Profession Ethics And Morality Required Of Secretaries In Federal Polytechnic Nekede

Project and Seminar Material for Office Technology and Management OTM

Project and Seminar Material for Office Technology and Management OTM


Abstract


This study was a build of additional information on the extensions of knowledge in the area of secretarial profession. It stipulated the professional ethics and morality required of secretaries in the Federal Polytechnic Nekede, Owerri.

Based on the observation that most secretaries are ignorant of the set of codes of conduct required of them, carrying out their duties in office organization, this research serves as guide to both executives and to employers in recruiting their secretaries. The secretaries oftentimes are faced with difficulties that hinder them from being ethical.

It is therefore not out of place to conclude that the secretaries, though may encounter some obstacles in the bid to be ethically principles in the workplace, they should also strive hard to handle these obstacles with diplomacy as professional ethics and morals have great positive impact on the job of the secretary.


Table Of Contents


Preliminary Page(s)

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

Chapter One

Introduction

  • Background of the Study
  • Statement of the problem
  • Purpose of the Study
  • Research Question
  • Significant of the study
  • Scope of the Study

Chapter Two

Review of Related Literature


Chapter Three

Research Methodology

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

Chapter Four

Presentation and Analysis of Data

  • Presentation of data
  • Analysis of data
  • Discussion of findings

Chapter Five

Summary of Findings, Conclusion and Recommendations

  • Re-statement of problem
  • Summary of findings
  • Conclusion
  • Recommendations
  • Limitations for further research
  • References
  • Appendix
  • Questionnaires

Chapter One


Introduction

Background of the Study

In as much as there are acceptable natures of morality and ethical standards of a class or a society, also there exists same specific rules of conduct for the increasingly growing number of professional activities which refers to well rooted standards of right and wrong that prescribe what humans, especially the office secretaries ought to do usually in terms of rights, obligations, benefits to the society, fairness in judgment or specific rules and virtues, Richard, Donald, Arnold, Bernard, Presha (2005).

Elaborating further, they explained ethics as the system of conduct, science of morals or moral soundness which depicts a professional body and its members. By the above definition, one can simply say that ethics is study that mould ones standard and imposes reasonable obligation on a particular class of people in order to act right. Therefore, a secretary who is indispensable has special jobs she/he performs in the organization and the level of her ethical conduct goes a long way in making him/her outstanding in the workplace.

On the other hand, morality refers to an adopted code of conduct within an environment and a set of agreed upon rules for what is right and wrong. Morals have formed the spine of modern society, religion and every individual conscience. For example, “murder is immoral” but on the battle field murder is permissible. In a way, morality is sync with ethics, while morality is abstract in understanding. Ethics is defined in the form of written code, Iweajunwa, Nnorom, Iheukwumere, Uteh, Obeka, (2011).

Today, many professional bodies have developed policies and professional codes for practitioners and the secretary is not exempted from such rules that govern the behaviour of professionals. These set of codes of conduct are strictly adhere and inculcated in the discharge or conduct of these professional bodies. Professional ethics and morality play an important role in ensuring the continuity in the moral conduct development of the society.

Besides, they enhance a stable code in the moral life of people especially here forces of simple moral commandments grow weaker or flat. The ethics and social behaviour as well as the interest of a secretary is certain only in the extent to which she puts into practice. The general principle of social and moral attributes adopted to the specific features of her/his profession, and the degree of her/his awareness, his/her responsibility to the performance and conduct of his/her job.

A low level of professional ethics and morality is a major destructive administrative and protracted consequence of the unwanted professionals as regards to their careers, e.g. doctors, lawyers, secretaries, engineers, accountants, teachers, etc are expected to behave in a certain way or follow specific codes of conduct in performing their jobs as this guards against their actions or behaviour towards bringing their professionals to disrepute.

Since secretaryship is a profession, it must have a set of codes of conducts expected from its practitioners. Therefore, this project discusses those professional ethics and morality which are required in the conduct of secretarial jobs to make for better performance.


Statement of the Problem

Professional ethics and morality are part of the requirements for efficiency and productivity in the conduct of a secretary’s job. The secretary is required to keep the secretes of her employer and the entire organization in which she works with, as this determines her duration as a confidential secretary. The problem of this study posed as a question in line with Kelinger 1995 which asked such question as this: apart from keeping secrets and confidentiality, are there no other ethics or set of code of conduct for the professional secretary? In the bid to answer this question, this project is set to address and generate empirical data on the professional ethics and morality required in the conduct of the secretary’s job for a better performance.


Purpose of the Study

The major purpose of this study is to determine the professional ethics and morality which are required of secretaries in Federal Polytechnic Nekede, in the conduct of their job for better performance.

Specifically, the study attempts to:

  1. Find out the professional ethics of a secretary
  2. Evaluated the impact of code of ethics on the job of a secretary
  3. Narrate the positive and negative work ethics of a secretary
  4. Enumerate the admirable secretarial work ethics and morality
  5. Identify problems and proffer solutions as well as highlights some benefits of ethical standards and morality on the job of a secretary.

Research Question

For the objective of this research to be realized, the following questions are put forward as guide for the search. The responses received from them will be basis for the decision making in this project.

  1. What are the professional ethics of a secretary?
  2. What are the impacts of code of ethics on the job of a secretary?
  3. What are the positive and negative work ethics of a secretary?
  4. What are the admirable secretarial work ethics and morality?
  5. What are the benefits of ethical standards and morality on the job of secretary?

