Secretary CV Example

A stronger, more engaging secretary CV gives you the best chance of success. It can help you pass the ATS CV screening stage and impress the recruiter or hiring manager, increasing your prospects of reaching the interview stage. We’ll now go through the key sections of a CV and explain how to write them strategically.

Key sections for a secretary CV

Your secretary CV strategy will depend on various factors, including your previous experience, your seniority and the details listed in the job description.

However, regardless of your years of experience, a secretary CV needs to connect the dots of your career into a cohesive story. In the following sections, we’ll dive into the specific chapters of your CV step-by-step, showing you how to refine everything from your initial introduction to your long-term achievements.

CV Header

At the top of your secretary CV, add a header that establishes the design language of the document. Include the necessary contact information: your full name, email address, phone number and location. It's not typically necessary to include your full address. Additionally, add your LinkedIn profile, if this is in use and up-to-date. A well-utilised LinkedIn profile can give further information to the reader about your skills, experience, industry knowledge and career achievements.

For UK jobs, it's generally not a good idea to add a photo or any other personal details beyond your basic contact information. This means leaving off details such as your age, gender, ethnicity and nationality, as these can introduce bias to the selection process and complications related to the Equality Act 2010.

CV Summary

The first section below your CV header is typically your CV summary. This short paragraph outlines some of your key skills, achievements and experience, so employers can quickly get an impression of whether you have the right credentials for the secretary job. While the CV summary focuses on your key skills and achievements, a CV objective highlights your career ambitions, making it more suitable for junior candidates.

Both a CV summary and objective should be concise, with an ideal length of two or three sentences. List your key skills, personal strengths and career achievements or ambitions, taking care to ensure the content reflects the requirements listed in the job description.

An effective CV summary will focus on a few of the key skills required for the role and show how you've put them to good use in your career to date. You'll want to give the reader a good impression of your unique qualities and briefly provide evidence of their impact in previous roles. Find an example below of a positive secretary CV summary, characterised by evidence to support your claims and well-structured, easy-to-read sentences.

Above is an example of a less effective CV summary, with some subtle, yet notable differences. Common mistakes that lead to an ineffective summary include a lack of quantifiable experience, vague statements or failing to tailor your summary to the job description. Long, rambling sentences that lack structure can also make your summary harder to read.

Work Experience

A CV's work experience section is usually its most important element. Employers will want to see how you've developed relevant skills in previous roles, and how you've put them to good use in successful projects and career achievements. Ensure you tailor your work experience section to reflect the job description and show you meet all the essential requirements. This means picking out skills and qualities as keywords and reflecting them back in your work experience bullet points, so employers can assess your likely fit for the role.

List only your most relevant jobs, and go back up to 10 or 15 years, depending on your experience levels. List your job title, the name of the employer, its location and the dates you worked there. Also include bullet points for each entry, highlighting how you used your skills to add value for the employer.

What differentiates one CV work experience section from all the others is the use of action verbs and quantifiable evidence in your bullet points. It should showcase how your actions led to positive outcomes for the employer, and show a progression in your skills throughout your career. See below for an example of a strong work experience section for a secretary CV.

The example above shows what not to do with your secretary CV work experience section. A less-effective work experience section could focus too much on irrelevant or out-of-date roles, or include generic information about your responsibilities that fails to show the impact you made. It might lack tailoring to the job description or fail to provide evidence to support the claims made in the bullet points.

Key Skills

In your CV's skills section, you'll want to draw attention to some of your strongest skills that make you suitable for the role. Review the job description to get an idea of the most essential skills, and create a list of hard and soft skills, including some of your strongest, most unique qualities that set you apart from other candidates. In a secretary CV, only list the most relevant and essential skills you possess, such as organisation and minute taking transcription expertise, to make a positive first impression and show you're qualified for the secretary position.

