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INDEX

1. About the organization

2. Career opportunities

3. Academic eligibility

. !raining And "ther #e$uirements

%. &or' Allotted during internships training

(. &or' done

). &ee'ly In*ormation about +or' done

,. Di**iculties *aced during

-. !he *uture challenges in the employment

1. Analysis o* +or'ing in the organization

11. /uggestions

12. Conclusion

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About the organization

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About the organization

CIAE0 hopal

Vision

The vision is an attempt to conceptualize the role that CIAE, Bhopal is prepared to play for the

growth of Indian agriculture during the next two decades. It taes the ground realities, emerging

challenges and recent development in science and engineering into account so as to carve out its

strategy and programmes. The institue sees to develop and demonstrate appropriate technology

for various farming situations incorporating modern tools and methods. !recision framing,

conservation agriculture, mechanization of manufacturing and food processing are proposed to

"e taen up.To address the issue of farm power availa"ility, harnessing potential of agro#residue

and renewa"le sources of energy are also "eing priority

History

Central Institute of Agricultural Engineering was esta"lished on $e". %&, %'() during the $ifth

$ive *ear !lan to address research issues related to Agricultural Engineering. Initially, research

and development wor related to farm machinery, post harvest technology and energy in

agriculture, were taen up. +eeping with functional utility, the divisions at the Institute were

reorganized and two additional divisions namely Agro Industrial Extension and Instrumentation

were created during II plan. The divisions were further reorganized and an additional division

of Irrigation and -rainage Engineering was created

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Objectives

Undertake basic, applied and adaptive research leading to a development,

improvement of equipment, technology, process for crop production,

irrigation and drainage, post-harvest technology and processing, and energy-

use in agriculture and rural industries

Develop hardare and technology in cooperation ith other !"#$ !nstitutes inthe area of crops, horticulture, aquaculture and animal husbandry for

production and processing

Provide leadership and co-ordinate netork of research ith state agricultural

universities for generating location-speci%c technologies

Provide input to !"#$ on policy intervention ith respect to agricultural

mechani&ation, energy management in agriculture, irrigation and drainage

and post harvest technology

Provide consultancy and undertake sponsored research from industry and

other organi&ation #ct as a repository of information on agricultural

engineering

#ct as a "enter for training in research methodologies and technology and

conduct post graduate education programme leading to 'aster(s and

Doctoral degrees in #gricultural )ngineering

"ollaborate ith relevant national and international agencies in achieving the

above ob*ectives+

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Career opportunities

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Career opportunities

A secretary or administrator provides "oth clerical and administrative support to professionals,

either as part of a team or individually. The role plays a vital part in the administration and

smooth#running of "usinesses throughout industry.

ecretaries/administrators are involved with the coordination and implementation of office

procedures and fre0uently have responsi"ility for specific pro1ects and tass and, in some cases,

oversee and supervise the wor of 1unior staff.

The role varies greatly depending on the sector, the size of the employer and levels of

responsi"ility. 2ost wor involves "oth written and oral communication, word processing andtyping, and re0uires relevant sills such as IT, organisational and presentation sills, as well as

the a"ility to multi#tas and wor well under pressure.

In some cases, secretaries/administrators are re0uired to have high#level 0ualifications and

previous experience in specialist sectors, such as law, for example.

The role can often overlap with that of a personal assistant.

Responsibilities

Common tass include3

ord processing/

audio and copy typing/

letter riting/

dealing ith telephone and email enquiries/

creating and maintaining %ling systems/

scheduling and attending meetings, creating agendas and taking

minutes - shorthand may be required/

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keeping diaries and arranging appointments/

