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

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Phần 1 cuốn giáo trình "Tiếng Anh chuyên ngành thư ký văn phòng - English for secretaries" cung cấp cho người học 10 bài học tiếng Anh giao tiếp và ngữ pháp dành cho thư ký văn phòng. Mời các bạn cùng tham khảo nội dung chi tiết.

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s ở GIÁO DỤC VÀ Đ À O TẠO H À N Ộ I ĐÀO THỊ HƯƠNG G I A O T R I N H T I Ê N G A N H C H U Y Ê N N G À N H T H Ư K Ý V Â N P H Ò N G E N G L I S H F 0 R 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
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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 nước và nhận thức đúng đắn về tầm quan trọng của chương 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 23/9/2003, Uyban nhân dân thành phô Hà Nội đã ra Quyết định số 5620IQĐ-UB cho phép Sở Giáo dục và Đào tạo thực hiện đề án biên soạn chương trình, giáo trình trong các trường Trung học chuyên nghiệp (THON) 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 tổ chức biên soạn chương 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 nghiệp, dạy 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 năm Thăng Long - Hà 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 cố gắng nhưng chắc chắn không tránh khỏi thiếu sót, bất 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 natural- sounding 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 malcs For females Christopher Joshua Ashley Lisa David Matthevv Jennifer Michelle James Michael Jessica Nicole Jason Robert Katherine 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. Hilary Beach am : How do you do? I'm 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. Personal assistant: George Brown. 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. Helen Wright: Hello, Hilary. How are you doing? Hỉlary Beach am: Fine, thanks, Helen. Personnel Manager: You know each other, do you? Hilary Beach am: Yes, very well. Helen is one of my best íríends. Personnel Manager: Anyway, as you probably know, Helen is one of the secretaries. And Miss Hobday 3. LANGUAGE STUDY Wh-questions and statements w i t h " b e ' What's your name? My nameỉs ỉĩ.ậu- Where are you from? Ym fram..ửfr What's her name? Her name is Where is she from? She's from Where are you from? We're from What are their names? Theứ names are Where are they from? 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 yourseự 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
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 Mr. deưy. BI Ending a conversation 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 Production Finance Personnel Department Department Department Department Marketing Production Finance Personnel Director Manager Director Manager P.A P.A P.A P.A 3 secretaries 1 secretary 2 secretaries 1 secretary 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 Fill in the blank: Ì. Judith Walker works as Personal Assistant. 2. Paul Cummins the Financial 3. Jane Margraves the Personnel Director. 4. Tvvo secretaries Daniel Harkin in the 5. Alice Everett to the Managing Dừector. 6. Michael Stott the production Department. 7. Hilary Beach am in the Department. 8. Paul Cummins looks the Department. BI These people all work for Acme International. What department do you think each person works in? Ị'm responsible for Ị'm in charge of the invoicing our training programme customers
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 Production Sales/Marketing Resources 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 Address: Number : Street: Town/city: Country: ỉ t ỉ ĩ Postcode: Insurance Area code: Number: Occupation Vichicle Freephone 08800 444777 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