SECRETARIAL ASSISTANT

COMPETENCY BASED CURRICULUM

(Duration: 1 Yr. 3 months.)

APPRENTICESHIP TRAINING SCHEME (ATS)

NSQF LEVEL- 4

SECTOR – BANKING FINANCIAL SERVICE AND INSURANCE

GOVERNMENT OF INDIA
MINISTRY OF SKILL DEVELOPMENT & ENTREPRENEURSHIP
DIRECTORATE GENERAL OF TRAINING

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SECRETARIAL ASSISTANT
(Revised in 2018)
APPRENTICESHIP TRAINING SCHEME (ATS)

NSQF LEVEL - 4

Developed By

Ministry of Skill Development and Entrepreneurship

Directorate General of Training
CENTRAL STAFF TRAINING AND RESEARCH INSTITUTE
EN-81, Sector-V, Salt Lake City,
Kolkata – 700 091
SECRETARIAL ASSISTANT

ACKNOWLEDGEMENT
The DGT sincerely expresses appreciation for the contribution of the Industry, State
Directorate, Trade Experts and all others who contributed in revising the curriculum. Special
acknowledgement to the following industries/organizations who have contributed valuable inputs
in revising the curricula through their expert members:

1. Ordinance Factory ,Kanpur

2. Oil Development Authority
3. India Meteorological Department

Special acknowledgement is extended by DGT to the following expert members who had
contributed immensely in this curriculum.

Co-ordinator for the course: ………………

Sl. Name & Designation Organization Expert Group

No. Sh./Mr./Ms. Designation
1. Mr. Ashok Kumar , Assistant Ordinance Factory ,Kanpur. Expert
Manager

2. Mr. Jayapaln India Meteorological Department Expert

3. Mr. S.K Saini Oil Development Authority Expert

4. Mr. Yogesh Kumar NVTI, Noida Expert

Aggarwal(ADT)
5. Mr. Bhatachariya (Training DGT, Field Institute . Expert
Officer)
SECRETARIAL ASSISTANT
CONTENTS

Sl.
Topics Page No.
No.

1. Background 1–2

2. Training System 3–7

3. Job Role 8

4. NSQF Level Compliance 9

5. General Information 10

6. Learning Outcome 11

7. Learning Outcome with Assessment Criteria 12 – 14

8. Syllabus 15 – 17

9. Syllabus - Core Skill

9.1 Core Skill – Employability Skill 18 – 20

10. Details of Competencies (On-Job Training) 21

11. List of Trade Tools & Equipment Basic Training - Annexure I 22 - 24

12. Tools & Equipments for Employability Skills 25

13. Format for Internal Assessment -Annexure II 26

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1. BACKGROUND

1.1 Apprenticeship Training Scheme under Apprentice Act 1961

The Apprentices Act, 1961 was enacted with the objective of regulating the programme of
training of apprentices in the industry by utilizing the facilities available therein for imparting
on-the-job training. The Act makes it obligatory for employers in specified industries to engage
apprentices in designated trades to impart Apprenticeship Training on the job in industry to
school leavers and person having National Trade Certificate(ITI pass-outs) issued by National
Council for Vocational Training (NCVT) to develop skilled manpower for the industry. There
are four categories of apprentices namely; trade apprentice, graduate, technician and technician
(vocational) apprentices.
Qualifications and period of apprenticeship training of trade apprentices vary from trade to
trade. The apprenticeship training for trade apprentices consists of basic training followed by
practical training. At the end of the training, the apprentices are required to appear in a trade test
conducted by NCVT and those successful in the trade tests are awarded the National
Apprenticeship Certificate.

The period of apprenticeship training for graduate (engineers), technician (diploma holders and
technician (vocational) apprentices is one year. Certificates are awarded on completion of
training by the Department of Education, Ministry of Human Resource Development.

1.2 Changes in Industrial Scenario

Recently we have seen huge changes in the Indian industry. The Indian Industry registered an
impressive growth during the last decade and half. The number of industries in India have
increased manifold in the last fifteen years especially in services and manufacturing sectors. It
has been realized that India would become a prosperous and a modern state by raising skill
levels, including by engaging a larger proportion of apprentices, will be critical to success; as
will stronger collaboration between industry and the trainees to ensure the supply of skilled
workforce and drive development through employment. Various initiatives to build up an
adequate infrastructure for rapid industrialization and improve the industrial scenario in India
have been taken.
1.3 Reformation
The Apprentices Act, 1961 has been amended and brought into effect from 22nd December, 2014
to make it more responsive to industry and youth. Key amendments are as given below:

 Prescription of number of apprentices to be engaged at establishment level instead

of trade-wise.

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 Establishment can also engage apprentices in optional trades which are not
designated, with the discretion of entry level qualification and syllabus.

 Scope has been extended also to non-engineering occupations.

 Establishments have been permitted to outsource basic training in an institute of

their choice.