organising travel for sta+

-epending on the sector, the role may also include many of the following3

using a variety of softare packages, such as 'icrosoft ord, utlook,

Poerpoint, )4cel, #ccess, etc+, to produce correspondence and

documents and to maintain presentations, records, spreadsheets and

databases/

devising and maintaining o5ce systems/

booking rooms and conference facilities/

using content management systems to maintain and update ebsites

and internal databases/

managing and maintaining budgets, as ell as invoicing/

liaising ith sta in other departments and ith e4ternal contacts/

ordering and maintaining stationery and equipment/

sorting and distributing incoming post and organising and sending

outgoing post/

arranging travel and accommodation for sta or customers and other

e4ternal contacts/

liaising ith colleagues and e4ternal contacts to book travel and

accommodation/

organising and storing paperork, documents and computer-based

information/

photocopying and printing various documents, sometimes on behalf of

other colleagues/

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recruiting, training and supervising *unior sta and delegating ork as

required/

manipulating statistical data/

arranging in-house and e4ternal events+

Salary

7obs in the media, not-for-pro%t sectors and small organisations are at

the loer end of the pay scale+ )mployment in banking, %nance and

la %rms tend to be at the upper end+ )4pect $s1.,888 to $s19,888 for

roles outside :ondon and $s28,888 to $s2,888 in :ondon+

#fter substantial e4perience and ith increased responsibilities,

salaries can rise to $s26,888 to $s33,888+

4aining chartership or extra 0ualifications, or finding employment with a $TE %55 company,

may result in a higher salary. Annual and performance#related "onuses exist in some sectors.

Income figures are intended as a guide only.

Working hours

6oring wees typically range "etween 7& to 85 hours a wee, with a woring day usually "eing

somewhere "etween 9am and )pm. $lexi#time is sometimes availa"le depending on the

organisation.

Interim, part#time and temporary roles are common. Career "reas are possi"le if sills,

especially IT, are maintained.

What to expect

ork is almost entirely o5ce-based+

;elf-employment or freelance ork is unusual+

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7obs are available in all areas of the U< and opportunities are

idespread+

=his is traditionally a female role and the ma*ority of secretarial *obs

are still held by omen+

=he nature of the role is to support colleagues and pro*ects rather than

to take a lead on pro*ects yourself, hich may become frustrating+

=he role can be stressful at times, since the ork is alays focused on

the needs of the manager or team+ Deadlines may be imposed

suddenly, demanding >e4ibility and reprioritisation of orkload+

=ravel ithin a orking day, overnight absence from home and

overseas ork or travel are all uncommon but may be required

depending on the role+

Administrative

/enior Eecutie Assistant: -uties include those descri"ed for executive assistant, "ut the

position supports the most senior executives, particularly in large corporations. A premium is

paid for specific industry expertise. ensitivity to confidential matters is re0uired.

Eecutie Assistant : !erforms administrative duties for executive management.

;esponsi"ilities may include screening calls< managing calendars< maing travel, meeting and

event arrangements< preparing reports and financial data< training and supervising other support

staff< and customer relations. ;e0uires strong computer and Internet research sills, flexi"ility,

excellent interpersonal sills, pro1ect coordination experience, and the a"ility to wor well with

all levels of internal management and staff, outside clients and vendors. ensitivity to

confidential matters may "e re0uired.

/enior Administratie Assistant: -uties include those descri"ed for administrative assistant,

"ut the position re0uires more wor experience within each function. upports senior#level

managers and may supervise other support staff. A premium is paid for specific industry

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experience. Advanced computer sills and the a"ility to train others in system usage are

preferred.

Administratie Assistant: !erforms administrative and office support activities for multiple

supervisors. -uties may include fielding telephone calls, receiving and directing visitors, word

processing, creating spreadsheets and presentations, and filing. Extensive software sills, Internet

research a"ilities and strong communication sills are re0uired. taff in this category may also

have the title of department assistant, coordinator or associate.

Entry45eel Administratie Assistant: !erforms a variety of Internet research functions and

uses word processing, spreadsheet and presentation software. -uties also include fielding

telephone calls, filing and data entry. 2ay assist with overflow wor from administrative and

executive assistants and fill in for the office receptionist as needed.

6ar'eting Assistant : -uties include those descri"ed for administrative assistant, "ut this

position supports a mareting department exclusively. 2ay assist "oth full#time employees and

freelance staff. Additional duties include helping with trade show and event planning, creating or

updating presentation software files, tracing "udgets and expenses, and communicating with

external creative service providers. 2ay also "e involved in monitoring activity and posting

content for an organization=s social media channels.

