Tuesday 24 May 2011
10% Promotion Quota of Stenographers according to ESTA CODE 1990 REVISED EDITION
Next date fixed in the Antidation Promotion of Stenographers against 10% reserved quota (03.06.2011).
Implementation Orders of the FST for Stenographers upgradation
The Tribunal directed the Departmental Representative to Implement the Judgement and Submit Implementation Compliance Report on 21.06.2011.
Thursday 21 April 2011
Sunday 10 April 2011
UP-GRADATION OF STENOGRAPHES AND PRIVATE SECRETARIES IMPLEMENTATION PETITION FILED IN THE FST
HEARING 26.04.2011 FIXED BY THE FST IN THE UPGRADATION CASE OF STENO-TYPIST, STENOGRAPHERS AND PRIVATE SECRETARY FILED BY KHALID RIAZ & 4 OTHERS V/S ESTABLISHMENT DIVISION, FINANCE DIVISION, CONTROLLER GENERAL OF ACCOUNTS AND ACCOUNTANT GENERAL KHYBER PAKHTUNKHWA.
Saturday 9 April 2011
Promotion of Stenographers as Suprintendent/Assistant Accounts Officer
NEXT DATE OF HEARING FIXED BY FEDERAL SERVICE TRIBUNAL ( 25.04.2011 )
Thursday 7 April 2011
Tuesday 5 April 2011
Stenographer, Private Secretary Upgradation.
Dear Colleges you are requested to drop your comments and suggestions in the Comments Box.
thanks
Khalid Riaz
thanks
Khalid Riaz
Implementation Appeal in Upgradation of Steno-typist, Stenographer and Private Secretary
(((( NEW )))) IMPLEMENTATION PETITION/CONTEMPT OF COURT FILED IN THE FEDERAL SERVICE TRIBUNAL ISLAMABAD IN ORDER SHEET ISSUED ON 06.12.2010 AND CORRIGENDUM NO. 3561 DATED 24.03.2011 IN APPEAL NO. 774 TO 778 (CS)/2010 FILED BY MR. KHALID RIAZ & 4 OTHERS VS ESTT:DIVISION, FINANCE DIVISION, CONTROLLER GENERAL OF PAKISTAN AND ACCOUNTANT GENERAL KHYBER PAKHTUNKHWA. YOU ARE REQUESTED TO CONTRIBUTE YOUR SHARE AS EARLY AS POSSIBLE TO MEET THE EXPENSES OF THE COURT.
Monday 4 April 2011
WHAT IS STENOGRAPHER, PA/PS?
Definition:
A stenographer often thinks of himself/herself as a Secretary and being a Secretary to the head of office, he/she has to do a lot at his/her own and also on behalf of the boss. The reason is quite evident that a boss, being the head of an organisation, does not have enough time to deal with all the matters. For this purpose, he delegates some of his pwoers to his Secretary to run daily routine job. Therefore, the presencce of a Secretary has certain importance for a boss and he has to depend upon his Secretary in so many matters of routine nature.
Many Executives have tried to define a PA/PS in a word or two. An Executive calls his PA/PS a "top-assistant-in-charge-of details'. An "Anonymous" in a memo to a wonderful PA/PS, refers to him as a "Junior Partner". They all imply a working-together relationship of mutual respect and confidence, but they do not tell us what a PA/PS actually is?
Webster's New Collegiate Dictionary defines a PA/PS as a "Confidential Clerk", especially one who attends to correspondence, especially one who attends to correspondence, records, etc, of a private or confidential nature. The American College Dictionary honors it with a separate entry "private Secretary", one who handles the individual or confidential correspondence, etc, of a person or business organization. This definition makes a good beginning but the "etc". represents a multitude of duties.
The Dictionary of Occupational Titles of 1949 defines a PA/PS as one who:
SPECIFIC DUTIES.
After thorough study, the specific duties of PAs/PSshave been determined. In the earlier research made by Charters and Whitely in 1924, the essential qualitiesof an efficient PA/PS can be listed at a ten-minutes' interval. As result, 871 different duties can be imagined/expected by a PA/PS. According to a rough estimate, a PA/PS performs only 232 dutes out of 871.
At present only 40 duties can most frequently be seen in a PA/PS, a given below:
- A skillful and competent in performing different duties, related to his/her field.
- An attractive, pleasant-to-work personality.
A stenographer often thinks of himself/herself as a Secretary and being a Secretary to the head of office, he/she has to do a lot at his/her own and also on behalf of the boss. The reason is quite evident that a boss, being the head of an organisation, does not have enough time to deal with all the matters. For this purpose, he delegates some of his pwoers to his Secretary to run daily routine job. Therefore, the presencce of a Secretary has certain importance for a boss and he has to depend upon his Secretary in so many matters of routine nature.
