Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1

s ở GIÁO DỤC VÀ Đ À O TẠO H À N Ộ I
ĐÀO THỊ HƯƠNG

G I A O

T I Ê N G

A N H

T H Ư

K Ý

E N G L I S H

T R I N H

C H U Y Ê N

V Â N

F 0 R

N G À N H

P H Ò N G

S E C R E T A R I E S

(Dùng trong các trường

THCN)

N H À X U Ấ T B Ả N H À N Ộ I - 2006


V


Lời giới

thiêu

A Tước ta dang bước vào thời kỳ công nghiệp hóa, hiện
Ì V đại hóa nhằm dưa Việt Nam trở thành nước

công

nghiệp văn minh, hiện đại.
Trong sự nghiệp cách mạng to lớn đó, công tác đào

tạo

nhân lực luôn giữ vai trò quan trọng. Báo cáo Chính trị của
Ban Chấp hành Trung ương Đảng Cộng sản Việt Nam

tại

Đại hội Đảng toàn quốc lần thứ IX đã chỉ rõ: "Phát triển
giáo dục và đào tạo là một trong những động lực quan trọng
thúc đẩy sự nghiệp công nghiệp

hóa, hiện đại hóa, là điều

k i ệ n để phát triển nguồn lực con người - y ế u t ố cơ bản để
phát triển xã h ộ i , tăng trưởng kinh t ế nhanh và bền vững".
Quán triệt chủ trương, Nghị quyết của Đảng và Nhà
và nhận thức đúng đắn về tầm quan trọng của chương

nước
trình,

giáo trình đối với việc nâng cao chất lượng đào tạo, theo đề
nghị của Sở Giáo dục và Đào tạo Hà Nội, ngày
Uyban

23/9/2003,

nhân dân thành phô Hà Nội đã ra Quyết định

5620IQĐ-UB

số

cho phép Sở Giáo dục và Đào tạo thực hiện đề

án biên soạn chương trình, giáo trình trong các trường
học chuyên nghiệp (THON)

Trung

Hà Nội. Quyết định này thể hiện

sự quan tâm sâu sắc của Thành ủy, UBND thành phố

trong

việc nâng cao chất lượng đào tạo và phát triển nguồn

nhân

lực Thủ

đô.

Trên cơ sở chương trình khung của Bộ Giáo dục và Đào
tạo ban hành và những kinh nghiệm rút ra từ thực tế dào tạo
Sỏ Giáo dục và Đào tạo đã chỉ đạo các trường THON
biên soạn chương

tổ chức

trình, giáo trình một cách khoa học

hệ

3


thống và cập nhật những kiến thức thực tiễn phù hợp với đối
tượng học sinh THCN Hà Nội.

Bộ giáo trình này là tài liệu giảng dạy và học tập trong
các trường THON ở Hà Nội, đồng thời là tài liệu tham

khảo

hữu ích cho các trường có đào tạo các ngành kỹ thuật - nghiệp
vụ và đông đảo bạn đọc quan tâm đến vấn đề hướng
dạy

nghiệp,

nghề.
Việc tổ chức biên soạn bộ chương trình, giáo trình

này

là một trong nhiều hoạt động thiết thực của ngành giáo

dục

và đào tạo Thủ đô để kỷ niệm "50 năm giải phóng Thù đô ",
"50 năm thành lập ngành " và hướng tới kỷ niệm "1000
Thăng Long - Hà

năm

Nội".

Sở Giáo dục và Đào tạo Hà Nội chân thành cảm en Thành
ủy, UBND, các sỏ, ban, ngành của Thành phố, Vụ Giáo dục

chuyên nghiệp Bộ Giáo dục và Đào tạo, các nhà khoa học, các
chuyên gia đầu ngành, các giảng viên, các nhà quản lý, các
nhà doanh nghiệp đã tạo điều kiện giúp đỡ, đóng góp ý kiến,
tham gia Hội đồng phản biện, Hội đồng thẩm định và Hội
đồng nghiệm thu các chương trình, giáo

trình.