/ales Assistant: -uties include those descri"ed for administrative assistant, "ut this position

supports a sales department exclusively. 2ay assist sales staff "ased in remote locations.

Additional responsi"ilities may include processing expense reports, coordinating the su"mission

of proposals, planning meetings, tracing sales progress, trou"leshooting minor technical

pro"lems, maintaining department data"ase records, and serving as a liaison "etween traveling

sales representatives and staff "ased in the home office.

/pecialized Assistant 7 5egal : -uties include those descri"ed for administrative assistant, "ut

this position supports a corporate legal department or law firm exclusively. Additional

responsi"ilities include assisting lawyers with screening client calls, preparing "usiness

correspondence and transcri"ing dictation. 2ust have excellent computer, communication and

writing sills< understand local and state or provincial rules regarding pleadings and discovery

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formats, deadlines, and filing re0uirements< "e familiar with court structures, vendors and other

legal resources< and have "asic nowledge of legal terminology.

8roperty 6anagement Assistant: -uties include those descri"ed for administrative assistant,

"ut this position supports a property management company exclusively. Assists with reviewing

lease contracts and tracing wor orders and rent increases. ;esponsi"le for administrative

support and landlord/ tenant relations, as well as accounts paya"le functions.

6ortgage Assistant: ;esponsi"le for preparing loan documents for review. 2ay distri"ute

signed contracts and organize loan files. 2ay also perform clerical, administrative and sales

support duties. trong organizational, communication and computer sills are re0uired. Customer

service, data entry and multitasing sills are preferred.

#esearch Administrator: Conducts research and gathers documentation in order to compile

comprehensive reports. Extreme attention to detail and strong Internet sills are re0uired.

Admissions Assistant : -uties include those descri"ed for administrative assistant, "ut this

position supports an admissions department at an educational institution. Additional duties

include drafting and distri"uting student mailings, filing student information, scheduling

appointments and processing transcript re0uests. 2ay assist in coordinating student orientations.

trong ver"al and written communication, customer service, and data entry sills are re0uired.

8ro9ect Assistant:Coordinator: 6ors with internal and external parties to initiate and run

ma1or pro1ects. Coordinates schedules and activities, places orders for supplies and services, and

tracs progress and results. ;e0uires excellent communication sills and extensive nowledge of

data"ase and pro1ect management software. >ften reports to product development, pro1ect

management or mareting executives.

8urchasing Assistant: Creates, processes and tracs purchase orders. 2aintains records of

orders and inventory and follows up with vendors on shipment and delivery. ;e0uires strong

ver"al communication, organizational and time management sills.

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Academic eligibility

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Academic eligibility

Qualications

arying levels of 0ualifications are re0uired for this role, depending on the employer and sector.

ome may "e more concerned with prior experience and sills, whereas others may want formal

0ualifications.

$or roles with more responsi"ility, the following degree and ?@- su"1ects may increase your

chances3

business or management/

business ith languages/

government or public administration/

la/

secretarial studies+

ecretarial courses specifically aimed at graduates are availa"le, often through private colleges.

pecific secretarial training is useful for entry to legal or medical roles.

Skills

*ou will need to have3

strong organisational skills/ presentation skills and attention to detail/

the ability to plan your on ork, ork on your on initiative and meet

deadlines/

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the ability to manage pressure and con>icting demands and prioritise

tasks and orkload/

oral and ritten communication skills/

tact, discretion and respect for con%dentiality/

a pleasant, con%dent telephone manner/

teamork/

reliability and honesty/

pro*ect management skills+

+nowledge of another common "usiness language may "oost potential earnings.

Work experience

;elevant experience is often more highly valued than secretarial 0ualifications, although

excellent IT and typing sills will always "e an essential re0uirement.

Temporary wor can often lead to permanent positions and, if you do not have much previous

experience, a temporary or part#time 1o" will provide an opportunity to try different types of

secretarial or administrative wor. This can help you to decide which aspects of this wor you

particularly en1oy and what sort of employer or sector you would lie to wor with.

