COURS D'ANGLAIS

SERIE N° 03

LEÇON N° 03 : JOB ADVERTISEMENTS AND

APPLICATIONS

PLAN DE LA LEÇON :

I- EXERCISES
II- STRUCTURE PRACTICE (MUST,HAVE,NEED)
III- VOCABULARY AND PRONUNCIATION
IV- TÉLÉPHONE LANGUAGE
V- TELEX ABBREVIATIONS
VI-KEY TO EXERCISES
 Read through the following advertisements for the post of
Personal Assistant/Secretary. They have appeared in the "secretarial
vacancies" section of the local newspaper.

Compact Systems
Personal Assistant Secretary

Required to assist departemental manager in our southtown

office. The applicants must have experience of working in a
computer company and mustn't have less than ten years' job
experience. Typing and shorthand prefferred. Age : 30 + salary :
8,500 p. a. The job does not involved any travel.
Condidates must provide a C.V the names of two referees,
and a statement of what makes a good PA/Secretary. Applications
should be sent to.
Compact systems
96 Resewall drive
Southtown
5034 ST.
INVENTOR PLUS

Personal Assistant /Secretary to the Managing Director

We are looking for a suitably qualified person with a

minimum of 5 years experience of working in a business
environment, but not necessarily in the computer industry, to take
up a post as a Personal Assistant to the Managing Director.
Applicants must have typing and shorthand skills, be well-dressed
and willing to travel. Manimum age : 18 full e.v, and the name of
previons employer to.

Invontor plus
60 chiswinck avenue
South town, 5036 q2
 I- EXERCISES :

Exercise N°1 :
The advertisements above show what is necessary, not
necessary or prohibited.
As you read through that again, indicate the requirements, in
the appropriate column in the table below. (the first one has been
done for you).
Compact systems Inventor plus
Necessary Not Prohibited Necessary Not Prohibited
necessary necessary
Have
experience x
of working
in a
computer
company
Have
typing and
shorthand
skills
Have a
minimum
of five (05)
years'
work
experience
Have two
referees
Be willing
to travel
Send a full
C.V
Be under
28 years
old
II- Structure practice :

There is some of the language you have must read notice of

the some ways to express what is :
a- Necessary
b- Not necessary
c- Prohibited
Necessary Not necessary Prohibited
Must Needn't/don't need to mustn't
Have to Don't have to
Have got to Haven't got to

Example from the advertisements :

1- Applicants must have experience of working in a computer

company.
2- Applicants must have typing and shorthand skills.
Exercise N° 2 : Find the other examples contained in the
advertisements verbs : Must ; To have ; Need
Must :
"Must" is used to express obligation, the form "Must" is used
for all persons in the present and future tenses.
"Must" has no infinitive and no past tense. It is followed by the
infinitive without "to".
Affirmative Interrogative
I I
You You
He He
She She
Must see a Must
It doctor It See a doctor ?
We We
You You
They They
Negative obligation :
I
You
He Must not smoke. It is dangerous for health.
She
It
We
You
They
Contraction : mustn't.
To have to :
"To have" + infinitive with "to" also expresses obligation. It
provides an alternative form for "must" and also supplies its
deficiencies.
Affirmatives : Interogative (1) :

I
You have Have I

You
He
She has to work hard to succeed He to work hard ?
It Has She
You It
They have We
We Have You
They

Interrogative (2) : interogative (3):

I
I Do
Have You You

She He
Has He got to work hard ? Dose She Have to
It It work
hard ?

You We
We They Do They
Have You
The negative forms of "to have to" express absence of obligation.

I I
You Have You Do

He
He She Does
She has not to work hard ? It Not have to work
hard
It
We
We You Do
You Have They
They

I Contractions : Négative
You Have
He 1- Haven't got to/hasn't got to
She Has not to work hard ? 2- Don't have to/doesn't have to
It 3- Haven't to /hasn't to
We
You Have
They
Need :
When this verb is used as an auxiliary, the same form, "need",
is use for, all persons in the present and future tenses.
"Need" is mainly used in the interrogative and negative.

