Comparison Of Performances Of Male And Female Secretaries In An Organization

Project and Seminar Material for Office Technology and Management OTM

Comparison Of Performances Of Male And Female Secretaries In An Organization


Abstract


This research work was carried out to evaluate the topic, the comparison of male and female secretaries in an organization. It reveals the simple truth chart that secretarial profession cannot be dispensed within running a prolific institution. In this research, question were formulated and prepared based on the hypothesis highlighted. Secretaries are important personnel needed in every institution either in the private sector i.e in the manufacturing firm, purchasing, construction, hospital, media house, academic, lawful, consultancy firms or in the government parastatals i.e Oyo State Secretariat. They are needed because for the skills they have acquired. In view of this point, it is imperative for the skill. Secretary to be familiar with the common technical work in all these fields, in order to cope with increasing challenge that may arise while working in any of these establishments. It is clear from all indication that are secretaries themselves have the urge to improve in all ramification.


Chapter One


1.0 Introduction

1.1 Background of the Study

The secretariat profession has come a long-way; the profession can be traced back to the scribes of antiquities. The Romans gave a name to the holder of the job-secretaries-“keeper of secrets” The tragedy of the two world wars brought women into the secretarial profession. In Great Britain in the sixteenth century,(the secretary first operated as a typist). This was as a result of low organizational activities or business transactions and the functional purpose for which they are required. The relevance of the profession fell because secretaries are working tools needed to succeed in all ramifications. The complicity involved in daily activities of the recent time has made the profession to leave the level of ordinary typist to a more challenging level of a secretary. Since it is the aim of any institution to train students to the maximum level, hence the secretarial Profession is more relevant because one of the district functions of the profession is to build a better image for the institution. A responsibility, if properly discharged, will go a long-way in placing the institution’s image in the right perspective for students. For the past few years, there has been an ongoing argument on the career choice among secretarial administration students. Career is the totality of work which a person performs in his life time. It is a way of earning a living as well as a meaningful progression on a person’s working life. It involves not only systematic education for initial occupation, but also a systematic occupational experience in which each occupation is considered as technical and social preparations for the individuals. The preparation of a person on the acquisition of secretarial skill is in the right step towards employer ability. The executive secretaryship is an important aspect of office organization at it relates to division of duties and responsibilities. It has various names depending on the establishment employing the secretary such as, personal secretaryship, confidential secretaryship, company secretaryship, administrative secretaryship etc. Secretarial profession refers to professional area, which provides the services of communication and record with focus on the office functions giving, receiving, recording, analyzing and storing information. The professional is the secretary who is functionally described as the executive assistant, the personal assistant the manager. The manager of the executive or the private secretary. Ohakwe, Idih and Chukwumezie (2000) states that a secretary is an assistant to the executive in performing secretarial duties such as taking dictation from the executive in important matters in shorthand and transcribing the dictated notes on the typewriter, handling personal and important mails most of which are confidential. The executive secretaryship is an administration officer who is responsible to the chief executive in the daily running of affairs of an organization. The secretary is equally in charge of all administrative matters, which include supervision of both senior and junior officers of the organization, all the managing director’s function and full responsibilities for the secretarial and administrative duties required of a personal assistant. Therefore, secretaries are not managers as such, but they are indispensable to the management as no manager can function without secretarial services. In many organizations, the secretary is provided with a position in the establishment even though he / she is normally attached to the top, middle to lower level management. In such establishments, close the secretary have a command a clearly defined responsibility which often includes supervision of clerical and secretarial staff under him in other establishments. The secretary may be merely attached to a superior officer but without an establishment of her own, she sits outside of her executive officer receiving his visitor taking notes and transcribing them. The on-going argument on the career choice as to whether confidential secretaryship is better suited for men or women. Those who favour the woman claim that there are aspects of the secretarial work that are perceived to be outside the competence of male, while those who favour males claims, as well that there are aspects of the secretarial work that are outside the competence of females. The employers of labour are found to show their preferences to either male or female secretarial students depending their demand of work. Secretaryship is a difficult and challenging profession. It is also entails rigorous training for both sexes. The job of the secretary whether male or female is similar and would include receiving and giving management communication, storing management communication, safeguarding management communication and analyzing management communication etc. Career abound in secretaryship in other words, those who train as secretaries, whatever the sex are faced with many careers on graduation such careers include the executive secretary ship earlier talked about, but many feels that executive secretary ship is better suited for the females. Other secretaries careers include Bilingual Secretaryship, Medical Secretary ship, Legal Secretaryship, Hausard Secretaryship, Court Reporting etc including careers in education is better suited for the male. There have been some related studies, Emeribe (1999) conducted a study on employers preference of male and female secretaries and found among that the preference of employers for male secretaries. On this background the researcher wants investigate the comparison of performances of male and female secretaries in an organization.