Đây là lẩn đầu tiên Sở Giáo dục và Đào tạo Hà Nội tổ
chức biên soạn chương trình, giáo trình. Dù đã hết sức
gắng nhưng chắc chắn không tránh khỏi thiếu sót, bất

cố
cập.

Chúng tôi mong nhận được những ý kiến đóng góp của bạn
đọc để từng bước hoàn thiện bộ giáo trình trong các lần tái
bản sau.

GIÁM ĐỐC SỞ GIÁO DỤC VÀ ĐÀO TẠO


I N T R O D U C T I O N

1. AIMS OF COURSE
English for Secretarỉes is a speaking, listening, reading and vvriting
course for learners who are either in or training for the posts as secretaries or
personal assistants.
The materials are designed for learners át the pre-intermediate level or
above. The course covers the four skills of listening, speaking, reading and

vvriting, as well as improving pronunciation and building vocabulary. Particular
emphasis is placed ôn speaking and vvriting. The primary goal of the course is
to teach communicative competence, thát is, the ability to communicate in
English according to the situation, purpose, and roles of the participants in
secretarial contexts.
2. COURSE LENGTH AND COMPONENTS
The course spreads in the two last semesters in the college with 180 classes.
The Student's book contains 13 units and 4 review units. Each unit has a
language study vvhich highlights and practices language appropriate to the
secretarial world, as follow:
Secretarial jobs and duties.
Reception.
Office equipments.
Business meetings.
Face -to-face and telephone messages and aưangements.
Social communication.
Listening passages and reading texts act as input tasks, íocusing ôn both
iníormational content and language content. In tùm, this input is used as the
basis for output tasks, íocusing ôn the speaking and writing skills.
The listening and reading materials are based around:

5


Face-to-face dialogues.
Telephone calls
Topical iníbrmation
Memos, letters, minutes, reports...
The writing activities give practice in the formulation of letters, memos,
minutes, reports, and E-mail....

The practical exercise in each unit are grouped into two topical and
íunction sections. These sections are referred to as "cycles" in the
teaching notes.
The workbook provides a variety of exercises thát develop students'
proficiency with the grammar, vocabulary and skills work presented in the
Student's Book. The vvorkbook can be used for homework.
The Audio Cassettes are for use in the classroom. They contain naturalsounding recording of the conversations, Pronunciation exercises and Listening
activities in the Student's Book.
3. STRUCTURE OF ONE UNIT
AI Each main unit contains:
Snapshot: The snapshols present interesting iníòrmation or pictures thát
introduce the topic of a unit. There are also some questions relating to unit
topical discussion.
Conversation: The conversations introduce the grammar in a
communicative context and present íunctional and conversational expressions.
Language study: The grammar is presented with new íunctions thát is
followed by controlled and free communicative practice activities.
Word povver: The word po\ver activities develop learners' vocabulary
through a variety of interesting tasks or collocation exercises.
Pronunciation: These focus ôn important íeatures of spoken English
including stress, intonation. reductions ....
Listening: The listening activities develop a wide variety of listenino
skills, including listening for details, inferring meaning from contexts. choosino
False or T r ú c .
Readỉng: The readings develop a variety of reading skills, includino
reading for details, skimming. and making inferences. Sometimes translation of
letters, memos, reports... provides better understanding.
6

Writing: The writing exercises include practical writing task thát extend
and reiníorce the teaching points in the unit.
Especially, in business letters and routine correspondences, learners must
follow the rule of vvriting.
BI Each revievv unit contains:
- Grammar summaries
- A variety of practical exercises thát help students consolidate what they
learnt from some previous units.
There're appendixes, glossary, tape-scripts and key sections át the back of
the book as the reference for teachers and students.
,
We hope thát you will like using English for Secretaries and find Ít usefuỊ,
interesting. Our goal is to provide teachers and students with activities thát
make the English class a time to look forward to and, át the same time, provide
students with the skills they need to use English outside the classroom, for
their future jobs as well.
Please let us know how you enjoy Ít and gocxi luck !