In the negative it expresses absence of obligation (it is not

necessary).
Negative 1 Interrogative 1 Interrogative 2

I I I
You You Do You
He He He
She Need not + V Need She + Does She Need to +V
V
It It It
We We We
You You Do You
They They They

You need not go now - Need you do it now ? - Does she need to
work so late ?

Negative 2  Contractions : Negative

I 1- Need't / needn't
You do 2- Don't need to/ doesn't need to

He
She does Not need to + v
It You don't need to bring
We anything with you
You do
The
Exercice N°3 :
To apply for the job at compact systems condidates must
provide a statement of what makes a good PA/Secretary. As you
read through the following conversation between Erica and hilary,
make a list of five things that think make a good PA/secretary (the
first one has been done for you).
Hilary : Hey I look at this. Here's an advertisement for a
Personal/Assistant.
Erica : Here's another one. Inventor plus. Have you heard of them ?
Hilary : No, but I have heard of compact systems. They're supposed
to be very good to work for, and computer companies are my
line exactly.
Erica : Are you going to apply for it ?
Hilary : I will, I think. Look at this . It says "must provide two
Referees and a statement of what makes a good PA or
Secretary".
Erica : What do you think they mean ?
Hilary : I don't know. Perhaps they mean things like filling system.
Erica : Oh yes, a good PA has to have a good filing system.
Hilary: Can you think of anything else ?.
Erica : Well, you could say something about receiving "An effective
personal assistant must be good at receiving visitors " something
like that.
Hilary : I agree, you mustn't create a bad impression.
Erica : Well , that's two things. What else ?.
Hilary : I know ! A good PA must also distribute work fairly to other
typists.
Erica : And what about phone manner ?
 Hilary : Yes, of course, you have got to have a good phone manner.
Erica : And there's appearance. In the last place I worked we had to
dress very neatly.
Hilary : Ok. That's the filth one a good PA must also have a neat
appearance. Can you think of any more ?.
Erica : No, I think those are the most important points.
Exercice N° 4 :
Look at the requirements for condidates wishing to apply for
personnal assistant jobs at the two companies below has. Use the
table below to make sentences about their requirements. (The first
one been done for you).
Requirements Necess Not Prohib- Necessa- Not Prohibited
-ary necessary ited ry necessary
Be to work at x x
week-ends
Be prepared to x x
travel overseas
Know how to
use a computer x
Be over 30 x x
Speak German x x
Expo :
1- Condidates must be able to work at week-ends
2- Condidates don't…………………………………
3- Condidates have………………………………….
4- Condidates……………………………………….
5- Condidates…………….got………………………
Impo :
6- Condidates ………………..need to………………
7- Condidates have…………………………………..
8- Condidates must………………………………….
9- Condidates…………………………..got……….
10- Condidates…………………………………speak German.
Look at this model letter of application :
(the sender's address) 63 Wenwell Gardens
Southtown
S 09 7 PX

Inventor plus (The address)

60 Chiswick Avenue
Southtown
S03 60 07
10 January 19 (The date)
Dear Sir / Madam (The greeting)

(The first paragraph says why you are writing).

I am writing in response to your advertisement for a Personal
Assistant/Secretary to the Managing Director.

(The second paragraph contianes fives finther details)

I am enclosing a copy of my curriculum vitae. Which gives details
of my qualifications and experience. As you will see, I had 7 years
expérience of working in a business environment and have an RSA 2 in
typing and shorthand, I traveled in my previous job. I would be very
willing to do so.

I will be available for interview at any time, and look forward to

hearing from you".

(The final paragraph includes a polite ending)

Yours faith fully

The signature :
Erica sender : The person writing the letter
Exercice 5 :

Hilary has decided to write a letter to Compact Systems to

apply for the job as Personal Assistant/ Secretary. Write a letter of
application for her. Your letter should include a statement of what
makes, a good PA/Secretary based on exercise (2).

Compact Systems
96 Roswall Drive, Southtown 503 4 BT
12 January 00

63 wenwell gardens Southtown

Southtown S09 7PX

Dear……………

I am writing in response to your advertisement for a Personal

Assistant /
Secretary…………………………………………………………
……………………………………………………………………..