Many Executives have tried to define a PA/PS in a word or two. An Executive calls his PA/PS a "top-assistant-in-charge-of details'. An "Anonymous" in a memo to a wonderful PA/PS, refers to him as a "Junior Partner". They all imply a working-together relationship of mutual respect and confidence, but they do not tell us what a PA/PS actually is?
Webster's New Collegiate Dictionary defines a PA/PS as a "Confidential Clerk", especially one who attends to correspondence, especially one who attends to correspondence, records, etc, of a private or confidential nature. The American College Dictionary honors it with a separate entry "private Secretary", one who handles the individual or confidential correspondence, etc, of a person or business organization. This definition makes a good beginning but the "etc". represents a multitude of duties.
The Dictionary of Occupational Titles of 1949 defines a PA/PS as one who:
- perform general office work in relieving executives and other company officials of minor executive and clerical duties;
- transcribes dictation or the recorded information reproduced on a transcribing machine;
- makes appointments for the executive and reminds him about them;
- interviews people coming into the office, conveys the boss's instructions to those workers who do not consider appropriate to see him directly;
- attends telephonic calls and passes on boss's oral instruction to the concerned quarters;
- handles personal and important mail, writing and routing correspondence on his/her own initiative;
- supervises his/her helping staff;
- maintains boss's personal and confidential record.
SPECIFIC DUTIES.
After thorough study, the specific duties of PAs/PSshave been determined. In the earlier research made by Charters and Whitely in 1924, the essential qualitiesof an efficient PA/PS can be listed at a ten-minutes' interval. As result, 871 different duties can be imagined/expected by a PA/PS. According to a rough estimate, a PA/PS performs only 232 dutes out of 871.
At present only 40 duties can most frequently be seen in a PA/PS, a given below:
- Taking dictation and its typing
- Taking dictation during boss's meeting
- Typing of dictation through audio cassette
- Filing (general and personal)
- Reading and sorting mail
- Handling outgoing/incoming telephone calls
- Making and keeping recrds of appointments
- Receivig visitors.
- Composing of written communication at own initiative or on oral instruction of the boss
- Demanding different requisitions
- Typing boss's longhand notes
- Booking of Air/Train Tickets
- Lodging arrangements
- Transport Arrangement
- Preparation of TA bills
- Maintenance of boss's tour record
- Operating "adding and calculating machines"
- Typing of written reports
- Collection material for reports
- Assistance for the preparation of reports etc.
- Keeping record of day to day official expenses of boss
- typing & indexing minutes of different meetings
- Arranging publication of minutes.
- Arranging logistics support for meetings.
- Issuance of different Orders/Circulars/Notes, on behalf of the boss.
- Boss's personal banking on his behalf
- Keeping boss's personal and other records
- Flagging the relevant pages of all the files
- Preparation of Pay bills of the boss
- Helping boss in filling in his income tax returns.
- Acting as a 'contacing person' of the boss.
- Supervision of the helping staff
- Helping in organising social affairs of the office.
- Keeping tidy room of the boss
- Indexing telephone nos.
- Secrecy of all confidential matters.
- Protection of Boss's room as well as of his/her own room(files,books,confidential papers).
- Maintain Files/Letters Movement Registers to avoid delay and missing.
- Acting as Office Manager.
- Acting as Public Relations Officer.
A COURTEOUS STENOGRAPHER PA/PS
If you answered 'Yes" to 10 or above of the questions, " Congratulation' your performance is appreciable. If you answered 'Yes 7 to 9 times, it is time to convene a meeting to sort our problems and find ways & means to improve your behaviour. And if you answered 'Yes" less than 7 times, a training course is needed to build skills in handling a telephone for more effeiciently.
HELPING TWO PERSONS IN COURTEOUS COMMUNICATION
- Do you attend/answer within two rings? Yes/No
- Do you give your name, or unit name while answering ? Yes/No
- Do you speak slowly and clearly in a friendly tone of voice? Yes/No
- Do u listen attentively a caller? Yes/No
- Do you politely or courteously ask the callers name and his purpose. Yes/No
- Do you tell the caller whether the intended information can be Yes/No
- answered or he/she shall contact other concerned agency/person,
- because the required information is not available with you?
- Do you reuest the caller to wait/hold till the boss is available to talk Yes/No
- Do you check after every 5-10 seconds that the caller is online Yes/No
- Do you thank/regret caller for holding and tell him when he/she
- is putting the call through?
- When a caller cannot be connected, do you fill a message slip
- getting information for boss record?
- Do you keep a record of all incoming and outgoing telephone calls?
