Comprehensive Review Of The Factors That Improve The Advancement Of Secretaries In Business Organizations
(A Case Study Of Some Selected Business Organizations In Enugu Urban)
The progression of secretaries within business organizations is influenced by a variety of key factors. Firstly, possessing exceptional organizational skills coupled with adept time management abilities enables secretaries to efficiently handle tasks and prioritize responsibilities amidst fast-paced environments. Moreover, effective communication skills, both written and verbal, foster seamless interaction with colleagues and clients, enhancing productivity and professional relationships. Additionally, proficiency in utilizing modern office technologies and software platforms enhances workflow efficiency and demonstrates adaptability to evolving workplace demands. Furthermore, continuous professional development through relevant training programs and educational opportunities enables secretaries to expand their skill set and stay abreast of industry trends, thus positioning themselves for career advancement. Finally, cultivating a proactive attitude towards problem-solving and taking initiative in assuming additional responsibilities underscores their value within the organization and paves the way for further growth and recognition.
It has been observed that the secretarial profession is becoming less popular in recent times. Various schools of thought have trend to offer explanations to this ugly trend. Some attributed it to the nature of this profession, others through that it has to do with the executive who is always bossing the secretary.
This course work is therefore aimed at finding out the factors responsible for the advancement of secretaries in business organizations.
The researcher made use of questionnaires administrations in collecting the necessary data. Frequencies and percentages were used. For the analysis of the data collected.
From the result obtained, the following deductions were made.
Skill acquisition and work competence help the secretary to advance in the job.
Good relationship with both colleagues and management can also ensure her advancement on the job.
Frequent training and seminars also help the secretary to advance.
Based on the findings, the following recommendations to enhance the advancement of secretaries in business organizations where made:
Secretaries should improve their skills through training
Secretaries should improve their skills through training.
Organizations should provide opportunities for staff development.
Opportunities for interpersonal relationship should be created to enable workers learn from one another
Title page i
Approval page ii
Dedication iii
Acknowledgement iv
Abstract vi
Table of contents viiii
CHAPTER ONE
1.0 Introduction 1
1.1 Background of the study 1
1.2 Statement of problems 4
1.3 Objectives of the study 6
1.4 Scope of the study 7
1.5 Research questions 7
1.6 Significance of the study 8
CHAPTER TWO
2.0 Review of related literature 10
2.1 The secretary and her role 10
2.2 Advancement of a secretarial work 17
2.3 The image of a secretary 25
2.4 Summary of related literature 28
Chapter Three
3.0 Research design and methodology 29
3.1 Introduction 29
3.2 Research design 31
3.3 Area of study 31
3.4 Population of the study 32
3.5 Sample size 34
3.6 Validly of instrument 34
3.7 Reliability of instrument 35
3.8 Distribution of instrument 35
3.9 Method of collecting data 35
3.10 Method of data analysis 36
Chapter four
4.0 Presentation and analysis of data 37
4.1 Introduction 37
4.2 Analysis of data 37
4.3 Findings 55
Chapter five
5.0 Summary of findings, recommendation,
and conclusion 59
5.1 Summary of findings 59
5.2 Implications of the study 60
5.3 Recommendations 61
5.4 Conclusions 62
References 64
Appendix: sample of research questionnaire 67
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
Most writers on secretarial duties, secretarial management and office organization have carefully avoided the duties, levels and positions of professional secretaries except for the volume of letter, memo etc. type or minutes and pages of report prepared by them.
Clearly stated, the rules and levels or positions of secretaries are aimed at establishing ideas but it is in an attempt to discover and lay down those rules and lends, which should be followed that we discover some factors that improve the advancement of secretaries in organizations. Some of these duties were not enforced, but a branch of them normally provoke public condemnation and effect their growth. With the unfolding circumstances. The profession is fact acquiring a distinction as one of the most versatile essential services of modern economic communities. Nonetheless, the profession is becoming challenging and too many people perhaps enroll into the ranks as a future prospect. With more technological and industrial development, the secretary shall fully realize his potentials in the country. (Utomi; 1990).