7


M E E T I N G

O F F I C E S T A F F

I
OBJECTIVES
•
•
•

Use wetl the questions and statements with the verb " T O BE",
Ordinary verbs át Simple present tense.
Check and exchange personal information about names, jobs or
positions in the hierarchy.
Be friendly wỉth others.

CONTENTS
- Topics: Greetings, introductions, names and job titles.
- Language: Wh-questions and statements with be, Ordinary verbs át
simple present tense.
- Vocabulary / pronunciation: Job titles, the Alphabets
- Skills work:
Listening and checking personal iníòrmation
Greetings, introducing and identiíying yourself or someone else
Talking about one's jobs or job titles.
Reading about some different greeting customs
Writing a personal profíle.
- Follow ú p : Make a conversation,
Listen and complete the dialogue (VCD)


l.SNAPSHOT
í) Listen and practice.

Popular First Names in the United States
For females

For malcs
Christopher

David
James
Jason

Joshua
Matthevv
Michael
Robert

Ashley
Jennifer
Jessica
Katherine

Lisa
Michelle
Nicole
Sarah

John

Steven

Kimberly

Stephanie

What is another lìrst name for a male in English? for a female?
Wha[ is your íavorite first name in English?
Lisl some popular names in your country.

9


I - l - M * «1 t

2. CONVERSATION
Introducing yourselí

A : Good morning, vou must be Mr. Silver's new secretary.
B : That's right. My name is Kathleen Devvitt, bút everyone calls me Kathỵ.
A : Wclcome to Diamond. I'm Annette Carlson. You can call me Annctte.
B : What do you do?
A : I'm the Office Manaaer. r u sho\v you around and introduce you to a fe\v
people.
B : Thank you.
A : First of all, there's vour desk over there.
B : Ôn the left?
A : That's right. Whv don't you look through Ít?
B : Okay.
A : See if there's anvthing else you need beĩore ì take you to the sioreroom.

10


Group work
Make a List of names and nicknames fòr your group. Introduce yourself with
your full name. Use the expressions above.
Introducing someone

Personnel Manager: Good morning, everyone. Can ì have a few moments
of your time? ĩd like to int?(5iuce a new member of
staff. Fừst things fừst, rđ like to intrcxluce you to our
Office Manager. Your'U be spending today and
tomorrow with her.
Office Manager:
Pleased to meet you, my name's Christine Adams.
How do you do? I'm Hilary Beach am.
Hilary Beach am :
Personnel Manager Hilary. Let me introduce you two. Mr. Brown, this
is Hilary.
Hilary Beach am : How do you do? My name's Beach am. Hilary
Beach am.
George Brown.
Personal assistant:

li


Personnel Manager: George is Mrs. Everett's personal Assistant. He'U be
showing you how everything works beíòre he leaves
us át the end of the week and you take his place. Let's
move ôn, shall we? Hilary, this is Helen Wright.
Hello, Hilary. How are you doing?
Helen Wright:
Fine, thanks, Helen.
Personnel Manager: You know each other, do you?
Yes, very well. Helen is one of my best íríends.
Hilary Beach am:
Personnel Manager: Anyway, as you probably know, Helen is one of the

secretaries. And Miss Hobday
Hỉlary Beach am:

3. LANGUAGE STUDY
Wh-questions and statements w i t h " b e '
What's your name?
Where are you from?
What's her name?
Where is she from?
Where are you from?
What are their names?
Where are they from?

