Secretarial Practice (English)

ITI Secretarial Practice (English) Syllabus (English)

Course Overview

• Trade Name: Secretarial Practice (English)
• Duration: 1 Year (2 Semesters)
• NSQF Level: Level 4
• Eligibility: 10th Grade Pass
• Objective: To train candidates in office administration, typing, shorthand, and computer applications, equipping them for roles as secretaries, office assistants, or administrative staff in government/private offices, or for self-employment in secretarial or data entry services.
• Certification: National Trade Certificate (NTC) by NCVT

Detailed Syllabus

Semester 1

Trade Theory

• Introduction to Secretarial Practice: Role of secretaries, office functions, organizational structures.
• Safety Practices: Ergonomic workstation setup, eye strain prevention, fire safety in offices.
• Office Communication: Business letters, memos, email etiquette, telephone handling.
• Typing Basics: Keyboard layout (QWERTY), finger placement, typing speed (30 WPM target).
• Shorthand Fundamentals: Pitman shorthand, consonants, vowels, basic phrases, transcription.
• Computer Fundamentals: Hardware, OS (Windows), MS Office (Word, Excel), file management.
• Office Management: Filing systems, record keeping, appointment scheduling.

Trade Practical

• Safety Drills: Setting up ergonomic chairs/desks, practicing fire evacuation, securing cables.
• Typing Practice: Typing paragraphs on QWERTY keyboards, achieving accuracy (98%) and speed.
• Shorthand Exercises: Writing consonants/vowels, transcribing simple sentences (60 WPM target).
• Communication Tasks: Drafting business letters, composing professional emails, role-playing phone calls.
• Computer Operations: Creating documents in MS Word, formatting tables, managing folders.
• Office Tasks: Organizing files (alphabetical, numerical), preparing appointment diaries.
• Project Work: Preparing a business letter and shorthand transcription of a 100-word passage.

Hours: Theory: 160 hours | Practical: 240 hours

Semester 2

Trade Theory

• Advanced Office Communication: Report writing, meeting agendas, minutes preparation.
• Advanced Typing: Typing complex documents, achieving 40 WPM with minimal errors.
• Advanced Shorthand: Diphthongs, prefixes/suffixes, business correspondence, 80 WPM transcription.
• Computer Applications: Advanced MS Word (mail merge), Excel (formulas, charts), PowerPoint presentations.
• Accounting Basics: Bookkeeping, petty cash handling, tally software introduction.
• Office Ethics: Confidentiality, workplace etiquette, handling sensitive information.
• Entrepreneurship: Starting a secretarial service, freelancing, market trends in office administration.

Trade Practical

• Communication Practice: Drafting reports, preparing meeting minutes, summarizing agendas.
• Typing Tasks: Typing legal documents, manuscripts, achieving 40 WPM with 99% accuracy.
• Shorthand Practice: Transcribing business letters, achieving 80 WPM, verifying accuracy.
• Computer Tasks: Creating mail-merged letters, Excel spreadsheets with formulas, PowerPoint slides.
• Accounting Exercises: Recording transactions in Tally, managing petty cash logs.
• Office Simulation: Handling mock office scenarios (scheduling, correspondence, filing).
• Project Work: Managing a simulated office task (e.g., organizing a meeting with agenda, minutes, and typed reports).

Hours: Theory: 160 hours | Practical: 240 hours

Additional Components

• Workshop Calculation and Science
  
  • Calculations: Typing speed calculations, office budget estimation, basic accounting sums.
  • Science: Ergonomics principles, electricity basics for office equipment safety.
  • Hours: 80 hours/year
• Engineering Drawing
  
  • Drawings: Office layouts, workflow charts, organizational hierarchies.
  • Hours: 80 hours/year
• Employability Skills
  
  • Communication: Client interaction, professional email drafting, teamwork.
  • IT Literacy: Using office software, cloud storage, online scheduling tools.
  • Soft Skills: Time management, resume writing, interview preparation.
  • Hours: 60 hours/year

Assessment and Certification

• Exams:
  
  • Theory: Written exams per semester (MCQs, descriptive questions).
  • Practical: Tasks like typing tests, shorthand transcription, document preparation, office simulation.
• Evaluation Criteria: Typing speed/accuracy, shorthand proficiency, document quality, administrative skills.
• Certification: NCVT National Trade Certificate (NTC) upon passing both semesters, globally recognized.

Career Opportunities

• Employment: Secretary, office assistant, administrative staff in government/private offices, banks, or corporate firms.
• Self-Employment: Secretarial services, freelance data entry, virtual assistant services.
• Further Studies: Diploma in Office Management, certifications in Tally or advanced MS Office.