 The burden of compliance on industry has been reduced significantly.

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2. TRAINING SYSTEM
2.1 GENERAL

Directorate General of Training (DGT) under Ministry of Skill Development &

Entrepreneurship offers range of vocational training courses catering to the need of different
sectors of economy/ Labour market. The vocational training programmes are delivered under
aegis of National Council of Vocational Training (NCVT). Craftsman Training Scheme (CTS)
and Apprenticeship Training Scheme (ATS) are two pioneer programmes of NCVT for
propagating vocational training.

Secretarial Assistant trade under ATS is one of the most popular courses delivered
nationwide through different industries. The course is of one year and three months (01 Block)
duration. It mainly consists of Domain area and Core area. In the Domain area Trade Theory &
Practical impart professional - skills and knowledge, while Core area - Employability Skills
imparts requisite core skills & knowledge and life skills. After passing out the training
programme, the trainee is being awarded National Apprenticeship Certificate (NAC) by NCVT
having worldwide recognition.

Broadly candidates need to demonstrate that they are able to:

 Read & interpret technical parameters/document, plan and organize work processes,
identify necessary materials and tools;
 Perform task with due consideration to safety rules, accident prevention regulations and
environmental protection stipulations;
 Apply professional skill, knowledge, core skills & employability skills while performing
jobs and solve problem during execution.
 Check the job/assembly as per drawing for functioning, identify and rectify errors in
job/assembly.
 Document the technical parameters related to the task undertaken.

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2.2 CAREER PROGRESSION PATHWAYS:

 Can join Crafts Instructor Training Scheme (CITS) in the trade for becoming instructor in
ITIs.
 Indicative pathways for vertical mobility.

2.3 COURSE STRUCTURE:

Table below depicts the distribution of training hours across various course elements
during a period of one year (Basic Training and On-Job Training) : -

Total training duration details: -

Time 1-3 4 - 15
(in months)
Basic Training Block– I -----
Practical Training ---- Block – I
(On - job training)

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A. Basic Training
For 02 yrs. Course (Non-Engg.):- Total 03 months: 03 months in 1styr. only
For 01 yr. Course (Non-Engg):- Total 03 months: 03 months in 1st yr.

Sl. Total Notional Training

Course Element
No. Hours

For 01 yr. course

1 Professional Skill (Trade Practical) 270

2 Professional Knowledge (Trade Theory) 120

3 Employability Skills 110

Total (including Internal Assessment) 500

B. On-Job Training:-
For 01 yr. Course (Non-Engg.) :- ( Total 12 months)
Notional Training Hours for On-Job Training: 2080 Hrs.
C. Total training hours:-
Duration Basic Training On-Job Training Total

For 02 yrs. Course (Non-Engg.) 1000 hrs. 3640 hrs. 4140 hrs.

For 01 yr. Course (Non-Engg.) 500 hrs. 2080 hrs. 2580 hrs.

2.4 ASSESSMENT & CERTIFICATION:

The trainee will be tested for his skill, knowledge and attitude during the period of course
and at the end of the training programme as notified by Govt of India from time to time. The
Employability skills will be tested in first two semesters only.

a) The Internal assessment during the period of training will be done by Formative assessment
method by testing for assessment criteria listed against learning outcomes. The training institute
have to maintain individual trainee portfolio as detailed in assessment guideline. The marks of
internal assessment will be as per the template (Annexure – II).

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b) The final assessment will be in the form of summative assessment method. The All India
Trade Test for awarding NAC will be conducted by NCVT on completion of course as per
guideline of Govt of India. The pattern and marking structure is being notified by govt of India
from time to time. The learning outcome and assessment criteria will be basis for setting
question papers for final assessment. The examiner during final examination will also
check individual trainee’s profile as detailed in assessment guideline before giving marks for
practical examination.

2.4.1 PASS REGULATION

The minimum pass percent for Practical is 60% & minimum pass percent for Theory
subjects 40%. The candidate pass in each subject conducted under all India trade test.

2.4.2 ASSESSMENT GUIDELINE

Appropriate arrangements should be made to ensure that there will be no artificial

barriers to assessment. The nature of special needs should be taken into account while
undertaking assessment. Due consideration should be given while assessing for team work,
avoidance/reduction of scrap/wastage and disposal of scarp/wastage as per procedure, behavioral
attitude, sensitivity to environment and regularity in training. The sensitivity towards OSHE and
self-learning attitude are to be considered while assessing competency.

Assessment will be evidence based comprising the following:

 Job carried out in labs/workshop

 Record book/ daily diary
 Answer sheet of assessment
 Viva-voce
 Progress chart
 Attendance and punctuality
 Assignment
 Project work

Evidences of internal assessments are to be preserved until forthcoming semester

examination for audit and verification by examination body. The following marking pattern to be
adopted while assessing:

Performance Level Evidence

(a) Weightage in the range of 60 -75% to be allotted during assessment

For performance in this grade, the candidate  Demonstration of good skill in the use of hand
with occasional guidance and showing due tools, machine tools and workshop equipment
regard for safety procedures and practices, has  Below 70% tolerance dimension/accuracy
produced work which demonstrates attainment achieved while undertaking different work with
of an acceptable standard of craftsmanship. those demanded by the component/job/set
standards.

