THE CHANGING ROLE OF SECRETARY AND ITS IMPLICATION ON PRODUCTIVITY (A CASE STUDY OF ALVAN IKOKU COLLEGE OF EDUCATION OWERRI)

THE CHANGING ROLE OF SECRETARY AND ITS IMPLICATION ON PRODUCTIVITY (A CASE STUDY OF ALVAN IKOKU COLLEGE OF EDUCATION OWERRI)

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ABSTRACT

The specific aim of this work was to know the changes in the role of the modern secretary and its implication on the productivity secretary, which is run in institutions of higher learning the population, composed of all secretaries working in selecting modern offices in Aba metropolis and the sample, was all the secretaries holding National Diploma/ Higher National Diploma qualifications in secretarial administration programme. An office to office inquires were made out of which first handed information were gotten and used for analysis. The method of office inquires showed that the facilities used in the higher institution in training the secretary are not in line with the ones available in modern offices, and of course not used by modern secretaries in doing their work.

CHAPTER ONE

1.0  INTRODUCTION

1.1 BACKGROUND OF STUDY

       The secretary is said to be an important tool in any organization (Azuka and Agomuo, 1993). This statement could be confirmed from the total organizational goals. The role of secretary, however, has assumed some changes over the years from traditional role to modern role. The secretary formally was known for performing the traditional role which included typing in dictation in short hand transcribing the dictation materials with the typewriter, carrying, out other clerical work (Austine, 1974). During that period, the training for a secretary was obtained through commercial or vocational schools, mainly owned by private or if they pretended to have, such in house examination were not reorganized by employers, rather students of such institutes went out on their own to enter for single –subject  or composite subject examinations given by recognized examining bodies  such as Royal Society of  Arts (RSA) the pitman faculty of  secretaries , London chambers of commerce and the like in stage I, II, III  (Amaefula 1997). The role of secretaries presently has been enhancing to meet the requirement of modern business world. The work of secretary does not end at traditional role as mentioned above but also managerial and administrative role. Thus secretary can now sit in for the personal manager, administrative /office manager  book-keeper, correspondent, organization and method manager’ public relations manager’ etc Which are part of the modern role of the secretary (Maduabuchi, 1993).This has been made possible by the training she received in the institution of higher learning under secretarial administration programme.                                                                            

Secretarial administrative programme is one of the technical /business education programmes approved by National Board for Technical Education (NBTE) to be offer in accredited universities, polytechnics and collages of education in Nigeria. This programme is introduced to ensure effective and adequate preparation of prospective secretarial in skill, general business and offices so that during graduation the secretary would have acquired sufficient academic and professional knowledge. Giving strong idea to this, the NBTE curriculum and course specification on secretarial administration (1990) State s only proficiency in the use of the typewriter and phonographic skills as was the cased in the previous years, but has to acquire a thorough detailed knowledge of office administration and management which can make her work not only as a secretary but also as an office manager when occasion demands.

 With technological advancement, most office work processes are automated word processing facilities and computer technology contribution to secretarial administration.                    

This development in secretarial administration has brought about some negative thinking in some quarters. Some have expressed the fear that new trend in secretarial profession will translate into unemployment for those who are not adequately trained and prepared to cope with challenges secretary. This fear is however, forded to secretarial staff it may nevertheless after the duties but will not remove the secretarial functions. Maruin and maqera (1984) Stated that office automation which help to remove waste, improve productivity and create thousands of new and more challenging jobs for these willing to adapt and train themselves, It is that machines which listen speak, write, correct, spelling, errors, store and file will largely do away with need for secretaries dictation, stenographers and even the traditional secretary. It is true that office automation will free those people for other tasks likely to require more training but also offering better and greater jobs satisfaction.    `

The secretary is now faced with the challenges of using electronic and computerized systems to do her work. For quite some time now, the issue of adequate and proper implementation of secretarial administration programme for keeping pace with modern role of the secretary has remained a source of great concern to institutions running the programme, secretaries and employers. Therefore, this study is intended to examine   this issue properly in order to offer objective and useful recommendation.