As defined by National Secretaries’ Association (International), a secretary is an executive assistant who possesses a mastery of office skills, who demonstrates the ability to assume responsibly without direct supervision, who exercise initiative and judgment and who takes decision within the scope of assigned authority. With the above definition we can see that the present day secretary is a potential officer. A secretary is indispensable to management and it is true that a good secretary can make an average manager very effective and also a bad secretary can make an able executive very ineffective. (Odenigbo; 1990).
Lack of job description for secretaries has led to the misappropriation of skills unequal distribution of work, low morals, and bored (Appt; 1979). He stressed thereafter, that each secretarial position should be analyzed and task requirements of the job identified for better job description.
Job description of secretarial staff should contain a statement bout what a secretary does on the job and what she knows and should include also other classes of things that are done on the job such as preparation of a venue for meeting provision of refreshments, seeing to the cleanliness of the office which do not actually relate to the basic skills (Mayes and Beach, 1967).
Experience has shown that inspite of all that a secretary does to promote the image of the organization little or even the very boss whom she serves accords her no recognition. Lack of recognition and undefined job role have contributed to the poor self-image of a secretary in the Nigerian society. It is common that anyone who can type is referred to as a secretary by many, despite his not possessing the skills required of a secretary. This misconception of who a secretary is and what she does had led to non-challenging job experiences, law payment and lack of respect by the executive for whom she works. As a result, secretary are either underused or overused by organization without creating any room for their advancement. A situation whereby the advancement and promotion of secretaries depend solely upon her boss does not encourage personal initiative.
It is therefore necessary to look into those factors that effect the advancement of secretaries in our business organizations
1.2 STATEMENT OF PROBLEMS
The position of the secretary in any organization is very distinct. She is very essential and an image-maker of the organization. She is the mirror of her organization while some describe her as the life wire of the organization. Hence it because doubtful if any chief executive can discharge his duties properly without the assistance of a secretary.
Apart from being an administrative assistance the secretary perform such other functions such as clerical and receptionist duties and in some cases does some accounting jobs, which are not quite in line with her job description. The work of the secretary cuts across every aspect of the organization’s activity. As a result of being and all purpose staff, the secretary has been described by some schools of thought as an “unclassified” office personnel who is neither here nor there.
In the actual sense, a worker should be assessed based on his / her job description such assessment gives room for promotion and recognition.
Unfortunately, the secretary is not assessed based on the duties in corporate in her job description to recondite what she is doing with what she is supposed to do. The discrepancy between job description and the actual job done by the secretary does not given room for proper assessment thereby making promotion and advancement to be hindered.
This work therefore is aimed at discussing the various factors, which affect the advancement of secretaries in business organizations, and seeing how such factors can be elimination.
Such factors to be discussed includes:
Structure of the profession
Work competences of secretaries
Relationship with management
Relationship with other workers
Lack of protection from formal organization.
1.3 OBJECTIVES OF THE STUDY
The objective of this study is to discuss the factors that affect the advancement of secretaries in business organizations in some selected private organizations in Enugu Urban.
This will be done by determining:
Whether the structure of the profession in Nigerian is always such that secretaries are subordinate to higher authorities and executives.
Whether work competencies of a secretary affect the advancement of secretaries in business organizations in Enugu State.
Whether the working relationship between management and secretaries affect the advancement of secretaries in business organization in Enugu State.
Whether the failure of formal organization in Nigeria to protect and project the secretarial profession affect the advancement of secretaries in business organizations.
Whether the working relationship between the secretaries and other workers affect the advancement of secretaries in business organizations in Enugu State.
1.4 SCOPE OF THE STUDY
This research work covers only two business organizations namely; National Electric Power Authority (NEPA) and Emenite Limited Enugu due to limited time and scare resources.
1.5 RESEARCH QUESTIONS
What are the factors that improve the advancement of secretaries in a business organization?
