The Problems Faced By Newly Employed Secretaries In Higher Institution (A Case Study Federal Polytechnic Nekede Owerri)

Project and Seminar Material for Office Technology and Management OTM

Abstract

This research is aimed at evaluating the problems faced by beginning secretaries in Federal Polytechnic Nekede Owerri Imo state. It focused on the effects of the job performance of secretaries with the introduction of equipments, the changes and challenges it posed on the secretaries in the institution.

The result of analysis shows that secretaries in Federal Polytechnic Nekede agreed that the introduction of equipment not complete. But despite the problems, equipments have the tendency of improving the secretaries’ job performance. Conclusion was drawn based on these findings that secretaries job performance depend on their level of acquiring machines operating skills necessary for operating those equipments.

The researcher therefore recommended that organizations should endeavor to train and re-train their secretaries in order to meet the changing nature of technology.

Table Of Content

Preliminary Page(s)

• Title page
• Approval page
• Dedication
• Acknowledgement
• Abstract
• Table of contents

Chapter One

Introduction

• Background of the study
• Statement of the study
• Purpose of the study
• Research Question
• Significance of the study
• Scope of the study
• Definition of terms

Chapter Two

Review Of Related Literature

• Modern machine and office equipment
• Deficiency in communication and language
• Strategies for improving secretary performance
• Terminologies used in the organization
• Deficiency in records management
• Summary of literature review

Chapter Three

Research Design And methodology

• Research design
• Area of the study
• Population of the study
• Method of data collection
• Method of data analysis

Chapter Four

Presentation and Analysis of data

• Research Question 1
• Research Question 2
• Research Question 3
• Discussion of findings

Chapter Five

Summary, Conclusion and Recommendation

• Restatement of problem
• Summary / conclusion
• Recommendation
• References
• Appendix
• Appendix 11( Questionnaires)

Chapter One

Introduction

Background Of The Study

In every academic pursuit, there is every tendency to experience difficulties in the cause of training pupils to student particularly in the higher institution of learning.

Going by these pressing issues, there is a lot of problem faced by beginning secretaries in federal polytechnic Nekede no matter the one chosen. The secretary would be expected to face some challenges and some of these problems are inherent to today’s institution while some include these emanating from lecturer, visitors and other staff of the institution.

According to Njoku [2005] some of the problems inherent from today’s secretaries may be inadequate equipment for production of satisfactory work.

The beginning secretaries do not understand the objective of the institution how it functions and what is expected of employees.

The tremendous innovation in office equipment in the best few decades has caused revolution changes in both the nature of work and that of the secretary’s role. Whitehead [1981]. This equipment innovation, which is mainly in the one of computer, reprographic machines, world processor etc, posed a lot of problem to the secretaries in the institution. Institution is advance with the use of all these new equipment like computer electronic typewriter, word processor, to be skillfully utilized by the secretary in any institution and organization that the goals we be achieved.

Statement Of The Problem

This is more like a question that needs answer. What gave rise to this problem are the complaint made by firms or institution of the new generation who have inexperienced secretaries as the secretary of the set-up and also firms who have ordinary typist {clerk} as secretary.

This paper is faced with the problem on how the secretaries lack skills in operating computer, electronic typewriter, photocopies etc. If they should posses the skill required of them; the modern business will reap the benefit of electronic equipment.

The use of the modern equipment to disseminate information has posed more problems of constant failure, inadequate finance to purchased these machines, lack of training and retraining, facilities to retain secretaries on the intricacies and operation of those sophisticated machines, besides; the use of office equipment my expose secretarial workers to substantial risk of loosing their job.

Purpose Of The Study

This is to ensure that for secretaries to become versatile in the operation of all modern equipment He/she must be a refined confirm secretary in the organization.

Generally, the purpose of the study is to find out what affects the beginning secretary in federal polytechnic Nekede. The purpose of this study is as follows:

1. To determine how modern equipment affect the performance of secretary in federal polytechnic Owerri.
2. To determine the challenges faced by secretaries with the introduction of modern equipment.
3. To find out the challenges of equipment poses in some selected offices.