My nameỉs ỉĩ.ậuYm fram..ửfr
Her name is
She's from
We're from
Theứ names are
They are from

Introducing yourself or someone
Introductions between speakers normally follow a number of steps, as follows:
ai ỉntroducing and identi/ying yoursel/
Formal: How do you do? I'm
How do you do? My name's
Iníormal : Hello, my name's
bi Replying to introductions and identifying
Formal: How do you do? Pm
How do you do? My name's
Pleased to meet you. My name's

Inĩormal: Hello, my name's
Nice to meet you. My name's

[2

yourseự


cl Introducing someone else
Formal: Fd like to introduce you to
Can ì introduce you to
?
Iníormal: Let me introduce you two
this is

, this is..

Practice
AI Complete these dialogues as requirements
ỉ Greet your boss when you meet him in the evening.
Mr. Simmons. How are you?
Very well, thank you
?
2. Introduce your boss a customer.
to introduce you to Mr. Hampshire.
Pleased to meet you,
Askvvith, Susan Askvvith.
3. Iníroduce a friend to anotherỷriend.
Paul
Erica.

4. Greet Peter, aỷriend, át a party.
Peter,..
?
7
5. ỉntroduce yourselỷto someone át a party.
, my name's Paula.
Mine's Gordon.
ố. hitroduce yourseự to a new customer.
? Fm Harriet Arnold.
Brown, Michael
7. Introduce your boss to a client.
Let
, Mr. Bryce
BI Ending a conversation

Mr. deưy.

Here are some different ways of ending a conversation.
1. A : Well, Ít was very nice talking to you.
B: Yes, we must meet again sometime.
A: Thát vvould be great. Here's my card. Maybe we can get together
next time you're in town.
B: ì hope so. And here's my card

13


2. A: Well, Ít was great to see you again, Harry.
B: Yes. And we should gel together again soon. How about lunch next
week?

A: Thát would be great. Give me a cai] át the office, and we'll arrange a
time.
B: Fine. See you next week, Frank.
3. A: Your new product sounds very interesting. Could you send me a
price list?
B: Yes, of course. Fm very sorry, bút would you excuse me? ì have to
make an urgent phone call.
A: Certainly.
In which dỉalogue(s):
a. Do A and B know each other well?
b. Does A decide to end the conversation?
c. Does B decide to end the conversation?
d. Is B impolite? Why?
c ỉ Continuing

a conversation

Match each question with the best repỉy. The first one is done for you.
ã. What do you think of Tokyo?
b. How often do you travel abroad?
c. Are you going to be here long?
d. Is this your íĩrst trip to Japan?
e. Do you know Harvey Hillips in sales?
f. Where are you staying?
g. It's an interesting conference, isn't Ít?
h. C an ì get you a reíĩll?
Ì. Yes, extremely interesting
2. Thank you.
3. Át the Sheraton
4. Yes, very vvell.

5. It's a very interesting place.
6. No, ì was here last year.
7. Just five days.
8. Once or twice a year.

4


Pair work
Take Ít in turns to introduce yourselí to your partner in the following
situations:
...
a/ át a formal reception for customers.
bi át a friendly party.
(ỉroup work
Work in groups of three. Each member of the group should introduce the
other two members of the group to each other in the same two situations.

4. WHO'S WHO IN THE COMPANY
Organization chart
Managering Dỉrector
Assistant General Manager

Marketing
Department

Production
Department

Marketing

Director

Production
Manager

Finance
Director

Personnel
Manager

P.A

P.A

P.A

P.A

2 secretaries

1 secretary

3 secretaries

1 secretary

Finance
Department

Personnel
Department

Whenỵou want to classiýy someone in a company, you can do according to:
- Their responsibility
- Their position in the hierarchy
I

-


-

Their job specification
Their location.

Here is some of the language you useỊor each ofthe four areas:
ai Responsibility
He is responsible for the Finance Department.
She looks a/ter Production
bi Position in the hierarchy
She works for the Personnel Manager.
He works under Judith Walker.
She works with Samantha Wolf (át the same level)
c/ Job speciýỉcatìon
He is the Managing Director.
She works as Personal Assistant
di Location
She works in the Personnel Department.
They are in the Finance Department.

