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SECRETARY AS THE IMAGE
– MAKER OF A BUSINESS ORGANIZATION
TABLE OF CONTENT
TITLE PAGE
APPROVAL PAGE
DEDICATION
ACKNOWLEDGEMENT
TABLE OF CONTENT
ABSTRACT
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF
THE STUDY
1.2 STATEMENT OF
PROBLEMS
1.3 PURPOSE OF
THE STUDY
1.4 SIGNIFICANCE
OF STUDY
1.5 SCOPE OF THE
STUDY
1.6 RESEARCH
QUESTIONS
CHAPTER TWO
2.0 LITERATURE
REVIEW
2.1 WHO IS A
SECRETARY
2.2 THE QUALIFIED
SECRETARY
2.3 TYPIST V
SECRETARY
2.4 IMAGE MAKING
FUNCTION
2.5 BUSINESS
ATTRIBUTES
2.6 PERSONAL
ATTRIBUTES
2.7 SUMMARY OF
LITERATURE REVIEW
CHAPTER THREE
3.0 RESEARCH
METHODOLOGY
3.1 AREA OF STUDY
3.2 POPULATION
AND SAMPLE SIZE DETERMINATION
3.3 METHOD OF
COLLECTING DATA
3.4 QUESTIONNAIRE
DESIGN AND ADMINISTRATION
3.5 METHOD OF
DATA ANALYSIS
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
CHAPTER FIVE
5.0 SUMMARY OF
FINDINGS, CONCLUSION AND RECOMMENDATION
5.1 SUMMARY OF
FINDINGS
5.2
RECOMMENDATION
5.3 CONCLUSION
5.4 LIMITATION OF
THE STUDY
5.5 SUGGESTION
FOR FURTHER RESEARCH
BIBLIOGRAPHY
ABSTRACT
This study
investigated the role of the secretary in the image making of a business
organization with particular reference to Nigeria Breweries Plc Onitsha and our
Lady’s Industries Nkpor-Agu Anambra State. In pursuance of this objective, the
researcher presented and administered questionnaires to the secretaries of the
above named organizations.
The
theoretical frame work of the study was provided by review of related and
relevant literature. Both questionnaires and library books were used in data
collections.
Data
collected through the questionnaire were presented in tables and analyzed using
simple percentages. Form the data collected through questionnaire administered
to the secretaries, the researcher found out the following:
Firstly, most
secretaries at the above named organizations possess the standard speed of
100wpm in shorthand and that means that they are first class secretaries, while
most of then also have the speed of 50 and 60wpm in typewriting.
Secondly, the
secretaries confirmed that a better conclusive office will enhance their
performance, that they should be provided with conducive offices, which will
enhance their performance and promote the image of the company.
Thirdly, most
secretaries in the above named organization agreed that the possession of
personal and business attributes is very important to a secretary in the
discharging of her responsibilities and functions.
It was also
found out that the secretary is really the image maker of the organization, a
living dairy for his / her boss and as such it cannot be as over statement to
say that the efficiency of a an organization is judged through the performance
of the secretary.
Finally,
recommendations were made.
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF
THE STUDY
Secretary-ship is an important hub around which modern office
and management revolves. Like the heart which is involved in the manufacturing,
pumping and distribution of blood to various organs of the body, secretary-ship
provides the bridge the body, secretary-ship provides the bridge which links
the functions of different arm of an organization, creates a whole out of
disjointed branches of activity.
The history of the secretarial profession could be terraced
back to the industrial revolutions of the fourteenth to sixteenth centuries
which gave birth to record keeping and the invention of the art of manuscripts.
When it because imperative that these two innovations could not provide a
complete answer to smoother take-off of business and full office operations,
further inventions were made and these were the art of typing and printing,
with the resultant training of the first batch of officers in the allied
trades.
Because of the free use of the word “secretary” by all and
semidry, only a few people have taken time to analyzed the important and
concept of this essential vocation. In modern terms, secretary has become an
omnibus terminology associated with a wide range of practitioners who have varying
framework of correspondence and record keeping. For instance, no reasonable
employer can go to the employment agency or put up an advert in the press today
merely stating secretary wanted, unless he specifies the type and peculiar
qualification or breed, the result is most likely to be negative. This confirms
the age-long omission of appropriate nomenclature for many classes of paper
workers now conglomerated under the tag secretary.
This background now leaves us with the question. Who is a
secretary? Secretary-ship is a career, a vocation that has by its wide
application and tendency accommodate many breeds of seemingly related but
differing groups of correspondence workers almost lost its original identity.
It has gradually assumed the posture of a No man’s line.
Form the professional term secretary-ship come the technical
name secretary meaning, the practitioner or operator of the secretarial
careers. Secretary is not an accidental appellation given merely to satisfy
philological need. It is a technical expression denoting job relativity
and pointing to job motive.
The word secretary is derived from the latin word secretaries
menacing “a person entrusted with secretes. According to Advanced English
Learners Dictionary, secret means (to be) kept form knowledge or view of
others, to conceal. The same Dictionary defined “secretary” as an employee in
the office who deals with correspondence, keeps records, make arrangement and
appointments for a particular member of the staff.
If the secretary by derivation means “the keeper of secretes”
(wide secret is a fitting synonym for confidentiality) and the functions
borders on handling of correspondence and keeping of records, it follows
therefore that while other classes or species of record keepers and correspondence
handlers may borrow the title “secretary” for appropriate descriptive
nomenclature. The fit and proper class entitled to the appellation “secretary”,
is that class which by training, education and grooming in the art of record
keeping, is secret or confidentiality-oriented. It is that species which in
actual work situation is more seen than heard. In other words, secretary refers
most appropriately to that class of correspondence or records worker whom by
training and orientation assumes the posture of a repository of confidence.