Hard Skills

Hard and technical skills are the essential skills required for carrying out the everyday duties of the role. They might include specialist operation of certain software or equipment, or knowledge of certain industry standards and regulations. You could gain these skills via training, certifications or industry experience. For secretary jobs, critical hard skills you've gained in your career can include minute taking transcription expertise, and document management systems knowledge. After reviewing the job description, compile a list of four or five key hard skills for your secretary CV to show you're capable of carrying out the duties required for the role.

You'll want to include a list of hard skills that closely matches the skills listed as 'essential' or 'desirable' in the job description, while also reflecting your own strongest technical skills.

Below, you can find the types of skills typically featured in the hard skills section of a secretary CV:

Soft Skills

Soft skills are distinct from hard skills and tend to reflect your inherent personal qualities and strengths. These are often more transferable to different roles, and help the reader understand your working style, and your likely fit to the team and the organisational culture. The world of work is evolving at a rapid pace, changing the types of hard skills required for many roles, and therefore rendering soft and transferable skills more valuable than ever. Soft skills are also extremely valuable for junior and entry-level roles, where candidates aren't necessarily expected to have a wealth of relevant work experience.

Similar to your hard skills section, it's best to first review the job description to know which soft skills to focus on in your secretary CV. You'll want to include a combination of soft skills that you can provide evidence for throughout your CV. Your soft skills list should reflect the job description as closely as possible, while also reflecting your strongest, unique talents and personal qualities. Aim for a list of around five key skills.

Explore the examples below to identify soft skills commonly presented in a secretary CV.

Education

In your education section you'll want to list your highest and most recent qualifications, particularly if they're a requirement for the role.

For careers as a secretary, you don't generally need a specific degree. However, it can still be useful to include relevant certifications, training or formal qualifications in your CV's education section, even if these aren't requested by the employer. These could include Diploma in Office Technology, or any training that shows your skills development in CRM software operation skills or MS office suite proficiency.

When creating your education section, think about which qualifications are most relevant to the role, and list them in reverse-chronological order, starting with the most recent and working back from there. For each entry into your education section, add the qualification name and level, the institution or awarding body, its location and your dates of study or graduation. For extra emphasis on your education section, include bullet points showcasing projects you worked on, modules you studied, awards you won or societies you participated in, if they help you to prove you're a suitable candidate.

Specialist licences or certifications can also be a valuable addition to your CV's education section. If these are essential for the job and are referenced in the job description, it's a good idea to include them here rather than further down your CV. Include any expiration or renewal dates for certifications, if applicable.

Certifications, Training and Licences

Depending on the role and your qualifications, it might be necessary to include a certifications section. It can enhance your chances of success to show specific training and certifications. Not only do these prove you're qualified for the role, but they also indicate proactivity and a dedication to professional development. In addition, the certifications section can be a valuable addition to your secretary CV if you're applying for a role that cites certain certifications or licences as a necessity in the job description. These might include roles where the use of specialist software or equipment forms part of your everyday duties.

Here is a list of some key certifications and licences that can be particularly useful for secretary applications:

Language Skills

Including a section on language skills can be beneficial, if you speak at least one language to a reasonable level of competency, in addition to your mother tongue. This is true even if language skills aren't a requirement for the role, as foreign language abilities often correlate to other valuable soft skills. List any foreign languages you speak, together with an indication of your proficiency level.

There are a few acceptable ways of citing your foreign language proficiency levels. The simplest way is to assign a basic descriptive word to indicate your skills, such as:

• English: Fluent
• Spanish: Intermediate

You could otherwise use an internationally recognised language standard, such as the Common European Framework of Reference (CEFR). This assigns your language skills a standardised level of competence, as follows:

• A1: Beginner
• A2: Elementary
• B1: Intermediate
• B2: Upper intermediate
• C1: Advanced
• C2: Proficiency

Optional Sections

In addition to the core sections of your CV, optional sections can be a useful way of proving you've got the necessary secretary skills. If you're unable to show you have all the necessary skills for the job through your work experience, optional sections can be a valid way of providing further evidence of your suitability, to give you the chance of gaining an interview. If you're an entry-level candidate or a career changer, optional sections can be particularly valuable.

Explore our career resources for practical strategies to make your CV stand out and move you closer to landing an interview.