I am enclosing ……………………………………………………
………………….of my qualifications and experience. As you will
see. I have had 12 year's ………including two in…………….I also
have an RSA stage in Typing and RSA 100 w.p.m shorthand.

In my opinion a good PA/Secretary must :

………………………………………………………………………
………………………………………………………………………

I will be …………………………….………………………………
………………………………………………………………………
…………………………………………………………………….

Hilary Beacham
III- VOCABULARY AND PRONUNCIATION :

Vacancy [´veik∂nsi] = Job wich is not filled

To require [tikwai∂ (r)] = To need
To assist [∂'sist] = To help
Shorthand [ ∫ɔthænd] = Stenography
Application ['æpli'keifn] = An officialleter
Requesting a job

To apply (for a job) [ a'plai] = To request officially

Normally in writing

Filing (system) [ failin ] = Method of organising and storing papers,

letters and other documents.

To receive (visitors) = To greet people and make them welcome.

To create a bad impression = To act in such a way that semeone else

thinks Badly of you.
To distribute = [distribjut ] = To divide among several or many
people.
Neat [ nit ] = Showing care in appearance.
IV- TELEPHONE LANGUAGE :

The following sentences and expressions will help you when

making and answering phone calls. They are divided into two
sections :
- Outgoing calls (when you make the call);
- Incoming calls (when you receive the call).

1- Outgoing-calls :

 Identifying yourself :
My name is ……………………………(First introduction).
This is……………………………………………………..here.
This is ………………………………………………………….

 Asking to speak to someone :

Could I speak to ………., please ?
Could you put me through ………., please ?.
I'd like to speak to …………….., please.

 Giving further information :

It's in connection with………………………………………
It's about…………………………………………………….

 Explaining purpose of call :

I'm calling to ask about…………………………………………..

I'm phoning to let you know the details of………………………
I'm ringing to tell you about……………………………………..

 Showing understanding :
I see
I understand
Leaving a message :
Could you give……………………………………..a message ?
Could you ask……………………..to call (when he gets back)?
Could you tell……………………………..I'll call back later ?

 Thanking :
Well, thank you very much for your help.
Well, thanks for the information.
I'm very grateful for your assistance.
I'm much obliged to you.

 Ending the call :

I look forward to seeing/hearing from/ metting you. Good bye.
Bye.
2- Incoming calls
 Identifying your company :
Compact Systems. Good morning /afternoon.

 Identifying yourself when you pick up the phone :

Hilary Beacham
Hilary Beacham speaking
Helping the caller
Can I help you ?
Who would you like to speak to ?
Which departement is he / she in ?

 Asking for the caller's identification :

Who's speaking, please ?

Who's calling, please ?
Which company are you from ?
 Asking for further information :
What's it inconnection with, please ?

 Connecting the caller :

Just a minute/moment /second, please ?
Hold/hang on, please.
Hold the line, please, I'll put you through.
I'm putting you through now.
I'm connecting you now.
You're through now.

 Explaining that semeone is not available :

* I'm afraid …………………………….is not available this
morning/afternoon.
* I'm afraid ……………………..……..is not at the moment.
* I'm sorry, but ……...is on holiday / in a meeting at the
moment.
* I'm sorry, but ………..……..is on the other line at present.
* I'm afraid his/her line's, engaged. Do you want to hold ?

 Alternative actions :
Could you ring/phone/call back/later ?
Would you like to leave a message ?
Can I take a message ?