USEFUL TIPS FOR A STENOGRAPHER, PA/PS
A) TELEPHONE
1. Always maintain a list of telephone numbers of officials who may be needed for official business.
2.Also keep a telephone diary with phone numbers of friends, relatives acquittances of the boss likely to be call some time. Arrange them alphabetically.
3.The emergency phone numbers such as Emergency Police, Fire Brigade, nearest or approachable Hospital & Doctor and such numbers as are needed for enquiries e.g Flight enquiries, railway enquiry, electricity complaints, etc. should be recorded in a separate bracket, preferable on top of the list.
4.It is useful to maintain residential phone numbers of nearest phone on which immediate subordinates can be contracted for use in an emergent situation or to call when a person has neirther turned up nor sent a message.
5.Keep a telephone register to record calls received when Boss is not in office or is not attending the phone. Submit this register of inform Boss of the calls on first available opportunity.
6.If telephone bills is excessive, keep a record of outstation calls. This record should be destroyed after 2 or 3 weeks when telephone bills have been paid.
7.Always disclose your identity when you receive a call. For example say, For example Khalid or show your designation.
8.As a convention, the junior person is first brought on line. For example, PA of a Director calling a Deputy Director will ask the PA of Dy.Director to give the line to Dy. Director and when Dy.Director responds, he would tell him that Director wants to speak to him.
9.If Boss asks to you to call a number and either you cannot connect the number of the person called is not available, infor your Boss. Do not keep trying for hours.
10.If a telephone number gives an engaged tune, give a pause of a few minutes before redialing. If it is found engaged repeatedly, check from Telephone complaint that it is not out of order.
11.If someone is to be called urgently and his number is constantly engaged try on his mobile (with the permission of your boss) or call a nearby office and leave a message.
12.When giving a message over phone to someone, particularly to a semi-literate person, it is useful to ask the person to repeat the message.
13.Use a cultured and low voice.
B) FACING THE BOSS
1.When Boss calls or you go to him on your own, always take a note book and pen or pencil.
2.Note down instructions and errands. Do not trust your memory, howsoever wonderful it may be.
3.Attend to your appearance. Do not show dishevelled hair, open shirts or dirty nails etc.
4.Speak when spoken to unless you have a message to give.
C) PUNCTUALITY
1. You must come to the office before the Boss comes and leave after his departure. Getting the room cleaned at the opening time and doors locked on closing hours is your responsibility.
2. Leave office after Boss has left.
D) DAK, DOCUMENTS & FILes
1. While registering or diarising dak, use legible handwriting.
2. Do not delay transmission of documents.
3. Be particular, not to open private letters.
4. Open letters addressed by name only if such an arrangement has been permitted by Boss. Normally, letters addressed by designation are opened by PA/PS and submitted in a folder.
5. Keep a diary to record files Numbers etc. so as to bring these up when these are required to be put up.
6. Also note down on due dates when license are to be renewed, bills and feees to be paid or other appointments to be kept.
E) TOURS
Obtain Confirmation that:-
Always enquire type and quantity of refreshments.
1. Always maintain a list of telephone numbers of officials who may be needed for official business.
2.Also keep a telephone diary with phone numbers of friends, relatives acquittances of the boss likely to be call some time. Arrange them alphabetically.
3.The emergency phone numbers such as Emergency Police, Fire Brigade, nearest or approachable Hospital & Doctor and such numbers as are needed for enquiries e.g Flight enquiries, railway enquiry, electricity complaints, etc. should be recorded in a separate bracket, preferable on top of the list.
4.It is useful to maintain residential phone numbers of nearest phone on which immediate subordinates can be contracted for use in an emergent situation or to call when a person has neirther turned up nor sent a message.
5.Keep a telephone register to record calls received when Boss is not in office or is not attending the phone. Submit this register of inform Boss of the calls on first available opportunity.
6.If telephone bills is excessive, keep a record of outstation calls. This record should be destroyed after 2 or 3 weeks when telephone bills have been paid.
7.Always disclose your identity when you receive a call. For example say, For example Khalid or show your designation.
8.As a convention, the junior person is first brought on line. For example, PA of a Director calling a Deputy Director will ask the PA of Dy.Director to give the line to Dy. Director and when Dy.Director responds, he would tell him that Director wants to speak to him.
9.If Boss asks to you to call a number and either you cannot connect the number of the person called is not available, infor your Boss. Do not keep trying for hours.
10.If a telephone number gives an engaged tune, give a pause of a few minutes before redialing. If it is found engaged repeatedly, check from Telephone complaint that it is not out of order.
11.If someone is to be called urgently and his number is constantly engaged try on his mobile (with the permission of your boss) or call a nearby office and leave a message.
12.When giving a message over phone to someone, particularly to a semi-literate person, it is useful to ask the person to repeat the message.
13.Use a cultured and low voice.
