I am working for a trust company now. • That certainly is a wide variety of environments • Yes. And I type 90 words per minute. • Are you familiar with working on a computer? • Yes, I know most of the word processing, presentation and spreadsheet programs. • --Although I have not dealt with that area in the last few years, I am sure I can handle it. • --I am willing to do whatever is necessary to perform this job to your high standards. • --Well, that certainly is a winning attitude. • --I am very fast and accurate. • --and I like working with people. • I am willing to learn and do whatever I need to. • --I am a self starter. • --It had helped me. • --I have had the chance to observe different types of situations. • What kind of production experience do you have? • I worked as an associate producer on a morning talk show. And as a production assistant on several TV sit-coms. • That sounds impressive

I certainly learmed a lot. Like what? How to work well under pressure.And how to deal with egus. *Those are important things to know in this business

6 • I certainly learned a lot. • Like what? • How to work well under pressure. And how to deal with egos. • Those are important things to know in this business