1.2 STATEMENT OF THE PROBLEM

         In today’s rapidly changing world organization are now much bigger and things change at an even increasing pace. Traditional management style or organization has given way to modern management style in response to environment pressures. This means that top management personnel can now delegate duties to their subordinates who now participate in decision making    

        The secretary as an assistant to the chief executive is therefore an important member of the management team in business, industry, government education, communication, media (Okonye 1992). It is no longer practicable for a secretary to discharge her duties affectively be being merely proficient in the use of the typewriting and phonographic skills as was the case some decades ago. She now has to acquire an in- depth knowledge of office administration and management which will enable her fit into any organization and performs not only as secretary but also as an office manager.

          This was underscored by Onyemade (1993) who stated that not only has the role of the secretary changed on the use of equipment but also their administrative processes, office routines management system are similar evolving into new forms. Unfortunately, most secretaries who passed through secretarial administrative responsibility properly without supervision brought with it’s now challenges to the secretary. It is quite paradoxical and indeed humiliation that most secretaries in modern office machines installed to facilitate the office work.

       The problem of this study is that the objectives of the secretarial administration programme are not fully realized and the course content and facilities of the programme are not adequate to meet with the challenging role of the secretary.

1.3 PURPOSE OF THE STUDY

       This study has designed to determine the changing role of the secretary and its implication on the productivity of the secretary, specifically the study will attempt to    

1.          Determine the traditional role of the secretary

2.          Identify the changing role of the secretary

3.          Evaluate how this changing role affects the training needs of the secretary.

4.          Determine the adequate of the facilities for the training of students

5.          Determine the relevance of these equipments to secretary role

1.4 RESEARCH QUESTION

1.          Is there any change in the role of secretary?

2.          What are the implications of the challenges to the secretary?

3.          Does the change have any challenges to the secretary?

4.          Why does the change affect the role of a secretary?

5.          What are the remedy to the implication of the challenges to secretaries   

1.5 SIGNIFICANCE OF THE STUDY

       This study is significant in many ways. In the first place it will go a long way to changing peoples attitude about secretarial profession and enlighten them on the versatility of the secretary in business world.

      It will help employers to know the important of the secretary in the realization of organizational goals and in national development.

     The findings of this study will be beneficially to the institutions of higher learning on the need to engage qualified power for the training of today’s secretaries and modern training facilities that are lacking or insufficient in supply in the institution.

1.6   SCOPE OF STUDY

          The study is intended to examine the changing role of a secretary and it’s implication in (Alvan Ikoku college of Education) in owerri. The nature and the extent .This study would have required extensive coverage of other collage of Education in Imo state but due to the financial and time constructs they were not done by the researcher 

1.7 DELIMITION OF STUDY

       This study is restricted to graduate secretaries in selected public and private establishment in Imo state, the changing role of secretary occurs due to inadequate performance of work in a particular field like in the field of teaching

v    Traditional office

v    Modern office

v    Imo state cooperative etc

1.8 DEFINITION OF TERMS

1. SECRETARY: This is a person who works in an office, working for another person, dealing with letters and telephone calls, typing, keeping records, arranging meetings with people etc

2. TRADITIONAL OFFICE: The traditional office is still alive and will however, along with it a number of alternative office configurations developed over the letter part of the 20th century. The Traditional office layout involves office with doors and walls in a simplest term; it is an office that does not make use of automated machines in carrying office work.

3. MODERN OFFICE: Here we have the general office, where a large open floor space is made available and used by management, while the private office is assigned to people who deal with confidential matters. Therefore the modern office are the automated office where verities of computer machinery and soft ware  are used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks and goals.

4. TECHNOLOGY: This is referring to a scientific knowledge used in practical ways in industry for example in designing new machines.

5. PRODUCTIVITY: This is the rate at which a worker, a company or a country produces goods, and the amount produced, compared with how much time, work and money is need to produce them.

6. IMPLICATION:





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