B) FACING THE BOSS
1.When Boss calls or you go to him on your own, always take a note book and pen or pencil.
2.Note down instructions and errands. Do not trust your memory, howsoever wonderful it may be.
3.Attend to your appearance. Do not show dishevelled hair, open shirts or dirty nails etc.
4.Speak when spoken to unless you have a message to give.
C) PUNCTUALITY
1. You must come to the office before the Boss comes and leave after his departure. Getting the room cleaned at the opening time and doors locked on closing hours is your responsibility.
2. Leave office after Boss has left.
D) DAK, DOCUMENTS & FILes
1. While registering or diarising dak, use legible handwriting.
2. Do not delay transmission of documents.
3. Be particular, not to open private letters.
4. Open letters addressed by name only if such an arrangement has been permitted by Boss. Normally, letters addressed by designation are opened by PA/PS and submitted in a folder.
5. Keep a diary to record files Numbers etc. so as to bring these up when these are required to be put up.
6. Also note down on due dates when license are to be renewed, bills and feees to be paid or other appointments to be kept.
E) TOURS
Obtain Confirmation that:-
- accommodation has been booked. Arrange to collect the reservation slip if it would be needed before occupying the room.
- transport to and from has been arranged.
- obtain tickets a day or two ahead of travel day.
- check flight/train/bus is leaving in time
- When arranging meetings, ensure that following things have been provided:
- Adequate number f chairs
- papers or folder and pen or pencil
- Overhead Projector or Multimedia (if needed)
- Light (emergency light, if light failure is expected. Arrangement of Generator or UPS)
- Sound System
- entertainment
- confirmation from participants.
Always enquire type and quantity of refreshments.
Sunday 3 April 2011
VISITOR HANDLING (STENOGRAPHERS PA/PS)
In Government Offices and private organisations, head of offices have to meeti with so many people relating to their fields in order to run the office/organisation more effectively. Visitors include persons from head office, sister offices, field/zonal offices, concerned ministries, companies/firms, foreign delegates, family members, relatives and firends of the boss. it is also one of the PA's duties that he/she has to handle visitors. The follwing arrangement may help a PA/PS to deal with persons visiting the office to see the boss:
SCHEDULE
PA/PS should prepare a tentative schedule for visitors. The schedule should contain the name of office, name of the visitor, designation, date, time and place etc. PA/PS can prepare this chedule weekly, fortnighly, or monthly. It depends upon the office dimention. If the area of an office/organisation is very vast, monthly schedule may be prepared. Information is must for the preparation of the schedule. It can be got through a letter, telephone, Email, Fax etc. After the preparation of the tentative schedule, approval of the boss is essential. In both the cases that the boss approves the schedule as it is or he make certain changes, PA/PS should issue confirmation to all concerned through different ways of communication as mentioned above. It is possible that the boss may change/postpone/cancel the appointments due to some reason. Then it is PAs responsibility to inform the concerned officers accordingly. PA should remind his/her boss about the meeting well in time and also help the boss in the preparation of relevant material.
PURPOSE
A visitor will certainly has a particular purpose to see the boss. Acolumn for noting the purpose of the meeting may be included in the schedule form above. Purpose should clearly be written to avoid misunderstanding or other ambiguities.
PRIORITY
PA/PS should prioritiese the appointments with visitors, in consultation with the boss, to achieve the objective of the improvement of the efficientcy and effectiveness of the office job.
TRANSPORT & ACCOMMODATION.
If the visitors are coming rom outstations and have requested the PA/PS to please make arrangements for their transportation & accommodation, PA?PS should do so for courtesy sake.
REFRESHMENT
PA/PS is responsible for refreshment during boss's meeting with visitors. He/She should assign this duty to the relevant person and supervise the arrangements.
TA/DA
If the visitors are from subordinate offices, they will submit their TA/DA bills after their tour. PA/PS should get those bills countersigned by the boss and arrange to despatch immediately.
LOCAL VISITORS
PA/PS should issue date and time to the local visitors in consultation wit the boss. Local visitors should not creat rush for the boss. They should wait for their turn and avoid irrelevant discussion with PA and with the boss because while doing so they will disturb other visitors. PA/PS should also ask the visitors about thir purpose to see the boss. If PA/PS does not consider the visitor/s purpose to be discussed with the boss, he/she should deal with the visitor him/herself so that the precious time of the boss can be saved.
MINUTES
The boss can ask his PA?PS to be present in his room during the meeting to note its proceedings. PA/PS is responsible to type and present a draft of minutes of the meeting to the boss. It depends upon the boss whether he approves the draft as it is or makes certain modifications. After the minutes are finalised, PA is responsible to get a fair copy and arrange to despatch a copy to the concerned. He/She should also maintain a record of the minutes in a chronological order.
