Professional Ethics Required Of Office Managers In A Changing Office Environment (A Case Study Of Selected FUTO In Owerri Imo State)

Project and Seminar Material for Office Technology and Management OTM

Abstract

This study was a build up of additional information as an extension of knowledge in office manager profession. It studied the profession ethics required of office managers in a changing office environment.

Because it has been observed with total dismay that some office managers are ignorant of the set of codes of conduct that is required of their in discharging their duties.

This research work will enlighten the office manager profession to the public. It also served as a guide to employers in recruiting the office managers. The analyzed data code of conduct in carrying out jobs in the work place.

The office manager offend times faced with problems that tend to hinder his from being ethical. It is therefore net out of place to conclude that the office manager, through may encounter obstacles strive to at ethics has a great positive impact on the job of the office manager.

Table Of Contents

Preliminary Page(s)

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

Chapter One

Introduction

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

Chapter Two

Review of related literature

• The concept of ethics and professional ethics
• Ethics and people’s management
• Ethics in the workplace
• Professional ethics
• Professional ethics of the office manager
• Problems encountered by the office managers
• Summary of review of related literature

Chapter Three

Research methodology

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

Chapter Four

Presentation and Analysis of data

• Analysis of data
• Discussion of findings

Chapter Five

Summary of findings, conclusion and recommendations

• Re-statement of the problems
• Summary of findings
• Conclusions
• Recommendations
• Limitations of the study
• Suggestion for further research
• References
• Appendix 1
• Appendix 11

Chapter One

Introduction

Background Of Study

In spite of the widely acceptance nature of moral requirements and the presence of universal work ethics of a class or society, there also exist specific rules of conduct for the increasingly growing number of professional activities.
These rules of conduct for ethics of two things, it refers to well based standard of right and wrongs that prescribes what human ought to do, usually in terms of right, obligations, benefits to society, fairness or specific rules and virtues. (Richard, Donald, Arnold, Bernard, Presha, 2005).

Stressing further, they explained ethics to mean the basic concept and fundamental principle of decent human conduct. it includes study of universal vales such as the essential equality of all men and women, human or natural rights, obedience to the law of land concern health and safety and increasingly, also for the natural environment.
From the above definition, it can be deduced that ethics is a study that moulds ones standard and impose reasonable obligations on a particular class of people act right.

Since business organizations do not function without workers who carry out different duties to achieve the objectives of the organization. A manager who is indispensible worker has the special job he performs in the organization and the level of her ethical conduct goes a long way in making her stand out of the crowd in the work place.

Today, many professional bodies have developed policies and professional codes for their practitioners and the secretary is not exempted from those rules that govern the behaviours of professionals. These set of moral or codes of conduct are strictly adhered to an inculcated in the discharge or conduct of these professional bodies.

Professional ethics play an important role in ensuring the continuity in the moral conduct development of the society. Bedside, it enhances a stable code in the moral life of people especially where forces of simple moral commandment grow weaker or fails. Besides, social system and regulations surpasses one another due to intensify social tensions (Richard, et al 2005).

The ethics and social behaviours as well as the interest of an office manager is asserted only to the which she puts into practice the general principles of social and moral attributes adopted to the specific features of his profession and the degree of his awareness of his responsibility to the performance and conduct of his job. A low level of professional ethics is one of the most destructive and protracted consequences of the unwanted.

Professional ethics normally is indentified in these varieties of specialized activities in which man himself is the object of research thus, it relates to the behaviour of people. Professional as regards to the career Doctors, lawyers, accountants and office managers etc are expected to behave in a certain way or fellow specific codes of conduct in performing their jobs this will guard against their actions or behaviours bringing their profession to disrepute.

Since office manager ship is a profession, it must have set of code of conduct expected from practitioners of the profession. Therefore, this project will discuss those professional ethics which which are required in the conduct of office manager’s job for better performance.

Statement Of Problem

Professional ethics is the part of the requirements for efficiency in the conduct of the secretary’s job. The office manager is required to keep secrets of his employer and organization as this will determine the duration of his job as a confidential office manager. The problem of this study posed as a question in line with kelinger (1973) “apart from keeping secrets and confidentiality, are there no other ethics or set of code of conduct for the professional office manager ”?

To answer this question, this study is set to address and generate empirical data on professional ethics required in the conduct of the office manager’s job for better performance.

Purpose Of The Study

The main purpose of this study is to determine the professional ethics which the secretary requires in the conduct of his job for better performance.

Specifically, the study will attempt to:

1. Find out professional ethics of the office manager.
2. Evaluate the extent to which these codes of ethics have impacted the job of the office manager.
3. Identify problems and proffer solutions.

Research Questions

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

1. What does professional ethics mean?
2. What are the professional ethics of the office manager?
3. To what extent have these codes of ethics impacted the job of the office manager?
4. What are the problems encountered by an office manager in exhibiting these codes and what are the solutions to these problems?

Significance Of The Study

This study is a build-up of additional information as an extension of knowledge in office manager profession. The findings of the study will enhance the professionalization of office manager ship and its ethical conduct. Being aware of their professional ethics, the office manager will improve secretarial image and enhance acceptability of the profession by the society.

In addition, this work when completed will be an eye-opener or guide for the chief executive in employing office managers and also for the office manager in the performance and conduct of job which will speed organizational objectives/goals.