Significance of the Study

This study is a built of additional information as an extension of knowledge in the secretarial profession. The findings of this study will enhance the professionalism of secretaryship and its ethical conduct. Being aware of their profession ethics and morality, the secretary will improve the secretarial image and enhance the acceptability of the profession in the society.

In addition, this research being completed will be an eye-opener or guide for the chief executive in employing secretaries, and also for the secretaries, and also for the secretary in the performance and conduct of his/her job which will spell organizational objectives and goals.

Above all, this project when completed will serve as a reference material for prospective secretaries who may wish to be enlightened more on the professional ethics and morality required of secretaries especially in Federal Polytechnic Nekede in the conduct of their job.

Finally, it will be of immense help to other students, researchers, and even lectures who may wish to embark on similar research in the future


Scope of the Study

This research project was highly restricted to examine the professional ethics and morality required of secretaries in Federal Polytechnic Nekede Owerri.


Chapter Five


Summary of Findings, Conclusions and Recommendations

Restatement of the Problems:

In spite of the widely accepted nature of moral requirements and the presence of universal work ethics of a society or a group, there also exist specific sets of codes of conduct for the increasingly growing number of professional activities. Professional ethics and morality are part of the requirements for efficiency in the conduct of the secretary’s job.

The problem of this study was to identify professional ethics and morality required of secretaries in the conduct of their jobs. This problem was examined using seven points as subheadings; they are: the concepts of ethics and morality, professional ethics of the secretary, impact of professional ethics and morality on the job of a secretary positive and negative work ethics on the job of a secretary, ethical standards and behaviour of the secretary, admirable secretarial work ethics and morality and benefits of ethics and morality on the job of a secretary. The research questions were drawn from the purposes and they guided the study.

The population used for this study was twenty (20) and it was used as the sample of the study because of its small number. The data collected by the researcher was through the help of questionnaires and was analyzed with the use of mean score i.e. a mean score of 3.00 and above was considered as significant to the study.


Summary of Findings

There is now a growing awareness on the part of the secretary regarding the need to acquire relevant professional ethics and morals expected of them in the conduct of their job for better performance. This is because an organization cannot function effectively without the need for a well professionally trained secretary.

From the responses to the research questions, it was clear that the secretary’s profession is viewed by the public as a position of honour and trust and thus requires the highest ideal of professional services, because it is believed that the secretary, directly or indirectly influences the organization goal. It therefore means that the secretary should exert every efforts to raise professional standards and promote a conducive climate to those around him/her.

Finally, the responses of the respondents showed that certain issues may act as a clog in the wheel of professional ethics and morality of the secretary but tracking these issues diplomatically and tactfully also goes a long way in helping the secretary to overcome the problems, hence, the significance of ethics today is in its power to shape the attitudes and moral behaviours of secretaries and to constrain individuals from exhibiting certain unethical characters.

In a nutshell, ethics being moral code of conduct, provides basic social needs by defining the characters that we should expect and accept from one another, that is to say that the level of ethical conduct allows people to live and work together in harmony as these enhance productivity in the workplace.


Conclusion

Based on the findings, the following conclusions were drawn:

  1. Professional ethics and morality support the organizational growth and paying proper attention to ethics and morals in the workplace by the secretary keeps in him/her on the alert and also enlighten him/her thereby constrain him/her from some unethical attitude/behaviours that easily bring disgrace to secretarial profession.
  2. Since part of the secretary’s job is to protect the image of the organization, it is wise that she makes it as a point of contact to see that she helps in achieving the goal of the organization by keeping to the rules and regulations of the secretarial profession. She should realize that morality; common sense can be a starting point for ethical reasoning.
  3. Secretaryship is not an obstacle but rather a ladder towards which the achievement of the organizational goals are made and therefore, needs the assistance of co-workers in order to reach and actualize the goals.
  4. The secretary should be dedicated and committed to work in order to enhance the growth of the organization.
  5. Professional ethics and morals are good attributes of a secretary and prospective secretaries should imbibe in them for a better performance in the future.

Recommendations

Based on the findings of the study and the conclusions drawn, the following points were recommended:

  1. Secretaries are expected to pay proper attention to the professional ethics and morality at their workplace so as to be on the alert not to jeopardize the secretarial profession.
  2. Secretaries are expected to add moral sense to ethical issues.
  3. The staff and members of the workplace should not see the secretary as obstacle but rather as a ladder towards which the organizations achieve their goals. They should therefore, accord him/her due assistance in order to reach and actualize set goals.
  4. Employers should not take advantage over the secretaries’ dedication and commitment to work thereby subjecting him/her to jobs that are out of his/her field.
  5. All prospective secretaries should bear in mind that professional ethics and morality are good attributes of secretaries and should imbibe in them.

Limitation of the Study

In the cause of this research work, the researcher encountered a few constraints such as lack of funds.
Another major constraint by the researcher was the reluctance of some respondents to volunteer information because they did not believe the assurance given them that the data collected were purely for academic purposes due to the recent protest by students of this institution that led to the vandalization of property.
Besides, the timing of the study posed some constraints a longer time than the time allowed for submission of the project would have been needed for a more through work. However, it is unlikely that these constraints would adversely affect the validity of the findings.


Suggestion for Further Research

This research topic can be reframed and the scope enlarged further studies.

The researcher suggested the following area for further studies and research.

  1. Human and public relation skills expected of the secretary in Federal Polytechnic Nekede.

Profession Ethics And Morality Required Of Secretaries In Federal Polytechnic Nekede


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