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 A fairly good level of neatness and consistency
in the finish
 Occasional support in completing the
project/job.
(b) Weightage in the range of above75% - 90% to be allotted during assessment
For this grade, the candidate, with little  Good skill levels in the use of hand tools,
guidance and showing due regard for safety machine tools and workshop equipment
procedures and practices, has produced work  70-80% tolerance dimension/accuracy achieved
which demonstrates attainment of a reasonable while undertaking different work with those
standard of craftsmanship. demanded by the component/job/set standards.
 A good level of neatness and consistency in the
finish
 Little support in completing the project/job
(c) Weightage in the range of above 90% to be allotted during assessment
For performance in this grade, the candidate,  High skill levels in the use of hand tools,
with minimal or no support in organization and machine tools and workshop equipment
execution and with due regard for safety  Above 80% tolerance dimension/accuracy
procedures and practices, has produced work achieved while undertaking different work with
which demonstrates attainment of a high those demanded by the component/job/set
standard of craftsmanship. standards.
 A high level of neatness and consistency in the
finish.
 Minimal or no support in completing the
project.

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3. JOB ROLE

Brief description of Job roles:

A secretarial Assistant Job role provides various type of secretarial services, Stenographer,
Personal Secretary, Office Assistant and Data Entry Operator. They must be able to prepare and
manage correspondence, reports and documents. They are also able to organize and coordinate
meetings, conferences and travel arrangements. A Secretarial Assistant must be able to
implement and maintain offices system. They also coordinate the flow of information both
internally and externally. A Secretarial Assistant must be handle inward and outward mail. Plan
and organize assign work and detect and resolve issues during execution. A secretarial Assistant
is also able to keeps all the records and maintains confidentiality and prestige of his/her
organization. A Secretarial Assistant is able to prepare different types of letter . Composing and
Drafting Mail. They must Handling photocopy machine, Fax, Scanner, Computer & its
accessories and Franking Machine, Knowledge about EPABX & Intercom. Able to do Train
Reservation, Flight Reservation, BUS Reservations, Online Hotel Reservation in Different Cities
and Countries through internet.
Secretarial Assistant work consist of supporting executives. The role of Secretarial Assistant
work closely with senior members of staff(usually senior manager or Director) helping them to
manage their workload, organize their day and free up their time by providing administrative
support on a one to one basis. They also responsible for keeping all of official record of a
company or organization.
They can plan and organize assigned work and detect & resolve issues during execution.
Demonstrate possible solutions and agree tasks within the team. Communicate with required
clarity and understand technical English. Sensitive to environment, self-learning and
productivity.
May be designated as Secretarial Assistant General according to nature of work done.

Reference NCO:

i) 4120.0100 Private Secretary

ii) 4120.0200 Personal Secretary
iii) 4120.9900 Secretaries, Other

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4. NSQF LEVEL COMPLIANCE

NSQF level for Secretarial Assistant trade under ATS: Level 4

As per notification issued by Govt. of India dated- 27.12.2013 on National Skill

Qualification Framework total 10 (Ten) Levels are defined.

Each level of the NSQF is associated with a set of descriptors made up of five outcome
statements, which describe in general terms, the minimum knowledge, skills and attributes that a
learner needs to acquire in order to be certified for that level.

Each level of the NSQF is described by a statement of learning outcomes in five

domains, known as level descriptors. These five domains are:

a. Process
b. professional knowledge,
c. professional skill,
d. core skill and
e. Responsibility.

The Broad Learning outcome of SECRETARIAL ASSISTANT trade under ATS mostly
matches with the Level descriptor at Level- 4.

The NSQF level-4 descriptor is given below:

LEVEL Process required Professional Professional Core skill Responsibility

knowledge skill
Level 4 work in familiar, factual recall and language to Responsibility
predictable, knowledge demonstrate communicate for own work
routine, situation of field of practical skill, written or oral, and learning.
of clear choice. knowledge routine and with required
or study repetitive in clarity, skill to
narrow range basic
of Arithmetic
application, and algebraic
using principles, basic
appropriate understanding
rule and of
tool, using social political
quality and natural
concepts environment.