Does the structure of the profession as always subordinate to a higher authority and executives improve the advancement of secretaries?
To what extent does the relationship with co-workers improve the advancement of secretaries in business organizations?
To what extent does the relationship between secreareis and management improve the advancement of secretaries in business organization in Enugu State?
1.6 SIGNIFICANCE OF THE STUDY
This study will reveal the factors that improve the advancement of secretaries in business organizations.
It is sincerely hoped that the findings of this study will be of immense benefit to secretaries of organizations who are not only going to have a well defined job description but will also have a brighter prospect for growth on their professions.
The findings of this research of adopted by business organizations will help boost the output of the organizations since a more cordial atmosphere will now exist between the secretaries and management.
With a brighter future and unlimited growth for secretaries, the findings of this research project will encourages young people to take to secretarial profession and seek employment in business organizations.
Nigeria as a nation stands to gain from the result of his research since the success of all business organizations put together will ensure an increased foreign exchange earning and a better standard of living for the citizenry.
Comprehensive Review Of The Factors That Improve The Advancement Of Secretaries In Business Organizations:
Advancement opportunities for secretaries in business organizations are influenced by a combination of factors, including education, skills, experience, and organizational culture. Here is a comprehensive review of the key factors that can improve the advancement of secretaries in business organizations:
Education and Training:
Formal Education: A strong educational background, such as a bachelor’s degree in business administration or a related field, can open doors for secretaries to higher-level positions.
Continuing Education: Secretaries who pursue further education or certifications in areas like office management, project management, or executive assistance can enhance their qualifications.
Skills Development:
Technical Skills: Proficiency in software and tools commonly used in modern offices, such as Microsoft Office Suite, project management software, and industry-specific software, is crucial.
Communication Skills: Effective written and verbal communication skills are essential for secretaries, especially when dealing with executives, clients, and colleagues.
Organizational Skills: The ability to manage time, prioritize tasks, and handle multiple responsibilities efficiently is highly valued.
Adaptability: Secretaries should be adaptable and open to learning new skills and technologies as business processes evolve.
Experience:
Years of Service: Experience as a secretary or administrative assistant is often a prerequisite for advancement.
Varied Roles: Having experience in various administrative roles within the organization can broaden a secretary’s skill set and make them more suitable for higher-level positions.
Networking:
Professional Associations: Joining professional associations, such as the International Association of Administrative Professionals (IAAP), can provide opportunities for networking, skill development, and career advancement.
Demonstrated Leadership and Initiative:
Secretaries who take on leadership roles within their departments or initiate projects that improve office efficiency can demonstrate their potential for advancement.
Mentorship:
Having a mentor within the organization can provide guidance and support in navigating the path to advancement.
Performance:
Consistently delivering high-quality work, meeting deadlines, and going above and beyond in one’s role can lead to recognition and opportunities for advancement.
Professional Development Programs:
Some organizations offer formal advancement programs that provide training and mentorship to employees looking to move up the corporate ladder.
Company Culture:
The organization’s culture and commitment to diversity and inclusion can influence the advancement opportunities for secretaries. A supportive and inclusive culture is more likely to encourage career growth.
Demonstrating Value to Executives:
Secretaries who actively support and anticipate the needs of executives and contribute to the organization’s success can earn the trust and respect of senior management, increasing their chances of advancement.
Job Market and Industry Trends:
Advancement opportunities may vary depending on the demand for administrative professionals in the specific industry and region.
Personal Drive and Ambition:
Ultimately, personal motivation and ambition play a significant role in advancing one’s career. Setting clear career goals and actively pursuing them can be a powerful driver of success.
In conclusion, the advancement of secretaries in business organizations is influenced by a combination of education, skills, experience, networking, and the organizational culture. Secretaries who invest in their professional development, demonstrate their value, and actively seek opportunities for growth are more likely to climb the corporate ladder and secure higher-level positions within their organizations.