Comprehensive Review of the Factors that Improve the Advancement of Secretaries in Business Organizations
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Comprehensive
Review of the Factors that Improve the Advancement of Secretaries in Business
Organizations
ABSTRACT
It has been
observed that the secretarial profession is becoming less popular in recent
times. Various schools of thought have trend to offer explanations to this ugly
trend. Some attributed it to the nature of this profession, others through that
it has to do with the executive who is always bossing the secretary.
This course
work is therefore aimed at finding out the factors responsible for the
advancement of secretaries in business organizations.
The
researcher made use of questionnaires administrations in collecting the
necessary data. Frequencies and percentages were used. For the analysis of the
data collected.
From the
result obtained, the following deductions were made.
• Skill
acquisition and work competence help the secretary to advance in the job.
• Good
relationship with both colleagues and management can also ensure her
advancement on the job.
• Frequent
training and seminars also help the secretary to advance.
Based on the
findings, the following recommendations to enhance the advancement of
secretaries in business organizations where made:
Secretaries
should improve their skills through training
•
Secretaries should improve their skills through training.
•
Organizations should provide opportunities for staff development.
•
Opportunities for interpersonal relationship should be created to enable
workers learn from one another
TABLE OF
CONTENT
Title Page
Approval
Page
Dedication
Acknowledgement
Abstract
Table Of
Contents
Chapter One
1.0
Introduction
1.1
Background Of The Study
1.2
Statement Of Problems
1.3
Objectives Of The Study
1.4 Scope Of
The Study
1.5 Research
Questions
1.6
Significance Of The Study
Chapter Two
2.0 Review
Of Related Literature
2.1 The
Secretary And Her Role
2.2
Advancement Of A Secretarial Work
2.3 The
Image Of A Secretary
2.4 Summary
Of Related Literature
Chapter
Three
3.0 Research
Design And Methodology
3.1
Introduction
3.2 Research
Design
3.3 Area Of
Study
3.4
Population Of The Study
3.5 Sample
Size
3.6 Validly
Of Instrument
3.7
Reliability Of Instrument
3.8
Distribution Of Instrument
3.9 Method
Of Collecting Data
3.10 Method Of
Data Analysis
Chapter Four
4.0
Presentation And Analysis Of Data
4.1
Introduction
4.2 Analysis
Of Data
4.3 Findings
Chapter Five
5.0 Summary
Of Findings, Recommendation,And Conclusion
5.1 Summary
Of Findings
5.2
Implications Of The Study
5.3
Recommendations
5.4
Conclusions
References
Appendix:
Sample Of Research Questionnaire
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND OF THE STUDY
Most writers
on secretarial duties, secretarial management and office organization have
carefully avoided the duties, levels and positions of professional secretaries
except for the volume of letter, memo etc. type or minutes and pages of report
prepared by them.
Clearly
stated, the rules and levels or positions of secretaries are aimed at
establishing ideas but it is in an attempt to discover and lay down those rules
and lends, which should be followed that we discover some factors that improve
the advancement of secretaries in organizations. Some of these duties were not
enforced, but a branch of them normally provoke public condemnation and effect
their growth. With the unfolding circumstances. The profession is fact
acquiring a distinction as one of the most versatile essential services of
modern economic communities. Nonetheless, the profession is becoming
challenging and too many people perhaps enroll into the ranks as a future
prospect. With more technological and industrial development, the secretary
shall fully realize his potentials in the country. (Utomi; 1990).
As defined by
National Secretaries’ Association (International), a secretary is an executive
assistant who possesses a mastery of office skills, who demonstrates the
ability to assume responsibly without direct supervision, who exercise
initiative and judgment and who takes decision within the scope of assigned
authority. With the above definition we can see that the present day secretary
is a potential officer. A secretary is indispensable to management and it is
true that a good secretary can make an average manager very effective and also
a bad secretary can make an able executive very ineffective. (Odenigbo; 1990).
Lack of job
description for secretaries has led to the misappropriation of skills unequal
distribution of work, low morals, and bored (Appt; 1979). He stressed
thereafter, that each secretarial position should be analyzed and task
requirements of the job identified for better job description.
Job
description of secretarial staff should contain a statement bout what a
secretary does on the job and what she knows and should include also other
classes of things that are done on the job such as preparation of a venue for
meeting provision of refreshments, seeing to the cleanliness of the office
which do not actually relate to the basic skills (Mayes and Beach, 1967).