Research Question

Some research questions formulated for the purpose of this study to guide the secretaries are:

1. How does the modern equipment affect the performance of secretaries in federal polytechnic Nekede Owerri?
2. What challenges does equipment pose to secretaries in some offices?
3. What are the changes that have been associated with the introduction of modern equipments?

Significance Of The Study

In the course of the write-up, majority of our new generation institution and the up-coming ones will be to capture and tackle the problems they are facing and what they are to – face ahead.

The findings of the study will benefit the civil service workers in exposing the absence of such potentialities on them.

The findings of the study will in addition enlighten the secretaries on the demand of civil service offices and industries and their expectation in terms of excellent office skills.

It will also be beneficial to secretaries in federal polytechnic Nekede Owerri to up date their skills.

Finally, secretaries will be selected by being examined so as to fit the positions applied for, so as to contribute immensely to the attainment of institution objectives.

Scope Of The Study

This study is limited to finding the problem faced by beginning secretary’s Job performance. Secretaries with the qualification of HND, B.SC or BA and above are selected due to their experience in secretarial profession.

This study also looks at the availability of the modern equipment and the problems these modern machines pose in the secretary’s performance. This also implies that the duties or functions of the secretary go beyond the typing and filling of documents.

Definition Of Terms.

Problems:

Are maters involving uncertainty difficulty.

Secretary:

A person who works in an office working for another person or organization, dealing with letters and telephones calls, keeping records and making business arrangement.

Business:

Is the activities of making buying and selling or supplying goods or services for money.

Organization:

A group of people who form a business club, etc together in order to achieve a particular aim.

Equipment:

The things that are needed for a particular purpose or activity.

Machine:

A piece of equipment with moving parts that is designed to do a particular job. The power used to work a machine may be electricity, steam, gas etc or human power.

Chapter Five

Summary, Conclusion And Recommendation

Restatement Of Problem

The use of the modern equipment to disseminate information has posed more problem of constant failure, inadequate finance to purchase these machines, lack of training and retraining, facilities to retain secretaries on the intricacies and operation of those sophisticated machines, beside the use of office equipment may expose secretarial workers to susbstained risk of losing their job. It has become so advanced and global that most secretaries even managers and administrators at all levels of management struggle to be conversant with most office modern equipment to stop the problem of employing operators from outside.

Summary

This research point directly to the case study of federal polytechnic Nekede where student it difficulty to cope on eth way of study in the institution particularly in secretary department where equipments for the training of secretaries are lacked. The reason being the placing out a manual typewriters. Based on the analysis of data generated from the research, the following findings were made.

It was discovered that secretaries are trained with manual typewriting machines, but considering the fact, she is to be employed as a beginner in an organization, automation is always a threat to most secretaries these days. The new generation firms expected every secretary to be versatile in all modern equipment of new trend which comprises of computers, electronic typewriters, word processors, electronic mail etc. She find it difficult to adjust to the use of comport for the same job, because she do better with a manual machine.

From the data collected, it was observed that there is deficiency in communication and language. In the modern days, the conversation medium among colleagues located in the same department. A secretary who is not effective enough in English languages stand the chance of losing his/her job because the boss may not understand the native language.

The lasting solution to the problem faced by a secretary in a selected business organization is earlier mentioned re-orientation in [chapter three] to be followed up without delay among the new and up-coming secretaries. As a sure way she is to be persuaded into information of attitude.

Recommendation

Based on the findings of the study the following recommendations are proffered.

The institution should take a persuasive measure so as to make the government provide the facilities need in the institution for secretarial work.

The institution should collaborate with business organization to give re-orientation practices to secretaries.

The institution should arrange for their student to have the knowledge of modern equipment before heading for their industrial training.

Student should be hard working while in school to obtained good qualification to enable them face challenges ahead.

Educational institution should make it duly to teach and make students practice on effective communication within and outside the campus.

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