SCHEDULE
PA/PS should prepare a tentative schedule for visitors. The schedule should contain the name of office, name of the visitor, designation, date, time and place etc. PA/PS can prepare this chedule weekly, fortnighly, or monthly. It depends upon the office dimention. If the area of an office/organisation is very vast, monthly schedule may be prepared. Information is must for the preparation of the schedule. It can be got through a letter, telephone, Email, Fax etc. After the preparation of the tentative schedule, approval of the boss is essential. In both the cases that the boss approves the schedule as it is or he make certain changes, PA/PS should issue confirmation to all concerned through different ways of communication as mentioned above. It is possible that the boss may change/postpone/cancel the appointments due to some reason. Then it is PAs responsibility to inform the concerned officers accordingly. PA should remind his/her boss about the meeting well in time and also help the boss in the preparation of relevant material.
PURPOSE
A visitor will certainly has a particular purpose to see the boss. Acolumn for noting the purpose of the meeting may be included in the schedule form above. Purpose should clearly be written to avoid misunderstanding or other ambiguities.
PRIORITY
PA/PS should prioritiese the appointments with visitors, in consultation with the boss, to achieve the objective of the improvement of the efficientcy and effectiveness of the office job.
TRANSPORT & ACCOMMODATION.
If the visitors are coming rom outstations and have requested the PA/PS to please make arrangements for their transportation & accommodation, PA?PS should do so for courtesy sake.
REFRESHMENT
PA/PS is responsible for refreshment during boss's meeting with visitors. He/She should assign this duty to the relevant person and supervise the arrangements.
TA/DA
If the visitors are from subordinate offices, they will submit their TA/DA bills after their tour. PA/PS should get those bills countersigned by the boss and arrange to despatch immediately.
LOCAL VISITORS
PA/PS should issue date and time to the local visitors in consultation wit the boss. Local visitors should not creat rush for the boss. They should wait for their turn and avoid irrelevant discussion with PA and with the boss because while doing so they will disturb other visitors. PA/PS should also ask the visitors about thir purpose to see the boss. If PA/PS does not consider the visitor/s purpose to be discussed with the boss, he/she should deal with the visitor him/herself so that the precious time of the boss can be saved.
MINUTES
The boss can ask his PA?PS to be present in his room during the meeting to note its proceedings. PA/PS is responsible to type and present a draft of minutes of the meeting to the boss. It depends upon the boss whether he approves the draft as it is or makes certain modifications. After the minutes are finalised, PA is responsible to get a fair copy and arrange to despatch a copy to the concerned. He/She should also maintain a record of the minutes in a chronological order.
TOUR HANDLING
SCHEDULE
ACCOMODATION
TO RECEIVE
CHANGE/CANCELLATION
- Purpose
- Place
- Dates
- Time
- Brief Case setting
- By Air
- By Train
- Road
- Own Car
- Staff Car
ACCOMODATION
- Hotel
- Rest House
- Private
- Telephone in Room
TO RECEIVE
- Contact
- Schedule
- Purpose
- Dates/Time
- Arrival
- Protocol Arrangements (in case of Senior Officer)
CHANGE/CANCELLATION
- Inform
- Travel Agent
- Receiving Authority
- Hotel
- Rest House
- Private
TELEPHONE BILL (STENOGRAPHERS, PA/PS)
At the end of every month, PTCL/NTC issues telephone bills to the consumers with the instruction to pay with the due date. Consumers failing to pay their telelphone bills till due date, are charged extra charges. Therefore, it is the duty of a PA/PS to make sure that the Accounts Branch is paying the bill regularly within the due date. In case of unnecessary extra charges, a complaint should be registered requesting to rectify the telephone bill. PA/PS may also maintain the record of the duplicate copies of the paid bills. Due to some reason, if telephone bill is not recieved for one or two months, an application should be submitted for the issuance of a duplicate bill to avoid disconnection.
MAINTENANCE OF REGISTER FOR A STENOGRAPHER
A register shold be maintained by a PA/PS to note all the trunk and overseas calls. Register should contain the following columns
Ist Portion
S.No. Date. Name of calling person Telephone No.
2nd Portion
Name of person called Telephone No. Station Duration Initial
Responsible and fair PAs are in the habit of maintain the above register and showing in to their boss, fortnightly or monthly. It will ease the PA in making payment of the telephone bill because on the production of a Certificate, nobody from the Administration Branch will dare to blame him/her about the excessive use of telephone. PA/PS should also has the knowledge of the ceiling rates so that he/she can not cross the limit except in emergency while using telephone.
Ist Portion
S.No. Date. Name of calling person Telephone No.
