Problems Affecting Efficient Performance Of Secretarial
Functions (A Case Study Of Selected Organizations And
Ministries In Enugu Metropolis)
TABLE OF CONTENT
Title [age
Approval page
Dedication
Acknowledgement
Abstract
Table of content
CHAPTER ONE
1.1
Background of the study
1.2
Statement of the problems
1.3
Objective of the study
1.4
Significance of the study
1.5
Scope and limitation
1.6
Definition of terms
CHAPTER TWO
2.1
Literature review
2.2
Duties of the secretaries
2.3
Physical office environment
2.4
Facilities
2.5
Equipment
2.6
Qualification
2.6.1 Formal Education and training
2.6.2 Experience
2.6.3 Professional interest
2.6.4 Business and personal qualities
2.7
Incentives
2.8
Refresher courses
2.9
Inter-personal relationship
Psychological factors
Invasion of privacy
2.10 Summary of literature review
CHAPTER THREE
3.1
Methodology
3.2
Sample size
3.3
Population of study
3.4
Sources of data
3.5
Methods of investigation
3.6
Methods of analysis
CHAPTER FOUR
4.1
Data presentation and analysis
CHAPTER FIVE
FINDINGS,
SUMMARY,
RECOMMENDATIONS
5.1
Findings
5.2
Summary
5.3
Recommendations
5.4
Conclusion
CONCLUSIONS
AND
5.5
Area for further study
References
Appendix I
Appendix II
questionnaire
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND OF THE STUDY
The role of the secretary in any organization has often times
generated a lot of debate among contemporary staff. Before the secretary
had been regarded as a disposable employee who should be hired and fired
at will of employers. This was in accordance with the case of Nernelt
Hoarses and company US south London away (19-877) when Lord Esher
(stated that “the secretary is a mere servant, his position is to do what he is
told and no person can assume that he has authority to represent anything at
all”
Nowadays, the postion of a secretary has improved from what it was
in the past. According to Panorama Development LTD Vs Fidelis
furnishing fabric ltd (1971) where lord Denning stated that “but time has
changed. A secretary is a much more important person nowadays than she
was in 1877. she is an administrative officer of the company. As regards
matters concerning administration in my judgment. The secretary has
ostensible authority to sign contract on behalf of the company.
Furthermore, if a company is hiring cars to meet its foreign customers at
the airport, it is more natural that the company would hire these cars
through its secretary”
The place of the secretary in an administrative office according to
Agnew and Mechan (1974) in business, industry government scientific
research educational institutions, radio and television, as well as in a host
of other fields, the person who ensures the efficient and smooth functioning
of office is the secretary” from this one can understand that the presence of
the secretary in the office is always remarkably felt right from the time she
arrives in the office in the morning until the end of the day’s work.
While appraising the tasking and dynamic position of the secretary in
the office, Magnini (1982) remarked that the secretarial work is a career
indeed “according to her for the smooth and efficient running of office, a
highly skilled secretary possessing organizational skills is an asset because
she is the one who has a general knowledge of all phases of the office and
the business procedures.
The role of the secretary in the office has been described as that of a
public and human relations experts. The secretary with the capacity of the
office portrays as a positive image of the employer to the public and
generates good human relations in working with her daily business
associates for instance those above her level, her subordinates and applies
the best principles of human relations at each level. She also does the work
of a receptionist where there is none, thereby assuming the role of and
office rest.
A good secretary is an officer whose work is interview with the work
of every other person in the organization. She is the link to onside and
outside the working of the organization. The smooth and efficient working
of the organization depends upon her ability as she has more to do with
practical running of the organization than any other office.
1.2
STATEMENT OF THE PROBLEM
Generally, it is believed that when factors affecting secretaries
performance on duty are not conducive, the secretaries cannot discharge
their responsibilities efficiently as expected. In effect the fundamental
duties of secretaries in selected organization and ministries in Enugu
prejudiced by many factors militate against them.
Presently there are many factors affecting the efficient performance
of secretarial functions in selected organization and ministries in Enugu
metropolis. Amongst these are inadequate entry qualification. Most
secretaries in selected organization and ministries in Enugu metropolis are
not carrying out their duties effectively because, they do not have the
adequate qualification required. They are referred to as secretaries of
yester-years. According to Denigbo (1996) “they were conceived as typists
and stenographers” they were not trained in the use of modern office
equipment. This pulls them back in carrying out their duties. In addition
secretaries in selected organizations and ministries in Enugu metropolis do
not go on refresher course. As a result of this their promotion become
stagnated and put them into fear of being replaced anytime by more
qualified employees.
Furthermore a good number of secretaries in selected organizations
and ministries in Enugu metropolis do not keno exactly what is required of
them, that is concerning their duties.
They believed that their duties are just typing, keeping of records and
taking down dictations. They cannot carry out their duties and
independently without some one supervising or directing them. An
effective secretary should be able to work without supervision and in
accordance with the code of conduct of secretarial profession.
Moreover, most secretaries in selected organizations and ministries
in Enugu Metropolis do not exercise inter-personal relations in the office
with their boss and the entire staff. Their manner of approach is too poor
and these affects their performance
1.3
OBJECTIVE OF THE STUDY
This study is meant to investigate the following
1. The effect inter-personal relationship in the office of the secretary’s
efficiency
2. The effect of physical environment inadequate facilities and
equipment or the performance of secretary’s duties.
3. The duties of the secretaries and how they affect their efficiency
4. The need for adequate entry qualification, staff, training and
promotion.
1.4
SIGNIFICANCE OF THE STUDY
This study is meant to benefit the present and future secretaries in
selected organizations and ministries in Enugu metropolis the outcome of
the study will help the organization factors that affect the efficiency of the
secretaries in carrying out their duties. And the secretaries will know what
is expected of them for efficient performance
The selected organization and ministries in Enugu metropolis also
benefits from the study as it will take care if the factors that lead to the
problems. So there by enabling them to plan for refresher courses for the
staff and motivate them.
The study will also increase and widen the knowledge of the
researcher and act as a source of information to those wishing to read
secretarial administration.
1.5
RESEARCH QUESTION
1. What are the duties of secretaries in selected organization and
ministries in Enugu metropolis
2. To what extent does physical environment, inadequate facilities and
equipment affect their performance
3. What is the importance of good qualification, good incentives and
refresher courses to secretaries in selected organization and
ministries in Enugu Metropolis
4. How does inter-personal relationship effect the performance of
secretaries in selected organizations and ministries in Enugu
Metropolis.
1.6
SCOPE OF THE STUDY
This study focuses only on the problems affecting efficient
performance in the secretarial functions. It does not cover the problems
affecting the performance in other professions. This is to enable an in-depth
study to be made in the area of secretarial profession. The study is to be
carried out in the selected organization and ministries in Enugu metropolis,
because of the existence of the factors required to carry out the study in the
ministry.
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