Experience
has shown that inspite of all that a secretary does to promote the image of the
organization little or even the very boss whom she serves accords her no
recognition. Lack of recognition and undefined job role have contributed to the
poor self-image of a secretary in the Nigerian society. It is common that
anyone who can type is referred to as a secretary by many, despite his not
possessing the skills required of a secretary. This misconception of who a
secretary is and what she does had led to non-challenging job experiences, law
payment and lack of respect by the executive for whom she works. As a result,
secretary are either underused or overused by organization without creating any
room for their advancement. A situation whereby the advancement and promotion
of secretaries depend solely upon her boss does not encourage personal
initiative.
It is
therefore necessary to look into those factors that effect the advancement of
secretaries in our business organizations
1.2
STATEMENT OF PROBLEMS
The position
of the secretary in any organization is very distinct. She is very essential
and an image-maker of the organization. She is the mirror of her organization
while some describe her as the life wire of the organization. Hence it because
doubtful if any chief executive can discharge his duties properly without the
assistance of a secretary.
Apart from
being an administrative assistance the secretary perform such other functions
such as clerical and receptionist duties and in some cases does some accounting
jobs, which are not quite in line with her job description. The work of the
secretary cuts across every aspect of the organization’s activity. As a result
of being and all purpose staff, the secretary has been described by some
schools of thought as an “unclassified” office personnel who is neither here
nor there.
In the
actual sense, a worker should be assessed based on his / her job description
such assessment gives room for promotion and recognition.
Unfortunately,
the secretary is not assessed based on the duties in corporate in her job
description to recondite what she is doing with what she is supposed to do. The
discrepancy between job description and the actual job done by the secretary
does not given room for proper assessment thereby making promotion and
advancement to be hindered.
This work
therefore is aimed at discussing the various factors, which affect the
advancement of secretaries in business organizations, and seeing how such
factors can be elimination.
Such factors
to be discussed includes:
• Structure
of the profession
• Work
competences of secretaries
•
Relationship with management
•
Relationship with other workers
• Lack of
protection from formal organization.
1.3
OBJECTIVES OF THE STUDY
The
objective of this study is to discuss the factors that affect the advancement
of secretaries in business organizations in some selected private organizations
in Enugu Urban.
This will be
done by determining:
• Whether
the structure of the profession in Nigerian is always such that secretaries are
subordinate to higher authorities and executives.
• Whether
work competencies of a secretary affect the advancement of secretaries in
business organizations in Enugu State.
• Whether
the working relationship between management and secretaries affect the
advancement of secretaries in business organization in Enugu State.
• Whether
the failure of formal organization in Nigeria to protect and project the
secretarial profession affect the advancement of secretaries in business
organizations.
• Whether
the working relationship between the secretaries and other workers affect the
advancement of secretaries in business organizations in Enugu State.
1.4 SCOPE OF
THE STUDY
This
research work covers only two business organizations namely; National Electric
Power Authority (NEPA) and Emenite Limited Enugu due to limited time and scare
resources.
1.5 RESEARCH
QUESTIONS
• What are
the factors that improve the advancement of secretaries in a business
organization?
• Does the
structure of the profession as always subordinate to a higher authority and
executives improve the advancement of secretaries?
• To what
extent does the relationship with co-workers improve the advancement of
secretaries in business organizations?
• To what
extent does the relationship between secreareis and management improve the
advancement of secretaries in business organization in Enugu State?
1.6
SIGNIFICANCE OF THE STUDY
This study
will reveal the factors that improve the advancement of secretaries in business
organizations.
It is
sincerely hoped that the findings of this study will be of immense benefit to
secretaries of organizations who are not only going to have a well defined job
description but will also have a brighter prospect for growth on their
professions.
The findings
of this research of adopted by business organizations will help boost the
output of the organizations since a more cordial atmosphere will now exist
between the secretaries and management.
With a
brighter future and unlimited growth for secretaries, the findings of this
research project will encourages young people to take to secretarial profession
and seek employment in business organizations.
Nigeria as a
nation stands to gain from the result of his research since the success of all
business organizations put together will ensure an increased foreign exchange
earning and a better standard of living for the citizenry.
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