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5. GENERAL INFORMATION
Name of the Trade
SECRETARIAL ASSISTANT
NCO - 2015 4120.0100 Private Secretary
4120.0200 Personal Secretary
4120.9900 Secretaries, Other
NSQF Level Level – 4
Duration of Apprenticeship
Training 3 months + One year (01 Blocks of 15 month duration).
(Basic Training + On-Job Training)

Duration of Basic Training a) Block –I : 3 months

Total duration of Basic Training: 3 months
Duration of On-Job Training a) Block–I: 12 months
Total duration of Practical Training: 12 months
Entry Qualification Passed 12th class examination under 10+2 system of education or
its equivalent.
Selection of Apprenticeship The apprentices will be selected as per Apprentices Act amended
time to time.
Instructors Qualification for As per ITI instructors qualifications as amended time to time for
Basic Training the specific trade.
Infrastructure for basic As per related trade of ITI.
training
Examination The internal examination/ assessment will be held on completion
of each block.
Final examination for all subjects will be held at the end of course
and same will be conducted by NCVT.

Rebate to Ex-ITI Trainees 03 months

CTS trades eligible for 1. Secretarial Assistant
Secretarial Assistant 2. Secretarial Practice
Apprenticeship 3. Stenography(English)
Note:
 Industry may impart training as per above time schedule for different block, however this
is not fixed. The industry may adjust the duration of training considering the fact that all
the components under the syllabus must be covered. However the flexibility should be
given keeping in view that no safety aspects is compromised.
 For imparting Basic Training the industry to tie-up with ITIs having such specific trade and
affiliated to NCVT.

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6. LEARNING OUTCOME

6.1 GENERIC LEARNING OUTCOME

The following are minimum broad Common Occupational Skills/ Generic Learning Outcome
after completion of the SECRETARIAL ASSISTANT course of 01 year and 03 months duration
under ATS.
Block I:-

1. Recognize & comply safe working practices, environment regulation and housekeeping.
2. Comply environment regulation and housekeeping.
3. Assist in exigencies and carry out elementary first-aid during emergencies.
4. Work in a team, understand and practice soft skills, technical English to communicate
with required clarity.
5. Explain energy conservation, global warming and pollution and contribute in day to day
work by optimally using available resources.
6. Explain personnel finance, entrepreneurship and manage/organize related task in day to
day work for personal & societal growth

6.2 SPECIFIC LEARNING OUTCOME

Block – I

1. Develop good appearance and behaviour, practice tasks as per industry standard and good
communication skill.
2. Perform reception duties i.e., handling of telephone calls, receiving and entering visitors.
3. Take dictation, transcript it and all types of correspondence, prepare report etc.
4. Carry out internal and external mail.
5. Carry out arrangement of appointments, engagements and records message and assisting
in these tasks.
6. Carry out travel arrangements, tour programme and itineraries.
7. Carry out notice, agenda, and minutes for official meetings.
8. Organize conferences meeting and social activities of the organization.
9. Carry out cash and bank transactions of his/her boss.
10. Carry out the flow of information.
11. Carry out filing system and official record.
12. Demonstrate office machines and equipment.

NOTE: Learning outcomes are reflection of total competencies of a trainee and assessment
will be carried out as per assessment criteria.

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7. LEARNING OUTCOME WITH ASSESSMENT CRITERIA

GENERIC LEARNING OUTCOME

LEARNING ASSESSMENT CRITERIA
OUTCOMES
1. Recognize & comply safe 1. 1. Follow and maintain procedures to achieve a safe
working practices, environment working environment in line with occupational health
regulation and housekeeping. and safety regulations and requirements.
1. 2. Recognize and report all unsafe situations according to
site policy.
1. 3. Identify and take necessary precautions on fire and
safety hazards and report according to site policy and
procedures.
1. 4. Identify, handle and store / dispose off
dangerous/unsalvageable goods and substances
according to site policy and procedures following
safety regulations and requirements.
1. 5. Identify and observe site policies and procedures in
regard to illness or accident.
1. 6. Identify safety alarms accurately.
1. 7. Report supervisor/ Competent of authority in the event of
accident or sickness of any staff and record accident
details correctly according to site accident/injury
procedures.
1. 8. Identify and observe site evacuation procedures
according to site policy.
1. 9. Identify Personal Productive Equipment (PPE) and use
the same as per related working environment.
1. 10. Identify basic first aid and use them under different
circumstances.
1. 11. Identify different fire extinguisher and use the same as
per requirement.

2. Comply environment 2.1 Identify environmental pollution & contribute to the

regulation and avoidance of instances of environmental pollution.
housekeeping. 2.2 Deploy environmental protection legislation & regulations.
2.3 Take opportunities to use energy and materials in an
environmentally friendly manner.
2.4 Avoid waste and dispose waste as per procedure.
2.5 Recognize different components of 5S and apply the same
in the working environment.

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3. Assist in exigencies and carry 3.1 Demonstrate elementary first-aids.
out elementary first-aid 3.2 Demonstrate safety practices to be observed in kitchen.
during emergencies. 3.3 Demonstrate use of personal protective dresses.
3.4 Identify emergency exit route.
3.5 Demonstrate fire fighting procedure using fire
extinguishers.

