Factors That Affect Performance Of Secretarial Career
(A case study of Some Selected Organization In Enugu Capital Territory)
The secretarial profession, often referred to as administrative assistance, encompasses a diverse array of responsibilities crucial to the efficient functioning of an organization. It involves managing correspondence, scheduling appointments, and maintaining organized records. Several factors significantly influence the performance of individuals in this role. First and foremost, proficiency in communication skills is paramount, as secretaries are frequently tasked with conveying information accurately and professionally. Additionally, adaptability is key, given the dynamic nature of tasks ranging from handling phone calls to organizing meetings. Technological literacy is another indispensable factor, considering the increasing reliance on digital tools for administrative tasks. Furthermore, time management plays a pivotal role in ensuring deadlines are met and priorities are appropriately addressed. The ability to handle stress and maintain composure in demanding situations is also essential for effective secretarial performance. Overall, a successful secretarial career requires a combination of communication finesse, adaptability, technological proficiency, and adept time management.
This research work is aimed at finding out and studying the factor affecting secretaries in Enugu capital territory. Secretaries were selected from the organization in Enugu capital territory. Secretaries were selected from the organization in Enugu as well as student secretaries from IMT Enugu.
To carry out this project effectively hypothesis were formulate and based on the hypothesis questionnaires and inter view questions were drawn. The questionnaires were administered to both student and practicing secretaries selected from the above organization in Enugu capital territory. Oral interviews were also conducted on some secretaries in the selected establishments.
However, it was discovered that factors like sogological, technological economic environmental factors and poor language structure were the factors adducting secretarial career in Enugu capital and these factor were responsible for secretaries dissatisfaction in their work places. The result of the study revealed that practicing secretaries dissatisfaction steam from the ill. Form masses misconception of this career, non-recognition of their career as managed team on job prospects etc
Title page
Approval page
Dedication
Acknowledgement
Table of content
List of table
List of figures
Abstract
CHAPTER ONE
1.1 Background to the study
1.2 Statement of the problem
1.3 The objective or purpose of the study
1.4 Scope of study
1.5 Research questions
1.6 Hypothesis
1.7 Significance of the study
CHAPTER TWO
2.0 Review of literature
2.1 Choosing a career
2.2 Basis for Choosing a career
2.3 Who is a secretary
2.4 Classification of secretaries
2.5 The factors that affect performance of secretaries
2.6 Sociological factors
2.7 Their effect on the secretary performance
2.8 Technological factors
2.9 Environmental factors
3.0 Poor Language structure
3.1 Summary
CHAPTER THREE
3.0 Methodology
3.1 Research design
3.2 Area of study
3.3 Population of the study
3.4 Sample and sampling procedure
3.5 Instrument for data collection
3.6 Validation of the research instrument
3.7 Reliability of the research instrument
3.8 Method of administration of the research instrument
3.9 Method of data analysis
CHAPTER FOUR
4.0 Data presentation and results and analysis
CHAPTER FIVE
Summary of findings, recommendation and conclusion
5.1 Summary of findings
5.2 Recommendation
5.3 Conclusion
5.4 Bibliography/documentation/reference.
INTRODUCTION
1.1 BACK GROUND OF THE STUDY:
The word ;’secretary” has been defined by Oxford Dictionary as “one entrusted with the secrets or confidence despondence and manage router and detail work for superior.
According to secretaries have other managerial duties of dictation from the boss, answering telephone calls, getting information, recording and keeping information using duplicating machine electric, and menual typewriter, computer internal, telex and so on. An office being nerve center of an organization needs good managemented to achieve its desired goals.
However, there are certain factors which affect secretaries while on job and these minder production and secretaries stability on this career.
Some of these factors are technological factors poor language structure, sociological factors environment factors, and economic factors.
Presently, the need for exposing secretaries to the use of modern office equipment has risen due to challenges they face in the modern word. The effect of language structure that secretaries in institute of management and Technology receive during truing can not be over emphasized as in labour marked available jobs are mean for those who have sound knowledge of good English.