Interestingly, the traditional maltreatment and belief of
people have deteriorated with time. This is because training for the profession
is not only emphasized but sophisticated methods and materials, modern
techniques and facilities have been introduced and obviously this has evidently
facilities the turn out of good and qualified secretaries.
A secretary is much more important nowadays than in the past.
She is an administrative officer of the company. As regards matters concerning
administration the secretary has ostensible authorities to sign contracts on
behalf of the company. The secretary within the capacity of the office portrays
a positive image of the employees in the organization. It is also observed that
the secretary, in the course of her daily business, associate with those above
her level and those on her level.
In his book “the effective secretary” Onasanya stated that a
secretary should be able to dine with kings and mix with the commons.
Migini (1982), while apprising the dynamic and tasking
position of a secretary in the office posited that the secretarial work is a
career indeed. In the business world and in the professional field, the not
bother him with petty problems that she can solve with little thoughts or
research. These are the basic ingredients to find out the whether the secretary
is really the image-maker of a business organization.
1.2 STATEMENT OF
PROBLEM
It has been observed that despite all the duties performed by
the secretary, business organization and individuals have continued to
under-rate the secretaries and do not the organization. They see the profession
as one for unintelligent people their right positions. They believe that
anybody who uses the typewriter and takes dictations is a secretary, hence
secretaries are paid very poorly.
This study is aimed at investigating whether the secretary is
really the image maker of a business organization. It will under take to examine the roles of a
secretary to see if these are enough to describe her s the image maker of an
organization.
In solving this problem, the researcher would investigate the
following areas:
1) Her
ability to compose and initiate correspondence
2) How she
answers telephone calls and receives visitors
3) Whether a
good image of the company is portrayed through his / her activities
4) Whether
the environment where he /she work is conducive enough for the performance of
his / her duties
5) Whether
the secretary possess these attributes: punctuality, neatness, Tactfulness,
confidentiality, courtesy, Royalty, politeness, orderliness, reliability,
Honesty etc.
6) Whether
these attributes help him / her to carry out his / her function efficiently and
effectively
1.3 PURPOSE OF
THE STUDY
The researcher effort on the project is geared towards the
accomplishment of the following goals:
1) To find
out who a secretary is
2) To find
out whether the secretaries in the Nigerian Breweries Plc Onitsha and the
secretaries at our Lady’s Industries Nkpor-Agu are doing their work effectively
and efficiently.
3) To find
out whether secretaries are really the image-makers in a business organization;
using NB Plc Onitsha and sour case study Lay’s Industries as a case study
4) To find
out whether these secretaries have peculiar attributes in the discharge of
their duties.
5) To find
out whether the secretaries are provided with expected materials and conducive
offices in the discharge of their duties
6) And
finally to suggest possible solution to any perceived shortcoming.
Secretary is an essential link in the diversified daily
activities of the organization. The pivot on which organizational activities
rotate, the contract between the organization and the outside world. The smooth
and efficient running of the organization depend solely upon the secretary’s
ability and she has more to do with the practical running of the organization
then any other officer does.
To those who regard
on office clerk or typist to be the qualified secretary, the national
secretaries association of the united states of America, defined a secretary
“as an Executive assistant, who possesses a mastery of office skills, who
demonstrates the ability to assume responsibility without direct supervision,
who makes decision within the scope of an assigned authority.
The secretary is employed initially because he / she
possesses at least one office skill which the company needs and from that
point, it is up to her to grow in knowledge and skill in order to aid in the
systematization of her office.
The position of a secretary in an organization is neither
below nor on top of the organization. Her office is used to build up staff
requirements and staff classification. By virtue of her work, she knows
practically everything relating to her organization. She is the first to come
to work and the last to go.
The secretary is a public relations experts, a staff
assistant, the boss’s office memory. She must be able to carry out her duties
without supervision and direction. She represented the company and her employer
and generates good human relationship in working with all employee in the
organization.
She is almost the one who posses desirable qualities that
promotes her professional competence, accuracy, highly efficient, great and
sound in judging when to use her initiative and when to consult her employer
about handling a job.
She adjusts to the changing roles and situations, she can
recognize and meet a deadline. She informs her employer about developments that
may effect office efficiency but she does.
1.4 SIGNIFICANCE
OF THE STUDY
1) The
Nigerian Breweries Plc Onitsha and our Lady’s Industries Nkpor-Agu Anambra
State will benefit from this study as they will learn of the important roles
their secretaries play to their image making.
2) The
secretaries will as well realize their importance to the image making of the
organization and will be prepared to do their job better.
3) The study will be beneficial to students
of secretarial studies and other researchers as the study will add to the pool
of knowledge in the field of secretarial profession.
4) Similarly,
the study will be very handy for different business organization that over took
the secretary under their employment took the secretary under their employment
as the image-maker of the organization and then devise means of making
effective utilization of their services.
1.5 SCOPE OF THE
STUDY
This study will be limited to the secretaries that work in
the Nigeria Breweries Plc Onitsha and our Lady’s Industries Ltd Nkpor-Agu
Anambra State.
1.6 RESEARCH
QUESTIONS
In other to achieve a more purposeful and significant result
form this study, the researcher though it necessary to ask the following
questions.
1) Do
secretaries require special training?
2) To what
extent does secretary create an image for a firm?
3) What are
the duties of a secretary?
4) Are
secretaries’ office conducive for the performance of their duties?
5) To what
extent do the secretaries’ attribute help them in discharging the duties
creditably?
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