4. Work in a team, understand 4.1 Obtain sources of information and recognize information.
and practice soft skills, 4.2 Use documents, regulations and occupationally related
technical English to provisions
communicate with required 4.3 Conduct appropriate and target oriented discussions with
clarity. higher authority and within the team
4.4 Present facts and circumstances, possible solutions & use
English and French terminology
4.5 Resolve disputes within the team
4.6 Conduct written communication

5. Explain energy conservation, 5.1 Semester examination to test knowledge on energy

global warming and pollution conservation, global warming and pollution
and contribute in day to day 5.2 Their applications will be assessed during execution of
work by optimally using assessable outcome
available resources.

6. Explain personnel finance, 6.1 Semester examination to test knowledge on personnel

entrepreneurship and finance, entrepreneurship.
manage/organize related
6.2 Their applications will be assessed during execution of
task in day to day work for
assessable outcome.
personal & societal growth.

SPECIFIC OUTCOME
Block-I & II (Section:10 in the competency based curriculum)
Assessment Criteria i.e. the standard of performance, for each specific learning
outcome mentioned under block – I (section: 10) must ensure that the trainee
achieves well developed skill with clear choice of procedure in familiar context.
Assessment criteria should broadly cover the aspect of Planning (Identify, ascertain,
estimate etc.); Execution (perform, illustration, demonstration etc. by applying 1) a
range of cognitive and practical skills required to accomplish tasks and solve
problems by selecting and applying basic methods, tools, materials and information
2) Knowledge of facts, principles, processes, and general concepts, in a field of work
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or study 3)Desired Mathematical Skills and some skill of collecting and organizing
information, communication) and Checking/ Testing to ensure functionality during
the assessment of each outcome. The assessments parameters must also ascertain that
the candidate is responsible for own work and learning and some responsibility for
other’s work and learning.

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8. SYLLABUS

BASIC TRAINING (Block – I)

Duration: (03) Three Months

Week
No. Professional Skills (Trade Practical) Professional Knowledge (Trade Theory)
1. Importance of safety and general precautions 1. Importance of trade training, List of tools
observed in the in the industry/shop floor. & Machinery used in the trade.
Introduction of First aid. Operation of electrical 2. Safety attitude development of the trainee
mains and electrical safety. Introduction of by educating them to use Personal
PPEs. Protective Equipment (PPE).
Response to emergencies e.g.; power failure, 3. First Aid Method and basic training
fire, and system failure. 4. Safety signs for Danger, Warning,
Importance of housekeeping & good shop caution & personal safety message
5. Use of Fire extinguishers
floor practices. Introduction to 5S concept &
its application.
Occupational Safety & Health: Health, Safety
and Environment guidelines, legislations &
regulations as applicable
2. Visiting the concerned organization/Industry Introduction to the concerned organization/
and the nature of the work to be handled where Industry
he/she is working
3. 1. Use gestures or simple words to Carry out good appearance and behavior and
communicate where language barrier express good communication skills.
exist.
2. Speak and understand basic language.
3. Display positive body language.
4. Use different types of communication
skills.

4. 1. Practice dictation from different Taking dictation and hands on practice

sources:
a) Newspaper
b) Court Judgment
c) Parliament Language
d) Shorthand Magazines.
And transcribe on computer.

5. 1. Handling Filing system. Filing - Meaning of Records, Compilation

2. Filing equipment. and Classification.

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3. Method of Classification. Handling Inward and Outward mail &
4. Practice File management system on Improving Typing Speed
computer.
Practicing Typing on computer and Laptop.
With accuracy.
6 1. Prepare Business letters. Expertise to prepare different types of letter
2. Official letters.
3. Tabular Statement.
4. Manuscript.
5. Practice on Report Writing.

7. To practice the routine office duties such as: Practice the Routine Office Duties;
1. Receptionist duties & soft skills. Office Stationery, types of Office
2. Hospitality to the visitors. Stationery; Office Forms and Manuals.
3. Front office Management.
4. Recording appointments in diaries.
5. Record maintain procedures.
6. Maintain the confidential records.
7. Correspondence writing.
8 1. To practice the MS-Word in routine MS-Office
duties of office such as:
Page layout- Margins, Size, Font, Insert,
Design,& Mail Merge.
2. Hands on practice on computer.
9 To practice the MS-Excel in routine office MS-Excel
work such as:
a) Database entry by using MS-Excel.
b) Applying Formulas
c) Preparing different types of charts.
d) Practice of MS-Excel- Range, Editing,
Menu & functions.
e) Take Print out.

10 To prepare presentation through Power Power Point Presentation

point activities are:
Creation of PPT.
Editing and graphics and the practice of
same.
Layout and Theme.
a) Design Slide.
b) Templates Selection.

