Full Project - The role of professional secretary in the production and keeping of Office document

Full Project – The role of professional secretary in the production and keeping of Office document

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CHAPTER ONE

INTRODUCTION

Background of the Study

As information and communication technology (ICT) continue to expand in the office across the nation, the world of business equally changes rapidly and the roles of professional secretary in the office administration and management has greatly evolved (development). Office automation and organizational restricting have led professional secretary to assume a wide range of new responsibilities ones and reserved for managerial and professional staff. Professional secretary need to be provided with training and orientation, conduct research on internet or else where and learn how to operate new office technologies this will really help the professional secretary to know their roles in the modern offices today because some establishment have acquired and installed some modern communication equipment.

Generally, office no doubt makes an important contribution to economic and social life of any nation or society. Hence, any complex industrial society would rapidly come to a standstill if the office is not there. Every efficient organization must provides its management with efficient and sufficient information, planning control and financial science.

It is limit to expenditure on administration if everyone were to be engaged in office work, there would be imbalance between the productive activities and administration. The correct balance must be stuck between the resources devoted to directly and to productive activities so as sustain rapid economic development in the country.

Little Mill standing Ford and Appleby (1986) remarked that administration is that part of the management process concerned with the institution and carrying of procedures by which the programme is held down and communicated. The progress of activities are equally regulated and checked against target and plans. Essentially the purpose of the office is to provide service of communication and this can be amplified under five heading which as follows:

-Receiving information

-Recording information

-Giving information

-Arranging information

-Safe-guarding of assets office can make only these vital contributions if there are efficient services by the general management department manager (i.e. production manager, the market manager, and the secretary). Today office is becoming such complex place and demanding that the executive finds it difficult to cope with the recent task on the whole professional secretary are part and parcel of the executives and so are very indispensable.

Briefly, secretary is the person who assists the executives by displaying expert skills (initiative tact, judgement and some other duties) in performing her office function or duties without close supervision by any executive. Thus she should posses the abilities to relieve the executives of designated administration detail when the need arises.

Therefore, the roles of professional secretary in the office administration and management to a large extent, depends on the type of office he or she works. The secretary must especially deal with the boss staff, visitors and all paper works. This study is designed to identify and analyze the roles of secretariats, Imo State and Ministry of finance, Enugu as the reference point.

Statement of the problem

Professional secretary play multiple roles in every organization. They are the life wire of establishment or business outfit. By virtue of their position and the performance of their job, there exists some imminent problem. Such problems are likely to influence the roles of professional secretary. Below are the problems:

Lack of respect and recognition to professional secretary from employers of labour who looks down on secretarial administration and regard those who practice it as never-do-well.
Inadequate modern equipment used by professional secretary hinders efficiency and effectiveness of their job.
Professional secretary are not opportune to use or manipulate the required equipment necessary for their profession thereby making them not fit for their profession.
Professional secretary are regarded as junior staff who posses no much qualification.
Professional secretary are always regarded as a professional servant to the executives.

Some bosses uses their professional secretary as escape goat and dehumanize them before their visitors because such boss sees the professional secretary as supporting staff who he or she believes can not stand on their own.

Objectives of the study or purpose of the study

First, the main purpose of this study is to identify the roles of professional secretary in the production and keeping of Office document specially the study intends to:

Find out the roles of professional secretary in office administration and
Find out if modern facilities needed by professional secretary in organization adequate.
Finding out or determine the factor militating against the performance of their roles in their organizations or firms.
Ascertain the role played by government in uplifting the state of professional secretary in their place of work or employ.

Research Questions

The following research questions were postulated to guide the study:

What are the roles of professional secretary in the production and keeping of Office document?
To what extent are the facilities needed by the professional secretary in the organization adequate for job performance?
What are the factors militating against the effective performance of the professional secretary functions in any organization or firm?
To what extent has government at various tiers succeeded in uplifting the states of professional secretary in the employ?
To what extent have professional secretary been remunerated (paid) for their works and roles in their various organizations

Significance of the Study

It is only when the result of any research is effectively used that the time and resources invested on it can be justified, thus the result of the study would be of great important for effective discharge of professional secretary functions in all the office of ministry of finance. At least the professional secretary would be recognized hence the role of office administration and management is a crucial issue as no organization can function without a properly managed office.

The result would extent to the public services and business houses all over the nations as the roles of secretary would be adequately known and discharge. This study would equally be of immense benefit to some students who wishes to take secretarial administration as a profession or discipline in the university.

It is hoped that the result of the research would educate and enlighten the result of this research who a secretary is and the importance of being a secretary as a profession. Same way it will educate the secretary in understanding more about his or her profession and roles as a secretary. Professional secretary ate public servants so they have to accept whatever that come their way bears its results, abusement from higher staff.

Scope of the Study

The study focuses or delved into the roles of professional secretary in the production and keeping of Office document. It also focuses mainly on the ministry of finance, Enugu and the roles of professional secretary in Federal secretariat, Imo State.

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