EVALUATION OF THE PERFORMANCE OF A PROFESSIONAL SECRETARY AND A COMPUTER OPERATOR IN AN ORGANIZATION (A Survey Study of some selected Organizations in Kaduna Metropolis)
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EVALUATION OF THE PERFORMANCE OF A PROFESSIONAL
SECRETARY AND A COMPUTER OPERATOR IN AN ORGANIZATION
(A Survey Study of
some selected Organizations in
ABSTRACT
There is no doubt that private individual, corporate
bodies and even organizations mistake computer operators for professional
secretaries. It is in the light of this, that this research was carried out to
clear the misconception. It was a study carried out on some selected
organization within
TABLE OF CONTENTS
CHAPTER ONE
1.0 Introduction - - - - - - - - 1
1.1 Background of the Study - - - - - - 1
1.2 Statement of the Problem - - - - - - 5
1.3 Objectives of the Study - - - - - - 6
1.4 Research Questions - - - - - - - 7
1.5 Significance of the Study - - - - - - 7
1.6 Scope of the Study - - - - - - - 8
1.7 Limitation of the Study - - - - - - 9
1.8 Definition of Terms - - - - - - - 9
CHAPTER TWO
2.0 Introduction - - - - - - - - 11
2.1 Concept of Professional Secretary - - - - 12
2.2 Concept of Computer Operator - - - - - 14
2.3 Duties of a Professional Secretary - - - - 15
2.4 Duties of a Computer Operator - - - - - 23
2.5 Importance of Professional Secretary - - - - 25
2.6 Importance of Computer Operator - - - - 30
2.7 Comparison and Contraction between a
Professional Secretary and a Computer Operator - - - - - - 32
2.9 Summary - - - - - - - - - 34
CHAPTER THREE
3.0 Research Methodology - - - - - - 36
3.1 Research Design - - - - - - - 36
3.2 Area of Study - - - - - - - - 37
3.3 Population of Study - - - - - - - 37
3.4 Sample Size and Sampling Techniques - - - - 37
3.5 Method of Data Collection - - - - - - 38
3.6 Instrument for Data Collection - - - - - 39
3.7 Validation - - - - - - - - - 39
3.8 Administration of Data - - - - - - 39
3.9 Method of Data Analysis - - - - - - 40
3.10 Historical Background of the Area of Study - - - 40
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
4.0 Introduction - - - - - - - - 45
4.1 Presentation of Data Analysis - - - - - 45
4.2 Major Findings - - - - - - - - 52
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.0 Introduction - - - - - - - - 55
5.1 Summary of the Study - - - - - - 55
5.2 Conclusion - - - - - - - - - 56
5.3 Recommendations - - - - - - - 57
5.4 Areas for Further Studies - - - - - - 59
References - - - - - - - - - 60
Appendix - - - - - - - - - 62
LIST OF TABLES
SECTION A
Personal
Data - - - - - - - - - 62
SECTION B
Research
Question I - - - - - - - - 63
SECTION C
Research
Question II - - - - - - - - 64
SECTION D
Research
Question III - - - - - - - - 65
SECTION E
Research
Question IV - - - - - - - - 66
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
There is no doubt that in many organizations be it
private or public sectors, secretaries and computer operators are mistakenly
ignored or misunderstood to mean the same thing. However, earlier the role of a
secretary was limited to notes from their heads, typing and storing
information. Perhaps with the advent of technology in companies and offices,
secretarial duties have extended to things that were meant for the professional
and managerial staffs. The secretary that organizations are seeking in today’s
time should not only have clerical skills and administrative skill alone but
also cooperate governance, security laws, and capital market.
As it is today technology has affected every aspect
of secretarial work from the organization of document, sorting and storing of
document.
Aku (2004) informs that the basic secretarial
functions of collecting, transferring, processing and transmission of
information allows themselves to computerization. Consequently, the most works
carried out by the professional secretary in the office are now being handled
more speedily and in a better way with the use of computer.
Hill (2004), A secretary is someone who receives
executive and company officials, clerical duties and keep personal records,
read and sort, organize incoming mails, make and answer phone calls.
Assessing the performance of professional
secretaries and computer operators requires proper check and change to
ascertain he caliber of each.
Performance as define by Wynel (2010) as a
systematic description of job relevant strength and weaknesses within and
between employees. Which also means that performance evaluation is a review of
the employee’s performance based on the agreed objectives. As performance
determines output in an organization, the output of a secretary can be observed
from the duty performed and how specialized one is in his or her functions.
The computer operators who obtains diploma or
certificate course in computer training is mistaken for secretaries as there
are minor similarities in their duties which are typing of documents, receiving
and sending of mails, which are temporary duties performed by the computer
operators.