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c) Animations and Transition.
d) Slide Show etc.
e) Hands on practice on computer.
11 1. Searching of Information on various Uses of INTERNET and other Office
search portals. Equipments
2. Knowledge about uses of Internet and
Handling office equipment’s such as:
a) Sending mail
b) Receiving Mail.
c) Composing and Drafting Mail.
d) Handling photocopy machine, Fax,
Scanner, Computer & its accessories
and Franking Machine, Knowledge
about EPABX & Intercom.
12 1. Courier Services. Carry out Post Office and Bank Services
Post Services like: Regd., Post, Parcel and VPP
etc.
2. Banking Services:
a) Opening a new bank Account.
b) Demand Draft.
c) ECS system.
d) ATM, Credit Card & Debit Card.
e) Internet Banking.
13. 1. Train Reservation through Internet. Carry Out Tour Programme
2. Flight Reservation through Internet.
3. BUS Reservations through Internet.
4. Online Hotel Reservation in Different
Cities and Countries.
5. Prepare itineraries and Tour
programmes.
Assessment/Examination 03days

NOTE: -

More emphasis to be given on video/real-life pictures during theoretical classes. Some real-life
pictures/videos of related industry operations may be shown to the trainees to give a feel of
Industry and their future assignment.

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9. SYLLABUS - CORE SKILLS

9.1 EMPLOYABILITY SKILLS

(DURATION: - 110 HRS.)

Block – I
(Duration – 110 hrs.)
1. English Literacy
Duration: 15 Hrs. Marks : 09
Pronunciation Accentuation (mode of pronunciation) on simple words, Diction (use of word
and speech)
Functional Grammar Transformation of sentences, Voice change, Change of tense, Spellings.
Reading Reading and understanding simple sentences about self, work and
environment
Writing Construction of simple sentences Writing simple English
Speaking / Spoken Speaking with preparation on self, on family, on friends/ classmates, on know,
English picture reading gain confidence through role-playing and discussions on
current happening job description, asking about someone's job habitual
actions. Cardinal (fundamental) numbers ordinal numbers. Taking messages,
passing messages on and filling in message forms Greeting and introductions
office hospitality, Resumes or curriculum vita essential parts, letters of
application reference to previous communication.
2. I.T. Literacy Duration
: 15 Hrs. Marks : 09
Basics of Computer Introduction, Computer and its applications, Hardware and peripherals,
Switching on-Starting and shutting down of computer.
Computer Operating Basics of Operating System, WINDOWS, The user interface of Windows OS,
System Create, Copy, Move and delete Files and Folders, Use of External memory like
pen drive, CD, DVD etc, Use of Common applications.
Word processing and Basic operating of Word Processing, Creating, opening and closing Documents,
Worksheet use of shortcuts, Creating and Editing of Text, Formatting the Text, Insertion &
creation of Tables. Printing document.
Basics of Excel worksheet, understanding basic commands, creating simple
worksheets, understanding sample worksheets, use of simple formulas and
functions, Printing of simple excel sheets.
Computer Networking Basic of computer Networks (using real life examples), Definitions of Local
and Internet Area Network (LAN), Wide Area Network (WAN), Internet, Concept of
Internet (Network of Networks),
Meaning of World Wide Web (WWW), Web Browser, Web Site, Web page and
Search Engines. Accessing the Internet using Web Browser, Downloading and
Printing Web Pages, Opening an email account and use of email. Social media
sites and its implication.
Information Security and antivirus tools, Do's and Don'ts in Information
Security, Awareness of IT - ACT, types of cyber crimes.

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3. Communication Skills
Duration : 25 Hrs. Marks : 07
Introduction to Communication and its importance
Communication Skills Principles of Effective communication
Types of communication - verbal, non verbal, written, email, talking on phone.
Non verbal communication -characteristics, components-Para-language
Body language
Barriers to communication and dealing with barriers.
Handling nervousness/ discomfort.
Listening Skills Listening-hearing and listening, effective listening, barriers to effective
listening guidelines for effective listening.
Triple- A Listening - Attitude, Attention & Adjustment.
Active Listening Skills.
Motivational Training Characteristics Essential to Achieving Success.
The Power of Positive Attitude.
Self awareness
Importance of Commitment
Ethics and Values
Ways to Motivate Oneself
Personal Goal setting and Employability Planning.
Manners, Etiquettes, Dress code for an interview
Facing Interviews Do's & Don'ts for an interview.
Behavioral Skills Problem Solving
Confidence Building
Attitude
4. Entrepreneurship Skills
Duration : 15Hrs. Marks : 06
Concept of Entrepreneur - Entrepreneurship - Enterprises:-Conceptual issue
Entrepreneurship Entrepreneurship vs. management, Entrepreneurial motivation. Performance
& Record, Role & Function of entrepreneurs in relation to the enterprise &
relation to the economy, Source of business ideas, Entrepreneurial
opportunities, The process of setting up a business.
Project Preparation & Qualities of a good Entrepreneur, SWOT and Risk Analysis. Concept &
Marketing analysis application of PLC, Sales & distribution Management. Different Between Small
Scale & Large Scale Business, Market Survey, Method of marketing, Publicity
and advertisement, Marketing Mix.
Institutions Support Preparation of Project. Role of Various Schemes and Institutes for self-
employment i.e. DIC, SIDA, SISI, NSIC, SIDO, Idea for financing/ non
financing support agencies to familiarizes with the Policies /Programmes &
procedure & the available scheme.
Investment Project formation, Feasibility, Legal formalities i.e., Shop Act, Estimation &
Procurement Costing, Investment procedure - Loan procurement - Banking Processes.
5. Productivity
Duration : 10 Hrs. Marks : 05
Benefits Personal / Workman - Incentive, Production linked Bonus,
Improvement in living standard.