5. LANGUAGE STUDY
Simple present tense
Pm a secretary, and ì have a high salary.

I/You

He/She

ì work at/in an office

work

works

ì go to work ôn weekdays.

take

takes

ì like Ít very much.

study

studies

She works for Thomas Cook Travel.

teach

teaches

She's a guide. She takes people ôn tours.

do

does

He goes to New York University.

go

goes

He loves Ít

have

has


Practice
AI
Ì.
2.
3.
4.

Fill in the blank:
Judith Walker works as Personal Assistant.

Paul Cummins
the Financial
Jane Margraves
the Personnel Director.
Tvvo secretaries
Daniel Harkin in the

5. Alice Everett
6. Michael Stott
Department.
7. Hilary Beach am
8. Paul Cummins looks

to the Managing Dừector.
the
in the
the

production

Department.
Department.

BI These people all work for Acme International. What department do
you think each person works in?
Ị'm responsible for
invoicing our
customers

Ị'm in charge of the

training programme



6. WORD-POWER JOB TITLES
Whiclí departments do these people work in?
Personnel Manager
Plant Manager Chief Accountant Sales Manager
Accounts Clerk Credit Controller Maintenance Offícer
After-sales Clerk Quality C ontroller Purchasing Offĩcer
Pay C lerk Sales Representative Recruitment Officer
Export Clerk Technician Training Offĩcer
Finance

Human
Resources

Production

Sales/Marketing

7. ữ PRONUNCIATION
Listen ancỉ practice sayiììg the alplìabet.
A B c D E F G H ì J K L M N 0 p Q R s T u V vv X Y z
a b c d e f g h

í j

k 1 m n o p q r s t u V w X y z

8. LISTENING
Listen and compìete the foỉlawing form
Car insurance
Mr./Mrs/Miss/Ms (delete as appropriate)
First name(s)
Male
0

female

0


For a free quotation, phone

ỉ

t ỉ

ĩ

Address:
Number :
Street:
Town/city:
Country:
Postcode:

Insurance
Area code:

Number:
Occupation
Freephone
08800 444777

Vichicle
Make/Model

9. READING
Meeting and Greeting Customs
There are many different greeting customers around the world. Here are some.
Chile
People usually shake hands when they meet for
the first time. When two women first meet, they
sometimes give one kiss ôn the cheek. (They actually
kiss the (từ) Women also greet both male and female
íriends with a kiss. Cjilean men give their friends
warm abraios (hugs) or sometimes kiss women ôn the cheek.

Kinland
Finns greet each other with a firm handshake. Hugs and kisses are only for
close íriends and family.
20


The Philippines
The everyday greeting for friends is a handshake for
both men and women. Men sometimes pat each other ôn
the back.
Korea

Men bovv slightly and shake hands to greet each
other. Women do nót usually shake hands. To
address someone vvith his or her full name, the
family name comes first, then the first name.
The United States

,.
. ^ ",^
aassssssssBSB

rr

People shake hands when they are first
introduced. Friends and family members often hug
^
or kiss ôn the cheek vvhen they see each other. In these
I,'.'=i situations, men often kiss vvomen bút nót other men.

According to the article, in which country or countries are the following
true?
Check (V) the correct boxes.

1. People shake hands
every time they meet.
2. Women do nót
shake hands.
3. Women kiss át the
first meeting
4. Men hug or pat each
other ôn the back.

5. Women kiss male
ÍTÌends.
6. The family name
comes first.

Chile

Kinland

The
Philippines

Korea

The
us

ũ

ũ

•

•

•

ũ

•

•

•

•

ũ

•

•

•

•

ũ

ũ

•

•

•

•

•

•

•

•

•

•

•

•

•

21
ĩ


Pair work
How do these people greet each other in your counỉry ?
- Two male ữiends
- A male and female friend
- Two strangers
- Tvvo female íriends
10. WRITING
Complete the foììowingform

SAVE 20% ÔN THE NEWSSTAND PRICE
You pay only AUD$4.96 per issue instead of AUD$6.20
Please vvrite in BLOCK CAPITALS
Surname:
First name :
Job title:
Company name :
Address:
City:
Country:
Tel:
Fax
ì wish to pay by:
Cheque c
Account number:
Valid until:
Signature:

Mastercard ì

Visa [

.'