Competition is not usually severe since there are so many opportunities, although this depends

heavily on the area of employment. The demand for silled, experienced staff remains high.

Exact re0uirements for particular typing speeds and nowledge vary from vacancy to vacancy

depending on the nature of the post, "ut a minimum typing speed of 8&wpm is usually re0uired.

It is common to find wor through secretarial agencies, "ut applying directly to organisations

that appeal to you can "e effective.

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Employers value experience and a mature attitude in this field of wor, so mature entry and an

esta"lished wor history are liely to "e useful for more senior roles.

!mployers

As secretarial and administrative wor is so diverse, employment can "e found in virtually all

sectors, including3

academic institutions and universities/

creative industries, such as advertising or publishing/

government/

hospitals and general medical practices/

legal and %nancial services/

management and strategic consulting/

marketing and communications/

private companies/

property/

public organisations, including local authorities and charities/

retail and leisure+

The nature and variety of wor you undertae will vary according to the size of the "usiness you

wor for. arge organisations may provide more routine wor "ut could offer more scope for

promotion and experience in other departments.

ome small "usinesses may expect you to perform a very traditional administration function, "ut

others could give you extra responsi"ility if they only have a small staff, which could provide

additional, useful experience.

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;pecialist publications, including general recruitment maga&ines and

nespapers and publications aimed at speci%c *ob sectors+

A large num"er of recruitment agencies specialise in secretarial and administrative positions.

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!raining And "ther

#e$uirements

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!raining And "ther #e$uirements

"ro#essional development

Initial training usually consists of "eing taught company policies, procedures and systems. >nce

in post, it is not essential to study for further 0ualifications "ut they may "e offered "y your

employer, or you may wish to undertae some to increase your chances of progression.

;elevant 0ualifications include various @s, certificates and diplomas in su"1ects such as3

audio transcriptions/

business and administration/

!=/

typing+

$ull#time, fast#trac courses are availa"le and are often favoured "y graduates as they can "e

completed 0uicly and provide wide#ranging nowledge of office procedures and secretarial

sills.

Entry to more specialised areas, such as legal or medical secretarial wor, may re0uire additional

0ualifications, sometimes offered through trainee positions or "y gaining extra accreditation on a

secretarial course through relevant professional "odies.

It is important to eep up to date with new technology and tae advantage of any training courses

offered, either externally or in#house. The range of IT sills you need will depend on your

specific role, "ut you may wish to tae training in 2icrosoft !ower!oint, Excel, Access or

statistical pacages or we"#authoring and design.

Training in some soft sills, such as assertiveness or customer service, may also "e availa"le.

>ther common areas of training for secretaries/administrators include3

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%rst aid/

health and safety/

industry and company procedures/

records and content management/

time management+

$areer prospects

There are a num"er of ways in which your career could develop. *ou may wish to specialise in

one industry or area, such as legal or medical secretarial wor, or "ecome a personal assistant to

a company director or other senior manager.

Alternatively, you could choose to use your organisational sills as an office manager or team

secretary, coordinating the wor of others within a department or organisation.

It is possi"le in some sectors, such as charities, property or large organisations, to move up

through internal vacancies and opportunities, or perhaps move into other areas of the company

such as sales or mareting. Therefore, woring in administration in a sector that you are

interested in can "e a good foot in the door.

To increase the scope for career development 1oin a professional "ody such as the Institute of

!rofessional Administrators DI!A.2em"ership of a professional "ody in the area that you are

looing to move into can help you mae the transition and show that you are serious a"out a

career in that area.

Another possi"le promotion route is to "ecome a chartered secretary with the ICA DInstitute of

Chartered ecretaries and Administrators. Chartered secretaries are trained in a variety of areas

including corporate law, finance, governance and management and have to tae several exams.

After "ecoming chartered and with su"stantial experience, it may "e possi"le to move into roles

such as company secretary, chief executive or director of legal services.

