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(共38张PPT)
涉外秘书英语听说
Unit 3 The paper will
be ready in a minute
Unit 3 The paper will be ready in a minute
Se
Oral Tasks
E
Warming-up Exercises
B
Cloze
C
Listening for Details
D
A
Background Information
A: Background Information
A secretary is a person whose work consists of supporting management, including executives, using a variety of project management, communication and organizational skills. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members and organizes official meetings and events.
B: Warming-up Exercises
Dialogue 1
file-keeping n. 文件整理，文件归档
Fill in the blanks with the words you hear in Dialogue 1
A: President B: Secretary
A: Would you please 1) _______________for me
B: Ok, I’ll list down all the documents.
A: Remember this: The rule of file-keeping is “2) _______________”
B: I’ll get to work on it at once.
A: Have you found those files I 3) _________ yesterday
B: Yes, I’ve found the files for you to examine. Here they are.
A: Thank you. And 4) _______________ for today
file these documents
One customer, one file.
requested
what’s my schedule
B: You have to meet the manager at 10 o’clock, and there is a meeting at 3 o’clock in the afternoon.
A: En… please 5) _______________ to next Tuesday at 2:00 P.M.
B: You did say next Tuesday at 2:00 P.M., didn’t you
A: Yes.
B: I understand. Do you have 6) _______________ for this
A: No. By the way, but you are going to have to re-do this planning.
B: I know. I’ll get those plans over to your office by Friday.
put the meeting off
any particular instructions
Dialogue 2
blur v. 弄脏，使…模糊
toner cartridge n. 硒鼓
Listen to dialogue 2 and then check the following statements and write T for true and F for false.
1. The secretary said everything that came in the office fax machine last night is all on the manager’s desk. ( )
2. The manager asked the secretary not to refax these copies. ( )
3. The secretary will change the toner cartridge. ( )
4. There are only 2 pages of these copies missing. ( )
5. It looks like the fax machine is out of paper. ( )
T
F
T
F
T
Dialogue 3
delivery date n. 交付日期
deadline n. 截止日期，最后期限
anyway ad. 无论如何，不管怎样
Listen to dialogue 3 and then answer the following questions.
What are they talking about
2. How much discount did they promise to give
3. Did they originally agree to a deadline in June
4. When is the deadline
They are talking about the Rexall contract.
Ten percent.
Yes, they did.
May.
C: Cloze
As a business secretary, you need to be able to operate at your desk 1) ______________and easily. Though setting up a filing system sounds difficult, it is a relatively easy task that can be made easier by a few filing tips and tricks.
(1) Sit at your desk for a few minutes and 2) _______________ where you will instinctively look for things.
I have a drawer to the right of my workstation. When I first set up my filing system, I didn’t have anything in it. When I would look for stamps, paperclips or my stapler,
swiftly
figure out
C: Cloze
it was the first place I would look, 3) _____________ I knew it was empty. So naturally I put the stamps, paperclips and stapler in that drawer. For me, it was the natural home for those items.
Everyone will 4) ___________ this differently, and what works for me may not work for you. Take a few minutes to sit down at your primary workspace and reach for equipment, supplies and files. That will help you establish the idea spot for filing those items for you personally.
(2) Now that you know where you will naturally look for information, you must determine whether an
even though
approach
alphabetical, numerical or subject filing system will work best for you.
Do you search for things according to the client’s name The category (i.e. expenses, financial, marketing) By reference number This is a 5) _______ step, as it will determine how you will lay out your filing system. Do this before you buy anything for your filing system.
(3) Next, roughly determine your storage needs.
Do you have a large number of files that you access 6) _______________ Do you only access your files
critical
on a daily basis
weekly The answers will determine if you need a desktop file holder, a two drawer filing cabinet close to your desk or a four drawer lateral filing cabinet across the room. So many options exist today, that you should choose carefully. Allow for growth when 7) _______________________ - buy something to accommodate twice the files you think you will have now. This will limit the number of times you will have to resort and reorganize your filing system.
(4) Invest in a good labelling system for clarity and easy access.
looking at filing cabinets
Being able to read the file labels sounds obvious, but 8) _____________________________________ than you can imagine. Most companies who make labels provide templates that integrate with the most popular word processing software. You may want to consider one of the small label making systems that can now also print out individual mailing labels. Items that perform double duty are usually a wise investment.
(5) Now you are ready to purchase file folders.
The best investment I have found is to 9) ____________________________ (make sure the plastic label tabs are included) and plain manila file folders for my filing system. I use colored hanging folders for two reasons:
clarity in labelling will save you more filing time
purchase colored hanging folders
(1) easily available and (2) ease of recognition for categories. For example, all my client files are in yellow hanging folders, blue folders contain financial information and red is for marketing. This way, I can see roughly where I should be searching for a particular file.
The KISS principle 10) __________________________ that is easy to use and easy to grow with. Keep It Simple Sweetheart! Broad subject categories will allow you to easily add new files as you grow, and will eliminate the need to upgrade or reorganize your filing system on a regular basis.
applies to setting up a filing system
D: Listening for Details
Part A. Office Regulations
Exercise 1
decline n. 下降，减少
slogan n. 口号，标语
Fill in the correct sentences in the blanks to make a full text of Office Regulations meaningful.
Office Regulations
There has been a decline in personal standards of dress and conduct in the office recently. The management will like to point out that all employees are expected to behave in a professional manner. We ask you to respect the following regulations:
Please dress tidily. ___________. Men must always wear a jacket and tie. Pullovers and sweatshirts with advertising slogans on them are not acceptable.
