The Contribution Of Secretaries Towards The Achievement Of Organizational Goals

Project and Seminar Material for Secretarial Administration

The Contribution Of Secretaries Towards The Achievement Of Organizational Goals


Abstract


This study investigated the contributions of secretaries towards the National Economic Development with reference to NEPA Enugu District Office.

The secretaries are the image maker of every organization because of the roles they play and the roles they play towards the achievement of organizational goals.

The theoretical framework for this study was provided by the review of related literature. Descriptive research were used both questionnaire, library books, journals and lecture note were used in data collection and researcher made use of all the secretaries and Bosses as the population of the study.

The data was collected, presented and analyzed by the use of tables and percentages form. From the data analyzed, the researcher found out that the secretaries have contributed a lot because of the roles they performed both within and outside the organization. The successful execution of these roles made them indispensable tools opf the organization.

Having carried out the research, the researcher came to a conclusion that secretaries should be given a firm status since they are the only people close to the bosses and recommendations were made as follows

  1. That secretaries should be as image maker of the organization and should be duly compensated.
  2. Secretaries are to be involved in management and policy making.
  3. The carrier progressing secretaries should be placed as per with other professionals the same educational qualification, since they cannot survive without secretarial manpower.

Chapter One


Introduction

1.1 Background of the Study

The important roles an efficient secretary plays in the National Economic Development cannot be over emphasized bearing in mind that secretaries are the image makers of every organization. Secretaries who have acquired the basis educational training coupled with other personal attributes have a lot of channels of attaining the highest level possible in the management of organizations.

The work and secretaries in an organization are very vital and there is no way an organization can function well without their aid, the fast production of better work is assumed since they are well trained in that field.
Whenever paper work, records and mostly written communication are needed ion an organization, the secretaries are likely to be involved.

In as much as secretaries have been undermined by the general public in many ways, their general conception is usually that any employee who sits behind a typewriter and does other forms of secretarial jobs is a secretary thereby regarding them as typists or mere servants.

It is therefore, pertinent to start by knowing who the secretaries are, before going to their immense contribution towards the national economic development with special emphasis on NEPA Enugu District

A secretary according to Hornby (1974) is “an employee in an office, who deals with correspondence, keeps records makes arrangement and appointment for a particular member of the staff. He/she is one who combines the mastery skills of shorthand and typewriting and with a sound knowledge of secretarial duties.

Secretaries have been defined by the national association and secretaries in Unites State of America as an “Executive assistant who possess a mastery of office skills, who demonstrates ability to assume responsibilities without direct supervision, who exercises initiative and judgment, and who makes decision with the scope of assigned authority.

Office skill include, typewriting, shorthand ability to operate photocopy machines duplicating machines etc.
Secretaries are the pictures the models and the area of concentration for the public due to the duties they discharge for the organization they keep and maintain confidential and secret files of the organization and prepare the financial report, handling and imposes account and supervises subordinates to ensure full implementation of the policies of the organization.

From the above definitions secretaries must have gotten all the skills associated with the office and cannot leave responsibilities even though they are not supervised, should work with his initiative and take decision under his assigned authority.

In other words, secretaries are important officer in any organization their contributions and effectiveness can either boost or tarnish the image of any organization.

The impression secretaries create influences public attitude towards the organization just as accountant, engineers and other professional have contributed towards the achievements of the national economic objectives, secretaries have also contributed immensely in different angles in projecting the image of the organization to the outside world.

If the public impression portrays the organization in a shabby way, the secretaries help to uplift the image of the organization. The way the secretaries receives visitors, their politeness and the respects are added to the status of secretaries as indispensable tools of organization.

In spite of all these roles of secretaries they have been misplaced and neglected to the background, but today we have modern secretaries who now hold managerial and decision making position in the organization and are the office automation is quick developing, the former referred as typist undergoes formal training which enable him to handle more extensive duties and responsibilities in the organization.

The success or failure of some years past have this feeling of inferiority to other professionals simply because they are misunderstood by their bosses. But all these have changed now they are very vital towards the achievement of the national objectives. And also present day executives depends on their secretaries for the smooth and efficient handling of the days activities


1.2 Statement of the Problems

Over the years there has been serious misconception about secretaries by the public and others who are not in the profession. Some look down upon them as secretaries assistant II (Typist and stenographers) who wait and work according to the wishes of the bosses. Others see them as subordinate who cannot actually act even when there is need for them to do so unless with authority from her superior. According to Jideofor (1999) “some Nigerians do not accord secretaries the respect due to them because they strongly believe that secretaries are inconsequential and unproductive thereby do not in any way contribute towards the national economic development.