Hobbies and Interests

One valid way to show you have relevant skills for the job is by listing your hobbies and interests. Additionally, hobbies and interests are an ideal way to show the employers some elements of your personality and interests beyond work, which can set you apart from other candidates. However, a hobbies and interests section is only valuable if it helps you to show relevant skills you've been unable to evidence in other parts of your CV. If your hobbies and interests are unrelated to the job, it's best to leave them off your CV.

Voluntary Roles

Listing volunteer roles is another effective way of showing employers your skills and experience. If you're lacking work experience, either as a junior candidate or a career changer, adding volunteering activities gives you a chance to show how you've put your skills into action. Your volunteering section should follow much the same structure as your work experience section.

Add a description of the volunteer role or a job title if you had one, the name of the organisation, its location and the start and end date of your volunteering. List bullet points that show how you put relevant skills to good use to create positive results for the organisation.

References

For UK job applications, it's rare to include references on a CV and employers don't tend to request them until later in the recruitment process. However, it's worth checking the job advert just in case. If the employer requests references on your CV, choose two or three, and always approach them for permission before including them.

Add their name, their job title, the organisation and their contact details. As an alternative, you could add a brief line confirming you're able to supply references when necessary, such as 'references are available upon request'.

Best action words for a secretary CV

Using strong action verbs in your work experience bullet points gives you the opportunity to show how you've applied skills to good effect in previous roles. Starting each bullet point with an action verb, such as 'delivered', 'collaborated' or 'developed' also allows you to show your key skills and qualities in a way that's easily identifiable for the reader. You'll also want to back up any action verbs you're using with quantifiable evidence that showcases the value you added for previous employers. Use the past tense for action verbs that describe previous roles, with the present tense for any current responsibilities and achievements.

Secretary CV example

Now you know how to create a secretary CV for maximum impact, take a look below at this full, completed example:

If you want to get a feel for how your CV will look once you finalise its design and layout, check out our CV examples for inspiration.

How to optimise your CV for ATS screening

Employers and recruiters now routinely use applicant tracking systems (ATS) to ease the burden of the selection process. One of the key functions of these systems is CV screening, which reviews CVs and ranks them based on their likely fit for the role. By assuming this role in the recruitment process, ATS apps can reduce the amount of time employers need to spend reviewing CVs. With hundreds of applications for a single vacancy becoming increasingly commonplace, this increased efficiency is extremely valuable for employers.

The growing prevalence of ATS apps requires a shift in approach by jobseekers, to prepare a CV with the best chance of passing the ATS screening stage. That's why we've put together a list of key ATS CV tips, to maximise your chances of success:

• Include keywords and phrases that match the job description, making it easy for ATS apps to identify a strong fit for the role.
• Use standard CV headings that clearly identify each section, such as 'work experience', 'education' and 'skills'.
• Opt for a simple CV layout with consistent formatting, avoiding any special design elements that could make your CV harder for ATS apps to scan.
• Select a font that's widely used and maximises readability, including popular serif and sans serif fonts between size 10 and 12 for body text, and 14 and 16 for headings.
• Use bullet points rather than writing long, full sentences, as this will make your CV easier to scan and parse, and help your keywords and phrases to stand out.

It might seem like there's a lot to remember when it comes to making an ATS-compatible CV, but taking care with this stage can really improve your chances of success. To make the process as easy as possible, use one of our expert-designed, ATS-optimised CV templates and boost your chances of success.

Key takeaways for your secretary CV

To grab the attention of the reader with your CV, tailor it to the exact specifications of the job description, incorporating keywords and phrases that match the employer's requirements. Select a suitable CV format for your experience level, and show the reader how you've used skills relevant to the role, to create a positive impact in your career to date.

Finally, using a clean, professional CV template like those offered by Jobseeker, can help your CV stand out among its competitors and give you the best chance of success with your applications.

References:

1. JobHelp (UK Department for Work & Pensions campaign), No work experience? Focus on what you do have
2. Jobseeker, HR Insights