2nd Portion
Name of person called Telephone No. Station Duration Initial
Responsible and fair PAs are in the habit of maintain the above register and showing in to their boss, fortnightly or monthly. It will ease the PA in making payment of the telephone bill because on the production of a Certificate, nobody from the Administration Branch will dare to blame him/her about the excessive use of telephone. PA/PS should also has the knowledge of the ceiling rates so that he/she can not cross the limit except in emergency while using telephone.
COPY AND PENCIAL READY
PA/PS should be equipped with a note book and a pencial keeping himself/herself ready to note telephone numbers given by the boss and other messages received in the presence/absence of the boss. Sometimes, the boss gives so many numbers to dial but PA shout prioritise them to run the job more efficeiently and effectively. PA should also has a shorthand note book and pencil because boss can dictate some letter/circular/order etc. on telephone. If a PA is not able to dial all the telephone numbers during the whole day, he/she should transfer these numbers to the next page of his/her note book and let the boss know next day at his arrival in the office, with a view to get his permission to dial.
CONNECTION WITH BOSS
It is PA/PS's duty to connect in-coming & outgoing calls with the boss. PA/PS should directly connect the junior officers with the boss whereas senior officer's PA. For this purpose, PA/PS should maintain a latest seniiority list of all the officers of the department. If a PA receives a call from an officer who does not belong to his / her department, he/she should get all the information like name, designation, name office and telephone number etc. before connecting the call with the boss.
BREVITY
Let me once again quote another universal truth that " brevity is the soul of wit". Therefore, it is necessary for a PA/PS to be concise while attending the telephone. I mean to say that he/she should be to the point and avoid irrelevant and meaningless discussion on telephone. It will help him/her in performing official duties more efficiently.
SOFT LANGUAGE
It is a universal truth that " the man gives himself away when he speaks". It means that while talking to a person we come to know what kind of personality and attitude that he has. Since a PA/PS possesses an attractive personality, he/she should be very kind and soft in talking to other people telephonically and also face to face.
It is true that our national language is Urdu but a PA/Ps should also has osome acquaintance with English language (an Internationa language) because sometimes he/she has to deal with foreign delegates on telephone or before their meeting with the boss.
It is true that our national language is Urdu but a PA/Ps should also has osome acquaintance with English language (an Internationa language) because sometimes he/she has to deal with foreign delegates on telephone or before their meeting with the boss.
IDENTITY
At the time of receiving /dialing calls, PA/PS should disclose his/her identity by delaring the name/designation or name of office or telephone no. etc. It will without wasting his time in getting the confirmation of the telephone number or the name of office.
TELEPHONE NUMBERS LIST
In addition to an uptodate Telephone Directory, a PA/PS should maintain a latest list containing telephone numbers of the head office, all the sister offices, sub offices, concerned ministries and those departments where the officers of his/her department are posted on deuputation. The list should contain all the details like Name of Office, Name of the Officer, Designation, Official & Residential Telephone No. etc. Apart from the above list, PA/PS should also maintain an index containing telephone nos. of boss's family members, relatives and friends. PA/PS should also has a list containing telephone nos of Fire Brigades, Electricity/Water Complaints, nearest Police Stations, etc. to cope with the emergent requirements. Frequently, used telephone nos. should be underlined and placed under the front table glass so that PA/PS can easily locate them.
(TELEPHONE ) LOCKED
Telephone, both steno and boss's set should be locked especially when the telephone is an STD one. It will help to avoid unnecessary/mis-use of the telephone. Suppose PA is called by the boss for dictation or any other job, no one can use the telephone to find it locked. PA should open its lock only to dial boss's telephone nos. or to convey messages under the instructions of the boss. A set of keys of both steno and boss's own set should be with him so that he may use them himself during his PA's absence.
KEEP CLEAN
As you all know that cleanliness is a blessing of God Almighty, PA should try to keep clean all the equipments placed both in his/her own room and the boss's room. Since the telephone is also one of the most frequently used equipments, it should be kept clean. For this purpose, he/she may utilise the services of a Naib Qasid attached with them. It's colour should also be so that it appeals to our eyes.
TELEPHONE TO BE IN ORDER
It is the first duty of a PA/PS at his /her arrival in the office that he / she should check whether the telephone is working properly or not. IN case it is held or has any other fault, a complaint should be registered in the concerned exchange. It should be got released as early as possible because most of the officers do not like telephone to be out of order for a long period.