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SECRETARIAL ASSISTANT
Affecting Factors Skills, Working Aids, Automation, Environment, Motivation - How improves
or slows down.
Comparison with Comparative productivity in developed countries (viz. Germany, Japan and
developed countries Australia) in selected industries e.g. Manufacturing, Steel, Mining, Construction
etc. Living standards of those countries, wages.
Personal Finance Banking processes, Handling ATM, KYC registration, safe cash handling,
Management Personal risk and Insurance.
6. Occupational Safety, Health and Environment Education
Duration : 15 Hrs. Marks : 06
Safety & Health Introduction to Occupational Safety and Health importance of safety and health
at workplace.
Occupational Hazards Basic Hazards, Chemical Hazards, Vibroacoustic Hazards, Mechanical Hazards,
Electrical Hazards, Thermal Hazards. Occupational health, Occupational
hygienic, Occupational Diseases/ Disorders & its prevention.
Accident & safety Basic principles for protective equipment.
Accident Prevention techniques - control of accidents and safety measures.
First Aid Care of injured & Sick at the workplaces, First-Aid & Transportation of sick
person.
Basic Provisions Idea of basic provision legislation of India.
Safety, health, welfare under legislative of India.
Ecosystem Introduction to Environment. Relationship between Society and Environment, Ecosystem
and Factors causing imbalance.
Pollution Pollution and pollutants including liquid, gaseous, solid and hazardous waste.
Energy Conservation Conservation of Energy, re-use and recycle.
Global warming Global warming, climate change and Ozone layer depletion.
Ground Water Hydrological cycle, ground and surface water, Conservation and Harvesting of water.
Environment Right attitude towards environment, Maintenance of in -house environment.
7. Labour Welfare Legislation
Duration : 05 Hrs. Marks : 03
Welfare Acts Benefits guaranteed under various acts- Factories Act, Apprenticeship Act,
Employees State Insurance Act (ESI), Payment Wages Act, Employees Provident
Fund Act, The Workmen's compensation Act.
8. Quality Tools
Duration : 10Hrs. Marks : 05
Quality Consciousness Meaning of quality, Quality characteristic.
Quality Circles Definition, Advantage of small group activity, objectives of quality Circle, Roles and
function of Quality Circles in Organization, Operation of Quality circle. Approaches to
starting Quality Circles, Steps for continuation Quality Circles.
Quality Management Idea of ISO 9000 and BIS systems and its importance in maintaining qualities.
System
House Keeping Purpose of House-keeping, Practice of good Housekeeping.
Quality Tools Basic quality tools with a few examples.

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SECRETARIAL ASSISTANT

10. DETAILS OF COMPETENCIES (ON-JOB TRAINING)

The competencies/ specific outcomes on completion of On-Job Training are

detailed below: -

Block – I
1. Create good appearance and behaviour, practice tasks as per industry standard and good
communication skill.
2. Can perform reception duties i.e., handling of telephone calls, receiving and entering
visitors.
3. Take dictation, transcript it and all types of correspondence, prepare report etc.
4. Carry out internal and external mail.
5. Carry out arrangement of appointments, engagements and records message and assisting
in these tasks.
6. Carry out travel arrangements, tour programme and itineraries.
7. Carry out notice, agenda, and minutes for official meetings.
8. Organize conferences meeting and social activities of the organization.
9. Handle cash and bank transactions of his/her boss.
10. Carry out the flow of information.
11. Carry out filing system and official record.
12. Demonstrate office machines and equipment.

Note:

1. Industry must ensure that above mentioned competencies are achieved by the trainees during
their on job training.

2. In addition to above competencies/ outcomes industry may impart additional training relevant to
the specific industry.

