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THE PROSPECTS OF
SECRETARIES IN OFFICE ADMINISTRATION AND MANAGEMENT (A CASE STUDY OF I.M.T
ENUGU)
ABSTRACT
This area of the research is to acquaint the reader on the
prospects of secretaries in the office researches in office administration and
management. It is the research conviction that neglect of these prospects
possesses are the mirror in which the office uses to seen, this is as a result
of what they play in an organization.
However, the research tries to x-ray the prospects of
secretaries in office administration and management.
Further more, a rundown of what the researcher have in the
study are;
Chapter one- this is where the background of the study,
statement of problem purpose of study scope of study, research question and
significance of the study was elaborated.
Chapter two – This has to do with literature review where
authors gave their view of the secretary the following are there in Types of
secretaries the role of secretaries secretaries, prospects and characteristics
problems of secretaries prospects of secretaries and summary of related
literature review.
Chapter three- it has to do with research methodology applied
by the researcher which includes, Deign, Area of study, population, sample,
instrument, Reliability and method of data collection and analysis.
Chapter four- It has do with Data presentation and results,
How data was analyzed.
Chapter five –This chapter contains Discussion of Results
conclusion, Recommendation, implication, suggestion for further study and
lastly limitation of the study.
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF
THE STUDY
The prospects of secretaries have been giving a lot of
concerns to intending student of secretarial administration and many other segments of the society especially those in
secretarial field.
The word secretary coined from letin word secretes’ which literally means a secret; this definition
shows more or one of the function of secretary. (Okafor 1987).
Prospect on the other hand according to Oxford Advanced
learner’s Dictionary of the English Language is defined as the chances of being
successful.
Harding (1988) define secretary as someone holding a very
responsible position with in an organization, who provide a full range of
management support which cells upon variety of skills and ability that
would not be pre-requisites of office
generally.
Horny (1996) also defines a secretary as an employee in
office who deals with correspondence keeps records, makes arrangement and
appointment for a particular member of staff.
Ofuru (1997) sees secretaries as the image makers, who
combine both official and one-official duties for overall success of their bosses as well as
the organization where the work.
The American
secretarial Association defines a
secretary in the most acceptable way as an assistant to an executive,
possessing mastery of office skills and ability to assume responsibility
initiative, exercise judgement and makes decision with in the scope of his
authority.
With the above definitions, in mind one can easily seen the
need for a secretary in any organization
or institution be it secondary or tertiary can not be over emphasized.
A secretary is a major comminuting link between the executive
and his association the office staff and the public. He/she is the life wire of that organization.
As a result of this important linking position, a secretary can display vital roles
in helping to create and maintain the smooth running of business organization
For a secretary to perform his/her to undergone some
educational studies and obtain the basic office knowledge and skills Days are gone when any person that works in an
office is being regarded as a secretary.
However, for one to quality as a secretary one must have
taken courses in shorthand, typewriting, office practice and secretarial duties
and must be computer literate for easy adaptation in morden office
challenges.
A close look at some selected higher institution like the
institute of management and technology Enugu, Federal polytechnic Oko, Anambra
state, federal college of Education current problems and prospects of secretaries.
Some of these problems include the following:
1. poor placement
of their sartorial staff
2. lack of good
working environment
3. Lack of modern
office equipment like computers printers modern electric typewriter etc.
4. Lack of
attending external course or seminars or even in-house training.
5. In a situation
where the above mentioned facilities are lacking the advancement of the secretaries both in academics and
otherwise will be a mirage.
THE INSTITUTE OF MANAGEMENT
AND TECHNOLOGY I.M.T ENUGU.
The institute of management and technology Enugu was
established in the year 1972 and was known ass institute of public
Administration then east central state (ECS) . it was later re-named institute
of management and Technology in 1976 by
then old Anambra state Government. The institution is now owned by Enugu state
government after the creation of Enugu
state form the old Anambra state. A
survey shows that the institution has produced many and famous professional
who have excelled in their endeavors.
Since its inception and it is still leading in academic in
Nigeria as far as polytechnic education is concerned inspilt of all constraints
Various higher institutions these days have realized and on
their stressed on the impact of modern technology on their secretaries.
The service of secretaries are utilized by various
organization and institutions. Secretaries work
directly with management of those organization as supporting staff and
they help in realizing effectively the missios and objectives of the organizations.
In view of all these facts, the problems and prospects
of the secretaries in these higher
institutions are critically investigated in this study.
1.2 STATEMENT OF
PROBLEM
The state of a secretary in the civil service has been a
vexed issue for quite sometime. While some think of the secretary as a mere
servant of the boss while others regard her as another boss. While she perform
every work in her office her position is still relegated to the ground thus
lead the research to investigate these factors that prospects secretaries in
office administration and management.
How ever, some of the problems are as follows:
1. neglect and
lack of adequate motivation of secretaries on their job.
2. Poor
perception of secretaries as never – do – wells by the society.
3. Lack of modern
office equipment has handicapped the high performance of the secretary.
It has been a problem to understand the nature of bosses in
organization as the role of serctaries.
1.3 PURPOSE OF THE
STUDY
1. To find out
the extent of neglect and lack of motivation of secretary on the job.
2. To determine
the extent of poor perception of secretaries as never do wells in the society.
3. To find out
extent lack of modern office equipment has handicapped the high performance of
the secretary.
4. To find out the extent of problem to understand
nature of bosses in organization.
1.4 SCOPE OF THE
STUDY
The study is limited to the institute of management and
technology (IMT), Enugu.
IMT is one of the oldest polytechnic in the eastern part of
Nigeria.
1.5 RESEARCH
QUESTIONS
1. To guide this
study, four (4) research question were formulated as shown below:
1. To what extent
are the secretaries motivated to enhance high
performance on the job?
2. To what extent
do the poor perception of secretaries as never do well is in the society?
3 To what extent
do lack of modern of fice equipment
handicapped the high performance of the secretaries?
4 To what extent do the type of boss and
leadership style affect the job of secretaries?
1.6 SIGNIFICANCE OF
THE STUDY
This study is significant for the following reason:
1. It is hoped
that the suggestion from this study will help the masses have more knowledge on what secretarial profession is
all about.
2. The result of
this work will help in exposing the
implication of secretarial profession so that most young men and woman will
realize the good prospect of taking to
the profession
3. The study will
also expose to the heads of organization and establishment that a highly
talented secretary is a professional rather than a strong or an appendage to
the management profession. This will enable an
improved recognize their interdependent on one another, and thus form a
formidable management team for management efficiency.
4. The study will
also help secretaries to play down the misconception and stereotyped view of
their professions to take pride in their professions deserves, while they
struggle for profession.
5. Finally, it
may serve as a work of reference to future researchers in the future
researchers in the area.
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