F()LLOW ÚP
AI Work in twos or threes. You are participants át an international
conference.
Follow the instructions ôn each square and start a conversation
22

You arrive át the
conference hotel.
Go lo the reception
desk and register.

Ask another
person about
their company

Introduce
two people to
one another.

Exchange
business cards
with another
participant

Introduce
yourself to
another person át
the conference

You see an old
friend. Greet
him/her

Ask another
person about

their family

Say "thank
you" in three
ditTerent
languages

Ask another
person át the
conference
w vvhat their job
is
Name three
countries
which begin
with the
letter "B"

Name tvvo
countries where
w you bow when
you meet

Ask another
person about the
w department or
division they
work in.

Name four

countries you
want to visit
w ôn holiday

Ask another
person where
w they come
from
Ask another
person about
w their hobbies
and interests

It's time to
go home. Say
w goodbye to
your new
friends.

B I Complete the following dialogue and then ỉisten to the VCD, check Ít
please.
Jane: So as you can see, ì was very excited. After thát, we talked about my
job description.
Your skills.
David: (1)
át university?
Jane : My íavorite topics were letter writing, dictation and niling studies.
David : ..(2)
?
Jane : ì have good patience and English language skills.

David: (3)
?
Jane : Yes, ì can use Windows and Excel.
David: (4)
?
Jane: Yes, 50 \vords per minute.

23


David: ...(5)
?
Jane : Yes, ì am íamiliar with the internet. ì like suríìng in my free time.
David: ..(6)
?
Jane : Mv íavorite \vebsite is www.bbc.com.
Key sentences
-

ì think we haven't mét each other beíore, have we?
Aren't you Miss
?
We mét the other night át a dinner.
I'm very glad lo see you again
Delighted to meet you, Miss
Have you mét Mr. Chen, our manager?
No, ì haven't had the pleasure.
Let me introduce Mĩ. Chen to you.
VVelcome to our company.
Thát is Michael Jones. Mĩ. Bro\vn.

How long have you been working here?

Nevv words
Nouns/ Noun phrase
- customer:
- client :
- product :
- sales:
- conterence:
- reception:
- chan :

24

-

organisation :

-

Managerinơ Director:
Assistant General Manaaer
Marketing Department:
Production Department:
Finance Department:
Personnel Department:
Production Manager:

người mua hàng, khách hàng
khách hàng

sản phàm
thương mại, bán
cuộc họp, hội nghị
buổi tiếp tàn
biêu đồ
lổ chức
Giám đốc điều hành
Trợ lý tổng giám đốc
phòng tiếp thị
phòng sán xuất
phòng tài chính
phòng nhân sự
Trường phòng sản xuất


- Finance Director:
- Personnel Manager:
- responsibility:
- position:
- hierarchy:
- Personal Assistant:
- training program:
- structure:
- cheek:
- handshake:
Adiectives:
- íavorite:
- popular:
- formal:
- iníbrmal:

- responsible:
Adverbs:
- extremely:
- probably:
Verbs:
- introduce:
- classiíy:
- report:

Giám đốc tài chính
Truông phòng nhân sự
trách nhiệm
vị trí
hệ thống cấp bậc
trợ lý riêng
chương trình đào tạo
cấu trúc, cơ cấu
má
sự bắt tay
ưa thích
phổ biến
trịnh trọng
không trịnh trọng thân mật
trách nhiệm
cực kỳ, rất
có lẽ, có thể
giới thiệu
phân loại
báo cáo