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 SECRETARIAL ASSISTANT
ANNEXURE – I

INFRASTRUCTURE FOR PROFESSIONAL SKILL & PROFESSIONAL

KNOWLEDGE

SECRETARIAL ASSISTANT
LIST OF TOOLS AND EQUIPMENT for Basic Training (For 20 Apprentices)
A. TRAINEES TOOL KIT ( For each additional unit trainees tool kit Sl. 1-6 is required additionally)

Sl. no. Name of the Tool &Equipments Specification Quantity

1 Class Room Furniture. Dual Desk 12 Nos.

2 Computer Table with Revolving Chair ----- 20+1
For Dictation Room- Tables, Chairs and ----- 20+1
3 Headphones/ Speakers or Microphone
Systems)
4 Computer- Latest Version with Latest OS ------- 20+1

5 UPS 650 VA 650VA 20+1

B : INSTRUMENTS & GENERAL SHOP OUTFIT

6. Laptop Latest Version Laptop Latest Version 01No.
7. Laser Printer 01 No 01 No
Photocopier Machine (Network Ready) with 01 No.
8.
Scanner
9. Printer Table 02 Nos.
10. Glazed White Board – 8x4 Glazed White Board – 8x4 01 No
11. Book Case Book Case 02
12. Steal Almirah Steal Almirah 02
13. Fax Machine (Latest Model) Fax Machine (Latest Model) 01 No
14. Broad Band Connection or Wi-Fi Broad Band Connection or Wi-Fi 01 No
15. LED TV 36 Inch LED TV 36 Inch 01
16. Interactive Board - 01 Nos.
Application Software (MS- Office) - As Per
17.
Educational Version Requirement
18. LCD Projector - 01 No
19. Tool Kit (Hand Tools) - 02 Sets
20. Air Conditioners 1.5 Ton with CVT 1.5 Ton with CVT 02 Nos.
- As Per
21. Antivirus (Latest Version)
Requirement

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 SECRETARIAL ASSISTANT
8. Shorthand Pencil
- 20 Dozen

9. Shorthand Note Book

- 20 Dozen

10. Eraser
- 20 Nos.

- 20 Nos.
11. Sharpener
- 20 Nos.
12. Scale(12”)
- 20 Nos.
13. Cutter

14. Photo Copy Paper /A3A

- 20+05 Reams

15. Correcting Fluid Pen

- 20 Nos.

16. Cloth Duster

- 12 Dzn

- 20 Nos.
17. Pen
- 20 Nos.
18. Stapler (Small and Big)
- 20 Nos.
19. File Folder
- 40 Nos.
20. White Board Marker
- 06 Nos.
21. White Board Duster
- 04 Nos.
22. Printer Cartridge
- 60 Nos.
23. DMP Stencil (For Computer)
24. Cleaning Liquid - 4 Bottle
25. Box-File-Medium Size A4 - 20 Nos.
26. Awl Pins/ Gem Clips - 4 Pkt (2 Each)
27. Scissor - 2 Nos.
28. Dustbin - 4 Nos.
29. Glue stick - 20 Nos.
30. CD Plain - 40 Nos.
31. CD (WR) - 40 Nos.
32. Ruled Register - 10 Nos.
33. Paper Highlighter - 20 Nos.
34. Sketch Pens - 4 Pkt
35. Cello Tape/ Brown Tape with Dispenser - 1 Dzn.
36. Outward Mail Register - 1 No.
37. Inward Mail Register - 1 No.

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 SECRETARIAL ASSISTANT
38. Postal Expenditure Register - 1 No.
39. Peon Book - 1 No.
40. Visitors Register - 1 No.
41. Paper weight - 2 Dzn.
42. Drawing Pins - 2 Pkt.
43. Staple Pin Size-No. 10 - 20 Nos.

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 SECRETARIAL ASSISTANT

TOOLS & EQUIPMENTS FOR EMPLOYABILITY SKILLS

Sl. No. Name of the Equipment Quantity
1. Computer (PC) with latest configurations and Internet connection with standard 10 Nos.
operating system and standard word processor and worksheet software

2. UPS - 500VA 10 Nos.

3. Scanner cum Printer 1 No.
4. Computer Tables 10 Nos.
5. Computer Chairs 20 Nos.
6. LCD Projector 1 No.
7. White Board 1200mm x 900mm 1 No.

Note: - Above Tools & Equipments not required, if Computer LAB is available in the institute.

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 ANNEXURE-II
FORMAT FOR INTERNAL ASSESSMENT

Name & Address of the Assessor : Year of Enrollment :

Name & Address of ITI (Govt./Pvt.) : Date of Assessment :

Name & Address of the Industry : Assessment location: Industry / ITI

Trade Name : Semester: Duration of the Trade/course:

Learning Outcome:

Maximum Marks (Total 100 Marks) 15 5 10 5 10 10 5 10 15 15

assessment Marks
Quality in workmanship
Skills to handle tools &
Safety consciousness

Speed in doing work

Total internal
Workplace hygiene

Result (Y/N)
Economical use of
Manuals/ Written
Ability to follow

Application of
Attendance/

instructions

Knowledge
Punctuality
Sl. No

equipment

materials

VIVA
Father's/Mother’s
Candidate Name
Name

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