1.2 Statement of the Problem

Secretaryship offers many options to the men or woman going into it. In other words, once a person has qualified by obtaining the certificate for secretaryship he or she can select any career within the professions. Job prospects, job satisfaction, job prestige, job involvement are some of the factors that determine choice of career.Given the opportunity which of the options available in secretarial career will appeal more to both males and females. The problem of the study, therefore, is to generate empirical data on the career preferences of male and females in secretaryship.


1.3 Objective of the Study

The objectives of the study are;

  1. To ascertain the relationship male and female secretaries in an organization
  2. To determine whether gender is a factor in the choice of types of employer
  3. To determine the gender preference for the popular secretarial career options

1.4 Research Hypotheses

For the successful completion of the study, the following research hypotheses were formulated by the researcher;

  1. H0: there is no significant relationship between male and female secretaries in an organization
    H1: there is a significant relationship between male and female secretaries in an organization
  2. H02: gender is not preference for the popular secretarial career options
    H2: gender is preference for the popular secretarial career options

1.5 Significance of the Study

This study is hoped to be beneficial to organizations and many people in several ways. This study is highly educative as it services as a basis for environment of knowledge in secretarial education. It also helps the students by providing information that could guide both male and female students in their choice of career. The future researchers will also from this research as it serve as a basis for further research because no one has closed it.


1.6 Scope and Limitation of the Study

The scope of the study covers comparison of performances of male and female secretaries in an organization. The researcher encounters some constrain which limited the scope of the study;

a) Availability of Research Material:

The research material available to the researcher is insufficient, thereby limiting the study

b) Time:

The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.

c) Organizational Privacy:

Limited Access to the selected auditing firm makes it difficult to get all the necessary and required information concerning the activities.


1.7 Definition of Terms

Organization Performance:

Organizational performance comprises the actual output or results of an organization as measured against its intended outputs (or goals and objectives).

Secretary:

In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members, and organizes official meetings and events.


1.8 Organization of the Study

This research work is organized in five chapters, for easy understanding, as follows

  • Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study.
  • Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature.
  • Chapter three deals on the research design and methodology adopted in the study.
  • Chapter four concentrate on the data collection and analysis and presentation of finding.
  • Chapter five gives summary, conclusion, and recommendations made of the study

Chapter Five


Summary, Conclusion and Recommendation

5.1 Introduction

It is important to ascertain that the objective of this study was to ascertain comparison of performances of male and female secretaries in an organization. In the preceding chapter, the relevant data collected for this study were presented, critically analyzed and appropriate interpretation given. In this chapter, certain recommendations made which in the opinion of the researcher will be of benefits in addressing the challenges performances of male and female secretaries in an organization


5.2 Summary

This study was on comparison of performances of male and female secretaries in an organization. Three objectives were raised which included: To ascertain the relationship male and female secretaries in an organization, to determine whether gender is a factor in the choice of types of employer, to determine the gender preference for the popular secretarial career options. In line with these objectives, two research hypotheses were formulated and two null hypotheses were posited. The total population for the study is 200 staff of state secretariat, Oyo state. The researcher used questionnaires as the instrument for the data collection. Descriptive Survey research design was adopted for this study. A total of 133 respondents made secretaries, administrative staff, senior staff and junior staff was used for the study. The data collected were presented in tables and analyzed using simple percentages and frequencies


5.3 Conclusion

Conclusively, the prospects and success of any organization be it business, government, non-governmental or educational institutions depend on the leadership of the organization. A dynamic, resourceful, creative and intelligent leadership does not operate in a vacuum. He needs a superb assistant, a confidant, an organizer- who is the secretary- to make him succeed and ensure the organization progress and grow in the right direction. His level of training is the most distinguishing characteristics. It is, therefore, incumbent on the institutions of learning which train secretaries to be alive to their responsibilities. Their training cannot be left in the hand of charlatans otherwise, the office secretary’s profession will also be infiltrated by charlatans and this would impact negatively on the image of the profession. Employers’ of office secretaries male or female must recruit the right calibre (graduates) in order to ensure that they contribute maximally to their organizations’ success


5.4 Recommendation

It is, therefore, recommended that institution of higher learning should endeavour to send secretaries to more computer technology/application workshops to update their knowledge to make them relevant and IT compliant; modern office technological gadgets should be procured and made available for use by secretaries to enable them increase their productivity and move with innovation and trends in the global world and private institutions training secretaries must not only employ competent human capital to train their secretaries but must ensure that their curriculum is updated and upgraded to make their graduate more professionally inclined and competitive in the labour market


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