UTILITY OF TELEPHONE HANDLING
UTILITY: Communication has all along been essential in the Man's Life. There are different ways of communication. Telephone is also one of the most fast means of communication. The tempo of this scientific rather material world is so fast that is is difficult to go fast with it. Everyone wants to supersede others as much as one can. Every office has the facility of telephone in addition to other different means of communication like Fax, Email, Mobile etc. Telephone is considered as a most popular device in the field of communication as it has solved most of our problems in a way that we can show our output in minutes. For example, our office requires an information from other offices located at different stations, we are able to get the information at once merely by telephoning them. In case we have to depend upon some correspondance in the form of letter etc. it will cause little delay. Therefore, the use of telephone is essential in an office/organisation because it relieves us of an unnecessary delay in our dail routine office job. Telephone facility has great importance for a PA/PS. Being a PA/PS to the head of office, he/she is all in all in making telephonic calls on behalf of the boss. Mostly, in a small office/organization, PA/PS has to connect telelphonic calls with the boss. On the other hand , in the organizations having a vat area, the position is somewhat different. A PA/PS to head of office/organization is competent to attend most of the calls at his/her own except calls from high authorities which are to be connected with the boss.
Now a question raises in our mind that how to use telephone especially for a PA/PS to the head of office. It is not only necessary for a PA/PS to be attached with the head of office, but other PAs attached with junior officers may also follow the method.
Now a question raises in our mind that how to use telephone especially for a PA/PS to the head of office. It is not only necessary for a PA/PS to be attached with the head of office, but other PAs attached with junior officers may also follow the method.
TELEPHONE HANDLING
DEFINITION: The word telephone is composed of two different words, 'tele' & 'phone'. The word tele indicates distance while phone implies to hear the sound. Therefore, through this one of the greatest devices of the scientific world, we can talk to one another only by dialing some specified numbers.
Saturday 2 April 2011
RESIDENTIAL TELEPHONE FACILITY
IS THE RESIDENTIAL TELEPHONE FACILITY ALLOWED TO PRIVATE SECRETARY?
(PRIVATE SECRETARY ATTCHED WITH BPS-21 OFFICER OF THE FEDRAL GOVERNMENT. ( PLEASE COMMENTS).
(PRIVATE SECRETARY ATTCHED WITH BPS-21 OFFICER OF THE FEDRAL GOVERNMENT. ( PLEASE COMMENTS).
WHY THE CGA AND FINANCE DIVISION REFER THE CASE TO LAW DIVISION FOR ADVICE.
DETAILED OFFICE PROCEDURE.
In matters of detailed office procedure, the Divisions shall be guided by the directions contained in Appendix "E" to these Instructions.
CONSULTATION WITH LAW AND JUSTICE DIVISION.
GENERAL: The Law and Justice Division shall be consulted in all matters involving legal questions.
PROSECUTION:When the Government of Pakistan is concerned with any criminal prosecution, a reference shall be made to the Law and Justice Division.
No prosecution shall be instituted without consultation with the Law and Justice Division, and no prosecutions shall be instituted or withdrawn in any manner contrary to the advice of the Law and Justice Division, withut reference to the Government in the Division concerned.
CONDUCT OF CASES IN COURTS.
Instructions regarding the conduct of cases of the Federal Government in Courts etc., shall be issued by the Law and Justice Division. The existing instructions on the subject are given in Appendix "F'.
In matters of detailed office procedure, the Divisions shall be guided by the directions contained in Appendix "E" to these Instructions.
CONSULTATION WITH LAW AND JUSTICE DIVISION.
GENERAL: The Law and Justice Division shall be consulted in all matters involving legal questions.
PROSECUTION:When the Government of Pakistan is concerned with any criminal prosecution, a reference shall be made to the Law and Justice Division.
No prosecution shall be instituted without consultation with the Law and Justice Division, and no prosecutions shall be instituted or withdrawn in any manner contrary to the advice of the Law and Justice Division, withut reference to the Government in the Division concerned.
CONDUCT OF CASES IN COURTS.
Instructions regarding the conduct of cases of the Federal Government in Courts etc., shall be issued by the Law and Justice Division. The existing instructions on the subject are given in Appendix "F'.
DISTRIBUTION OF WORK OF PERSONAL ASSISTANTS / STENOGRAPHERS
DISTRIBUTION OF WORK OF PERSONAL ASSISTANTS/ STENOGRAPHER
1. Taking dictation, rendering transcripts and doing other typing work.
2. To attend telephone and to keep record of trunk calls.
3. To keep proper record and movement of files and other papers.
4. To keep record of suspense cases, where ordered, and their submission on due dates.
5. Handling of classified papers in accordance with general or special orders.
6. To receive and conduct visitors and to maintain officer's engagement diary.
7. To keep reference book up-to-date.
8. To attend to work connected with the officer's tours etc.
9. Any other routine official duty that may be assigned by the officer, e. g reporduction
of ducments, arranging petty office amenities, recording of entries in the Staff Car
Movement Register, receiving from or delivering important da at PIA, etc.
EXTRA DUTIES.