Women should avoid wearing very high heels, especially the pointed kind. They make holes in the carpet and mark the wooden floors. _________________
B
E
Please hang up your coats up when you arrive. _________________. This looks untidy and causes the wrong impression.
Food packages would not be left on desks and tables. Empty containers would be put in the waste paper baskets. _________________
Bottles and cans for soft drinks should be kept out of sight.__________________
D
C
A
A. Please do not leave bottles or cans on desks.
B. Don’t come to work in jeans.
C. Packets of biscuits would not be left on desks.
D. Recently we have noticed coats being hung over the back of chairs.
E. Please prevent wearing them.
Exercise B
cumbersome a. 笨重的，不方便的
confidentiality n. 秘密，机密
Listen to the text and fill in the correct words or phrases in the blanks to make a full text of Office Regulations meaningful.
A
D
D
The terms Direct and Indirect Access related to filling systems explain the number of classification and whether the file can be accessed immediately or whether an index is needed.
Direct Access
This type of classification includes the following:
Alphabetical classification (the basis of most system)
confusion; heading; regional; sequential; expansion
It is simple and inexpensive to operate and most people can follow it easily. Its disadvantages are that it is cumbersome in a large system and can arise with some names. Alphabetical rules must be followed consistently when filing by name.
Geographical
Files are arranged in alphabetical order according to the location of the topic or customer. This can be by country, region, town etc. It is useful where information is required. It has the disadvantage of needing a certain amount of knowledge in order to be correctly used.
Subject Files are given names according to the topic of their contents.
confusion
regional
The main subject can be broken down into sub-topics which are filed alphabetically within the main topic. New sub-topics are inserted in sequence.
4. Indirect Access
Indirect access systems use some form of numerical classification, usually sequential or group, in order to place information. Each document or folder is given a number and filed in order. Unlimited is possible and it encourages accuracy. Confidentiality is easy to maintain.
5. It is essential to have an alphabetical index with any numerical system. This involves more work in setting up the system and maintaining it. Large numbers of files arranged in number order become cumbersome unless strict control is maintained.
heading
expansion
sequential
Passage Listening
Passage 1
halo n. 光环
perceive vt. 注意到，觉察到
assertive a. 坚定的, 断定的
Listen to the passage and choose the best answer from the four choices.
1. If you want to benefit from the so-called “halo-effect”, you have to learn how to _______.
(A) create a favorable impression
(B) act as if you were playing cards
(C) dress
(D) talk
2. When people meet you for the first time, they will_______.
(A) judge you by your appearance and your manner
(B) listen to you patiently
(C) try to avoid eye-contact with you
(D) act as friendly as possible
A
A
3. What kind of person is likely to be accepted by the employer _______
(A) One who is physically excellent
(B) One who is capable of talking
(C) One who is fairly modest
(D) One who cares about oneself
4. In the sentence “It’s what’s inside that counts.” (Line 2, Para.3), what does the word “count” mean _______
(A) Do calculation
(B) Be important
(C) Take into consideration
(D) Make a conclusion
A
B
5. Which of the following could probably be the title of this passage _______
(A) The Deepest Impression
(B) Be More Confident
(C) The Attractive Four Minutes
(D) How to Impress Interviewers
D
Passage 2
facilitate vt.促进；帮助；使 ... 容易
verification n. 确认，查证
Listen to the following passage and then tell whether the following sentences are True or False.
[ ] 1. In this article, NZIS introduces the Student Bank Loan Scheme to facilitate easier processing of student visa applications from Chinese people who want to go to New Zealand.
[ ] 2. If the loan is approved, NZIS will then issue an 'Advice for Study Loan Abroad' document to the applicant or their parents.
[ ] 3. CIB requires deposits in the bank to be frozen and that they are at least 20% larger than the loan amount required.
T
F
F
[ ] 4. The applicant then lodges his visa application at the New Zealand Immigration Service (NZIS) together with their 'Advice for Study Loan Abroad' document.
[ ] 5.The applicant takes the notification from NAIS to the bank and completes a special application form to end the loan.
[ ] 6.The applicant submits this document, together with the any other approval-in-principle requirements to CIB, who then finalizes the application.
T
F
F
Oral Tasks
Section A Pair Work
Task one: Peter meets Diana, one of her colleagues, and consults her on where some office equipments are. What can you say in the following conversation Communicate the ideas and then change roles with your partner.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task two: Office equipment is essential in office automation, and secretaries may also use them in their daily life and work. As a secretary, you must be familiar with office equipment, so you will benefit from office automation. Below are some pictures of office equipment. Please give the English names of the following equipment, and discuss with your partner the functions of the equipment orally.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
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Section B : Group Work
Task : Work in groups of four to make a presentation on How to Make Business Travel Arrangements. You may follow the steps given as reference.
Step 1. Obtain the name of the travel agent the company uses if you need to book your own travel.
Step 2. Keep all of your receipts during your trip and be sure to fill out your expense report as soon as you return.
Step 3. Discuss your travel needs with your supervisor, including the destination, the number of nights you expect to be away and the method of travel.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Step4. Contact the airline, hotel and rental car agency on your own at least a week before your trip to make sure the reservations are in place.
Step 5. Contact the person you will be meeting with to ask for the name of a nearby hotel.
Step 6. Ask the centralized booking resource for a detailed travel itinerary after the arrangements have been made.
Thank You!

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