 Responding to thanks :
Not at all.
Don't mention it.
You're welcome.
 Ending the coll :
I'look forward to seeing/hearing from/meeting you
Thanks for colling
Good bye
Bye
V- TELEX ABBREVIATIONS :
The following list of telex abbreviations is divided into two sections :
1- Standard telex abbreviations that you can use or may
receive in the text of telexes.
2-Standard telex abbreviations used internationally by
swithboard operators that you may receive.
1- ANS ANSWER
ARR ARRIVE/ARRIVAL
ASAP AS SOON AS POSSIBLE
ATTN FOR THE ATTENTION OF
CFM CONFIRM
DEP DEPART/DEPARTURE
ETA ESTIMATED TIME OF ARRIVAL
ETD ESTIMATED TIME OF DEPART
INFO INFORMATION
NO NUMBER
PLS PLEASE
RE ABOUT /REFERRING TO
RETEL ABOUT TELEX
RGDS REGARDS
RPT REPEAT
TEL TELEPHONE
TELCON TELEPHONE CONVERSATION
TKS THANKS
TLX TELEX
URTEL YOUR TELEX
2- ABS ABSENT SUBSCRIBES, OFFICE CLOSED
BK I CUT OFF
CFM I CONFIRM
DER OUT OF ORDER
DF YOU ARE IN COMMUNICATION WITH THE
COLLED SUBSRIBER ERROR
INF SUBSCRIBER TEMPORARILY UNOBTAINABLE,
CALL THE INFORMATION (ENQUIRY) SERVICE

MON WAIT/WAITING
NA CORRESPONDENCE TO THIS SUBSCRIBER IS
NOT ADMITTED

NCH SUBSCRIBER'S NUMBER HAS BEEN CHANGED

NP THE CALLED PARTY IS NOT, OR IS NOLONGER,

A SUBSCRIBER

NR INDICATE YOUR CALL NUMBER /MY CALL

NUMBER IS.

OCC SUBSCRIBER IS ENGAGED

PPR PAPER
R RECEIVED
RAP I WILL CALL YOU BACK

RPT REPEAT/I REPEAT

SYP PLEASE SEND A TEST MESSAGE THRU YOU
ARE IN COMMUNICATION WITH A TELEX
POSITION

TPR TELEPRINTER
WRU WHO IS THERE ?
 VI- KEY TO EXERCISES :
Exercise N° 01:

Compact systems Inventor plus

Necessary Not Prohibited Necessary Not Prohibited
necessary necessary
Have
experience
of working x x
in a
computer
company
Have typing x x
and
shorthand
skills
Have a x x
minimum of
five (05)
years’ work
experience
Have two x x
referees
Be willing to x x
travel
Send a full x x
C.V
Be under 28 x x
years old

Exercise N° 02 :
 Applicants mustn't have less than ten (10) year's job
experience.
 Candidates must provide a C.V . The names of two
referees, and a statement of what makes a good PA
/Secretary.
 Applicants must be well dressed and willing to travel.
Exercise N° 03 :
1- Have a good filling system.
2- Be good at receiving visitors.
3- Distribute work fairly to other typists.
4- Have a good phone manner.
5- Have a neat appearance.

Exercise N° 04 :
Expo :
1- Condidates must be able to work at week-ends.
2- Condidates don't need to be prepared to travel overseas.
3- Condidats have to know to use a computer.
4- Condidates mustn't be over 30 years old.
5- Condidates have got to speak German.
Impo :
6- Condidates don't need to be able to work at week-ends.
7- Candidates have to be prepared to travel overseas.
8- Condidates must know how to use a computer.
9- Condidates have got to be over 30 years.
10- Condidates needn't / don't need to / don't have to / haven't
got to speak German.
Exercice N° 05 :

Compact Systems

96 Rosewall Drive, Southtown, S03

63 Wenwell gardens Southtown

S09 7 Px

12 January 19
Dear sir /Madam

I am writing in response to your advertisement for a

Personal Assistant/Secretary to assist departement managers in
your Southtown office.

I am enclosing a copy of my curriculum vitae (C.V), which

gives details of my qualifications and experience. As you will see
I have had 12 year's job experience, including two in a computer
company.

I also have an RSA stage in typing and RSA 100 w p m

shorthand.

In my opinion a good PA/Secretary must :

 Have a good filling system.

 Be good a receiving visitors.
 Distribute work fairly to other typists.
 Have a good phone manner.
 Have a neat appearance.
 I will be available for interview at anytime, and look
forward to hearing from you.

Your faith fully

Hilary Beacham