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If you have language sills, you may decide you want to move into a more specialised role such

as a "ilingual secretary. In this role you would "e com"ining language and administrative sills

to interpret, translate and summarise information.

Alternatively, you may wish to develop other specific sills for certain roles. $or example, you

could use your shorthand sills to "ecome a ver"atim reporter, attending court hearings and

maing records of the outcome.

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&or' Allotted during

internships training

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&or' Allotted during internships training

'aintains ork>o by studying methods/ implementing cost reductions/ and

developing reporting procedures+

"reates and revises systems and procedures by analy&ing operating

practices, recordkeeping systems, forms control, o5ce layout, and budgetary

and personnel requirements/ implementing changes+

Develops administrative sta by providing information, educational

opportunities, and e4periential groth opportunities+

$esolves administrative problems by coordinating preparation of reports,

analy&ing data, and identifying solutions+

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&or' done

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&or' done

The administrator involves a lot of structure as there are a num"er of tass to wor on every day.

$or most, the act of ticing off each tas as it is completed is extremely satisfying. ?owever, the

1o" can also "e interesting "ecause you wor directly with individuals at different levels

including regular staff, managers, executives, suppliers and clients.

As administrators now more a"out the way the company wors than most employees, they are

often first in line for promotion and career progression is one of the hallmars of "eing an

administrator. In this role, you are trusted so if you want to switch to another 1o" within the

company, you have an excellent chance. 2ost people use the role of administrator as a means of

"ecoming a personal secretary, office manager or supervisor.

It is a very competitive role so even "eing accepted at an entry#level position is not easy. >nce

your foot is in the door, you will "e given a lot of responsi"ility and initially at least, your salary

will not reflect the amount of wor you do. Additionally, you may feel as if your role is not given

due respect as other employees don=t appreciate the impact your administration has on the

running of the company.

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&ee'ly In*ormation about

+or' done

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&ee'ly In*ormation about +or' done

;irst &ee'

To plan, organize, and administer the activities of his/her department, office, or division

efficiently.

To eep informed of new developments relating to his/her function and to maintain a creative

and experimental attitude toward change, in order to continuously improve the operation of

his/her area of responsi"ility.

To recommend the organizational structure and staffing that complement his/her area of

responsi"ility.

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/econd &ee'

To interview and recommend to the president personnel for hire.

To esta"lish and maintain an organizational climate that encourages the development,

retention, and a high level of morale among personnel.

+eep his/her immediate supervisor informed of activities of the unit, particularly of ma1or or

unusual developments, and seeing his/her advice and counsel.

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!hird &ee'

To promote an integrated effort in the administration of the college "y cooperating with other

administrators and staff and coordinating his/her activities with theirs when such action is

indicated.

To maintain effective relations with faculty, students, and community, and other educational

institutions and to interpret college policies and programs accurately and constructively.

To recommend the "udget for his/her department, office, or division and, within limitations

esta"lished "y the "oard or !resident, to administer his/her "udget.

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;ourth &ee'

To serve on committees and councils as directed "y "oard policies and procedures or "y

his/her immediate supervisor or the !resident.

To represent +irtland and attend professional meetings as authorized "y his/her immediate

supervisor.

To provide information and reports to the "oard at the re0uest of the !resident.

To perform any other duties assigned or delegated "y his/her immediate supervisor.

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Di**iculties *aced during

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Di**iculties *aced during

)nsures operation of equipment by completing preventive maintenance

requirements/ calling for repairs/ maintaining equipment inventories/

evaluating ne equipment and techniques+

Provides information by ansering questions and requests+

'aintains supplies inventory by checking stock to determine inventory level/

anticipating needed supplies/ placing and e4pediting orders for supplies/

verifying receipt of supplies+

"ompletes operational requirements by scheduling and assigning

administrative pro*ects/ e4pediting ork results+

'aintains professional and technical knoledge by attending educational

orkshops/ revieing professional publications/ establishing personal

netorks/ participating in professional societies+

"ontributes to team eort by accomplishing related results as needed+

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administrator = central goverment

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