According to Suleiman (2000), a computer operator
is someone who requires the knowledge and practice of computer appreciation and
operations, he is only knowledgeable in operation of the computer and how to
manipulate it. Most people lack the typing skills as well as the techniques for
standard production of documents.
Suleiman (2000) also define the duties of a
computer operators as the duplication of duties by computer operator. He adds
that because the computer operators can manipulate the computer does not mean
that they are secretaries. This is difficult to identify professional
secretaries and computer operators, because the computer operator tends to
perform better than some professional secretaries in organizations Ball (2001)
to them as long as you are under a typewriter, you are a typist; they ignore
the facts that there are distinctive features of the two profession in terms of
skill, qualifications, duties, responsibilities and remuneration. This wrong
perception or impression has permitted the general public and a great
percentage of the public sees the secretarial position as nothing but mere
typist who are trained from business centers after undergoing some few months
of training in typing from street business schools, and factors that hinders
their promotion both as secretaries and computer operators.
This explains why many students are reluctant to
take the course of secretarial studies as a profession in spite of the fact that
secretarial position is crucial and important to organization just like any
other position. It is against this background that the researchers sees this
trend as an empirical problem worthy of investigation.
1.2 STATEMENT OF THE PROBLEMS
The work of a professional secretary is quite
different from that of a computer operator in an organization. This is so
because the work of a professional secretary encompasses that of a computer
operator. Secretaries responsibilities include various administrative and clerical
duties needed to run a company efficiently and smoothly.
Some duties include serving as an office
information manager, arranging and scheduling meetings or appointments and
preserving paper and computer files, managing projects, handling travel
arrangements and distributing information through the use of telephones, mails,
e-mails while the work of a computer operator is just limited to operating the
computer, but in spite of this differences, a lot of organization tends to
place a computer operator in the same level with a professional secretary which
undermine the profession. As such doubt is expressed about the importance of a
professional secretary’s contribution to goal attainment of an organization
sequel to wrong perception of organizational members, as such people treat the
profession with contempt and disregard. Hence the subject matter of this
research: Evaluation of the performance of a professionals secretary and
computer operators in an organization becomes worthy of investigation.
1.3 OBJECTIVES
OF THE STUDY
The general objective of this study is to
evaluate the performance of professional secretaries and computer operators in
an organization.
However the specific objectives of the study
are:
i)
To examine the roles
played by professional secretaries and computer operators in the smooth running
and planning in an organization.
ii)
To identify the factors
that are responsible for lack of promotional opportunities of professional
secretaries and computer operators in an organization.
iii)
To examine the duties
of professional secretaries as compared to computer operators in an
organization.
iv)
To know the demands for
professional secretaries services and computer operators in an organization.
1.4 RESEARCH
QUESTIONS
i) How
does the modern office technology aid the planning and smooth running of the
organization?
ii) What
are the factors that hinder promotional opportunities of professional
secretaries and computer operators in an organization?
iii) What
are the various roles and duties played by professional secretaries and
computer operators in an organization?
iv)
Why are there demands
for professional secretary services and computer operators in an organization?
1.5 SIGNIFICANCE
OF THE STUDY
This study, when completed would be of great
importance to the secretaries in practice and secretaries in training as well
as the management of various organizations in the following ways:
i)
To the secretaries in
practice and training: The study will help them to understand the qualification
needed for one to assume a secretarial position in an organization.
ii)
It will help those
willing to take secretarial profession to appreciate the fact that being a
secretary is not to be attached to a typewriter as a typist but rather a call
to greater responsibilities in an office.
iii)
It will help the
secretaries in practice and in training to know the responsibilities or duties
of a professional secretary in an organization as compared to computer
operators.
iv)
The study will be of
help to Managers in job placement in an organization.
1.6 SCOPE OF
THE STUDY
The study covers the empirical evaluation of
the performance of professional secretaries and computer operator in an
organization. It also examines the role of professional secretaries and
computer operators in the smooth running and planning in an organization as
well as the identification of the factors responsible for lack of promotional
opportunities of professional secretaries and computer operators in an
organization.
The study equally examines the duties of
professional secretaries as compared to computer operators in an organization
as well as the examination of the reasons why the services of professionals
secretaries and computer operatos are required in an organization,
1.7 LIMITATION
OF THE STUDY
Some of the major constraints the
researchers encountered in putting up this research include lack of time, lack
of willingness to give information by respondent and also limited resources.
1.8 DEFINITION
OF TERMS
Secretary: An individual employed to deal with correspondence and routine office work.
Computer Operator: An individual who enters data into computer, process it
and produce result/information of the process.
Performance: This is the rate of carrying or completing a task.
Organization: A group of people who put up resources and services for a
particular purpose.
Evaluation: This is a medium of assessing performance among individuals.
Professional: An individual who belong to a profession skillful and
conscientious.
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