Secretaries are misunderstood, misplaced and neglected to the background by many bosses and as a result fail to place them in their right position.

Secretaries who are the life-wire of every organization have been seen and underrated by so many people.

This research work is aimed at discussing fully the contributions of secretaries towards the national economic development and some constraints in performance of their job such as lack of adequate equipment poor remuneration, inadequate training on the job and poor human relation among secretaries, bosses and lack of encouragement by executives.


1.3 Purpose of the Study

The purpose of this study is to actually investigate the role of secretaries in the achievement of organizational goals. Specifically, to:

  1. Find out the problems militating against the performance of secretaries’ job.
  2. Find out the equipment necessary for the effective performance and discharge of secretarial function.
  3. Examine the kind of relationship that exist among the secretaries, bosses and colleagues.
  4. Investigate if secretaries have contributed in any way to the achievement of the organizational goals and national goals in general.

1.4 Significance of the Study

The study will enable the management of business organization in the country to re-evaluate their misconception of secretaries and also enhance the secretaries performance in the organization.

Nevertheless, an academic reason is also attached to this study which is the contribution of secretaries towards the national economic development (a case study of NEPA, Enugu District). The academic lessons is to provide the contributions of secretaries so as to help the aspiring secretaries to know what is expected of them and educational background they need to attain before qualifying as secretaries.


1.5 Research Question

The study is undertaken to provide answers to the following research questions:

  1. What are the problems militating against the performance of secretaries job?
  2. What equipments are necessary for the effective performance and discharge of secretarial function?
  3. What kind of relationship exist among the secretaries, bosses and colleagues?
  4. Do you think that secretaries have contributed in any way to the achievement of the organizational goals and national goals in general?

1.6 Scope of the Study

This study is restricted to NEPA Enugu District office only because of time and money constraints, the researcher was unable to visit other NEPA offices.


Chapter Five


Summary, Conclusion and Recommendation

5.1 Summary

In this study, our focus was to examine the contribution of secretaries towards the achievement of organizational goals. Carefully, the researcher used NEPA Enugu District office as the case study. The study specifically was aimed at finding out the problems militating against the performance of secretaries’ job, the equipment necessary for the effective performance and discharge of secretarial function, examine the kind of relationship that exist among the secretaries, bosses and colleagues, investigate if secretaries have contributed in any way to the achievement of the organizational goals and national goals in general.

The study adopted the survey research design and randomly enrolled participants in the study. A total of 50 responses were validated from the enrolled participants.


5.2 Conclusion

The study concluded based on the findings that:

  1. Lack of ICT knowledge and skills, poor salary and incentive, professional inequality, working hour, job satisfaction and lack of relevant equipment amongst others are the problems militating against the pergormance of secretaries’ job.
  2. Secretaries do not receive enough remuneration.
  3. Fax machine, photocopy machine, printers, computer, internet access, telephone and scanner are the equipments necessary for the effective performance and discharge of secretarial function in the organization.
  4. Good secretaries maintain good and professional relationship with the bosses and colleagues in their organizations.
  5. Finally, the study proved that secretaries have contributed to the achievement of the organizational goals and national goals in general.

5.3 Recommendation

Based on the responses obtained, the researcher proffers the following recommendations:

  1. Secretaries should be given a firm status since they are the only people close to the bosses.
  2. Secretaries should be as image maker of the organization and should be duly compensated.
  3. Secretaries are to be involved in management and policy making.
  4. The carrier progressing secretaries should be placed as per with other professionals the same educational qualification, since they cannot survive without secretarial manpower.

5.4 Suggestion for Further Study

This study was focused only on the contributions of secretaries towards the achievement of organizational goals.

The researcher suggest that further research should be conducted in this domain to validate the findings of this study.


5.5 Limitation of the Study

The study was limited to only NEPA Enugu District office due to financial constraints and time. The researcher was unable to extend the scope of this study and limited it to the area of this study only due to the above mentioned constraints.


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