Above all, this project when completed will serve as reference materials for prospective office managers who may wish to be enlightened more on the professional ethics required of the office manager in the conduct of her job.
Finally, it will be of immense help to other students and researchers who may wish to embark on similar research in the future.

Scope Of Study

This research project was restricted to examine the professional ethics required of the office manager’s job for better performance in two selected institutions from owerri local government area.

Definition Of Terms

Professional:

Is a person formally certified by a professional body of belonging to a specific profession by virtue of having completed a required course of studies and or practice.

Ethics:

“An ethics has to do with what my feelings tell me is right or wrong”. An ethics has to do with my religious beliefs”. “Being ethical is doing what the law requires”.

Office Manager:

Is an employee of a business or organization whose duties typically include allocating physical resources such as office space and supplies. Scheduling internal events overseeing operational staff such as accountants, technicians, and administrative personnel, and other details necessary to run on office in any industry or field.

Office Environment:

Is a location where a task is completed. When pertaining to a place of employment, the work environment involves the physical geographical location as well as the immediate surroundings of the work place, such as a construction site or office building. Typically involves other factors relating to the place of employment such as the quality of the air, noise level and additional perk and benefits of employment such as free child care or unlimited coffee, or adequate parking.

Chapter Five

Summary of Findings, Conclusion and Recommendations

Re-statement of the Problems

In spite of the widely accepted nature of moral requirements and the presence of universal work ethics of a society of group, there also exists specific set of codes of conduct for the increasing growing number of professional activities; professional ethics is part of the requirement for efficiency in the conduct of the secretary’s job. The problem of this study was to identify professional ethics required in the conduct of the secretary in the changing office environment. This problem was examined using four purposes, they are; the concept of ethics and professional ethics, the professional ethics of the secretary, the problems encountered by the secretary and solution to these problems. The research questions were drawn from the purposes ad it guided the study.

The population used for this study was eight (80) and 40 was used as the sample of the study, the data collected by the researcher was through the help of questionnaire analyzed with the use of a mean score, that is a mean score of 3.00 and above was considered significant for the study, while below 3.00 was considered non-significant.

Summary of Findings

1. This is a new growing awareness on the part of the secretary regarding the need to acquire relevant professional ethics that is expected of them in the conduct of their job for better performance. This is because an organization cannot function effectively without the presence of well professional trained secretary.
2. From the responses to the research questions, it was clear that the secretarial profession is viewed by the public as a position of honour and trust and thus, it requires the highest ideal of professional services because it is believed that the secretary directly or indirectly influences the organization goal. It therefore means the secretary directly or indirectly influences the organization goal. It therefore means the secretary should exert every effort to raise professional standards and promote a conducive climate to those around him or her.
3. Finally, the responses of the respondents showed that certain issues may act as a dog in the professional ethics of the secretary but tracking these issues with diplomacy and tactfulness also goes a long way to helping the secretary in overcoming these problems, because the significance of ethics today is in its power to shaping attitudes and behaviours and constraining individuals from exhibiting un-ethical characters.

In a nutshell, ethics being a moral code of conduct provides a basic social need by defining the characters we expert and will accept from one another; this is to say that the level of our ethical conduct allows us to live together in harmony and enhances productivity in work place.

Conclusions

Based on the findings, the following conclusions were drawn;

1. Professional ethics support growth n an organization and proper attention to it in the work place by the secretary keeps his at alert and enlightens the secretary thereby constraining from some attitudes that may bring the secretarial professional disgrace.
2. Since part of the secretary’s job is to protect the image of the organization, it is not only wise the secretary sees to it that he achieves this goal by keeping to the roles and doctrines of the profession, he should realize that moral common sense can be a starting point in reasoning about ethical issues.
3. Secretary is not an obstacle but a ladder towards the needs the achievement of the organization goal therefore the needs necessary assistance from co-workers in order to reach and actualize the organizational goal
4. Professional ethics is one of the attributes of a good secretary and no prospective secretary would want to be labeled “home breaker” by the public.

Recommendations

Having analyzed the topic: professional ethics required of secretaries in a changing office environment, the researcher recommended the following;

1. Professional ethics supports growth in an organization and proper attention to it in the workplace by the secretary keeps his at alert ad enlightens the secretary thereby constricting his from some attitudes that may bring the secretarial profession to disgrace.
2. The secretary should strive hard to tackle the problem that may act as obstacles to his in being ethical in workplace he should handle the problems for himself.
3. The employers should not take advantage of the secretary’s dedication to work by subjecting his jobs that is not of his field, making him to work extra hours
4. The staff in workplace should not see the secretary as obstacle but a ladder towards the achievement of the organizational goal
5. Finally, all prospective secretaries should bear in mind that professional ethics is one of the attributes of a goal secretary, so if prospective secretary would want to be labeled, “Home breaker” by the public, they should resolve code of secretarial profession and always display it no matter the pressure to be unethical.

Limitations of the Study

In the cause of this research work, the researcher encountered many drawbacks, which are enumerated thus;

1. Lack of Finance:

Finance is a factor that speeds up every project that is handled by an individual ad where it is unavailable posed lot of problems.

2. Lack of Reference Material:

Insufficient reference material also posed a lot of problem to the researcher

3. Lack of co-operation of some respondents to volunteer:

Information as they did not believe the assurance given them that the data collected were purely for academic purposes.

Suggestion for Further Research

This research topic be refrained and the scope enlarged for further studies.

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