10. Any Sepecial Assinment Given by the Officer.
11. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
12. COMPUTER WORK
13. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
1. Taking dictation, rendering transcripts and doing other typing work.
2. To attend telephone and to keep record of trunk calls.
3. To keep proper record and movement of files and other papers.
4. To keep record of suspense cases, where ordered, and their submission on due dates.
5. Handling of classified papers in accordance with general or special orders.
6. To receive and conduct visitors and to maintain officer's engagement diary.
7. To keep reference book up-to-date.
8. To attend to work connected with the officer's tours etc.
9. Any other routine official duty that may be assigned by the officer, e. g reporduction
of ducments, arranging petty office amenities, recording of entries in the Staff Car
Movement Register, receiving from or delivering important da at PIA, etc.
EXTRA DUTIES.
10. Any Sepecial Assinment Given by the Officer.
11. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
12. COMPUTER WORK
13. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
DISTRIBUTION OF WORK OF STENO-TYPIST
DISTRIBUTION OF WORK/ JOB DESCRIPTION OF STENO-TYPIST
1. Taking dictation, rendering transcripts and doing general typing work.
2. Attending to receipt and issue work during the absence of the Section Assistant; and
3. Any other ancillary function and work that may be assigned by the officer, e.g reproduction
of documents, arranging office amenities etc.
EXTRA DUTIES.
4. To attend visitors
5. Maintain Diary
6. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
1. Taking dictation, rendering transcripts and doing general typing work.
2. Attending to receipt and issue work during the absence of the Section Assistant; and
3. Any other ancillary function and work that may be assigned by the officer, e.g reproduction
of documents, arranging office amenities etc.
EXTRA DUTIES.
4. To attend visitors
5. Maintain Diary
6. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
DISTRIBUTION OF WORK / JOB DESCRIPTION OF PRIVATE SECRETARY
PRIVATE SECRETARIES TO SECRETARIES/ADDITIONAL SECRETARIES/ HEADS OF ATTACHED DEPARMENTS.
1. To attend Telephone and to keep record of truck calls.
2. To screen callers and telephone calls.
3. To arrange engagements and maintain an engagement diary
4. To prepare papers for meetings and interviews.
5. To see that matters requiring the Secretary's/Additional Secretary's attention are brought to his
notice in good time and in complete and proper form.
6. To maintain an index N.G.O cases.
7. To receive and arrange and where necessary register the Secretary's [a[ers amd correspondence
including secret and top secret papers.
8. To keep record of suspense cases and to see that such cases are put up to Secretary on due dates.
9. To keep reference books up-to-date.
10. To attend to work connected with Secretary's/Additional Secretary's tour etc.
11. To assist the Secretary in such matters as he may direct.
12. To keep proper record of movement of files and other classified documents.
13. To receive and conduct visitors.
EXTRA DUTIES.
14. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
9. To keep reference books up-to-date.
10. To attend to work connected with Secretary's/Additional Secretary's tour etc.
11. To assist the Secretary in such matters as he may direct.
12. To keep proper record of movement of files and other classified documents.
13. To receive and conduct visitors.
EXTRA DUTIES.
14. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
IMPLEMENTATION APPEAL FILED IN THE FEDERAL SERVICE TRIBUNAL
IMPLEMENTATION APPEAL FILED IN THE FEDERAL SERVICE TRIBUNAL REGARDING UPGRADATION OF STENO-TYPIST, STENOGRAPHERS AND PRIVATE SECRETARIES.
THE RESPONDENTS NOT FILED THE CPLA IN THE SUPREME COURT TO CHALLANGE THE JUDGEMENT OF FEDERAL SERVICE TRIBUNAL ORDERS. THEREFORE THE RESPONDENT WOULD NOT HAVE COGENT REASON FOR NON-IMPLEMENTATION OF THE ORDERS OF THE FEDRAL SERVICES TRIBUNAL.
THE RESPONDENTS NOT FILED THE CPLA IN THE SUPREME COURT TO CHALLANGE THE JUDGEMENT OF FEDERAL SERVICE TRIBUNAL ORDERS. THEREFORE THE RESPONDENT WOULD NOT HAVE COGENT REASON FOR NON-IMPLEMENTATION OF THE ORDERS OF THE FEDRAL SERVICES TRIBUNAL.
Wednesday 30 March 2011
Tuesday 29 March 2011
CONTEMPT OF COURT.
IMPLEMENTATION PETITION FILED IN THE FEDRAL SERVICE TRIBUNAL ISLAMABAD ON 25.03.2011
STENOS UPGRADATON.
CONGRATULATIONS TO ALL STENOS ON UPGRADATION FROM BPS-12 TO 16 STENOGRAPHERS FROM BPS-15/16 TO BPS-17 AND PRIVATE SECRETARIES FROM BPS-17 TO 18.
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