1.2 STATEMENT OF THE PROBLEM
It is degrading and under statement to say that secretarial career is of no importance because secretary is an eye opener. Through which every organization sees.
According to Onabanya (1990) A secretary is a skilled and specialized type of employee in an establishment or part of it who is charged with some aspects of organization functions in the unit dealing with people correspondence and other business matters;
In today modern world secretaries are faced with a lot of challenges offices due to what they are required to offer. There fore it is basically necessary that secretaries be giver equipment in institute of management and technology Enugu and other tertiary institution in Enugu capital territory.
This profession is a career that attracts disregard from people enqluating eyes. Most employers do not accord them a befitting recognition and respect, rather they show disregard and disrespect for the career. Often the people misunderstand the word secretary. They are of the opinion that anybody who write some seen it as a mere woman’s career and non-prebtigions. The secretary suffers image and personality degrades and thus crosses cabinet to other profession.
1.3 purpose of the study
The purpose of this study is to highlight on find out the factors which affect secretarial career in some organization in Enugu capital territory. It would also look into the causes of misconception and disregard for secretaries and their profession or career in our society and find solutions to these problem.
1.4 SCOPE OF THE STUDY
This research work is designed to finding out the factors affecting secretarial career in some selected organization in Enugu capital territory only.
Time constant: This research work was carried out while school is still in session hence time contraption. The time for travelling to places to gather more facts was limited as I was doing the research work and also trying to meet up with my normal academic works.
As a result, this project work was affected to be restricted within the are of facts I could get within. The should available time.
Finance! This is another problem the affected the effectiveness of this research work. As a student researcher, there not enough money to assisa my self to make this work a standardized on there are some text books due to mortuary incapability and organization outside Enugu I could not visit them due to lack of finance to transport myself. In effect, this would was limited only a few organization
1.5 SIGNIFICANCE OF THE STUDY
This research will help to identify the factors that contribute to secretaries dissatisfaction in offices.
It will also reveal to prospective secretarial in the career what they should expect from the profession as regards people misconception and misunderstanding of the career.
1.6 SCOPE OF THE STUDY
This research work is designed to finding out the factors affecting secretarial career in some selected organization in Enugu capital territory only.
Time constraint! This research words was carried out while school is still in session hence, time constrain. The time for travelling to places to gather more facts was limited as I was doing the research work and also trying to meet up with my normal academic works. As a result, this project work was affected to be restricted within the ares of facts I could get within the short available time.
Finance! This is another problem that affected the effectiveness of this research work. As a student researcher, there was not enough money to assist myself to make this work a standardized one. There are some textbooks due to monetary incapability and organization outside Enugu. I could not visit them due to lack of finance to transport my self. In effect, this work was limited only a few organization.
1.7 HYPOTHESIS
Considering the nature and scope of this study, the following hypothesis were used as guide to this study.
(1) Poor environment affects secretarial career in Enugu.
(2) Language is a problem to secretaries
(3) Secretaries are recognized as members of management team.
(4) Lectures not properly guides the secretaries affect them in their career.
(5) Secretarial suffers for inadequate equipment in some organization.
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Factors That Affect Performance Of Secretarial Career:
The performance of a secretary or administrative professional can be influenced by various factors, some of which are specific to the individual, while others are related to the organization and work environment. Here are some key factors that can affect the performance of a secretarial career:
- Skills and Qualifications: The level of education, training, and skill development of the secretary plays a significant role. Strong skills in typing, communication, organization, time management, and software proficiency are essential for success.
- Experience: Experience in a similar role or industry can greatly impact performance. Experienced secretaries often have better problem-solving abilities and are more efficient in handling various tasks.
- Communication Skills: Effective communication, both written and verbal, is crucial. Secretaries often act as intermediaries between different departments and individuals within an organization. Good communication fosters better understanding and cooperation.
- Technology Proficiency: The ability to use office software, email systems, calendar management tools, and other office technology is essential. Keeping up with technological advancements can also be important.
- Organization Skills: Secretaries are often responsible for managing calendars, appointments, and documents. Strong organizational skills help prevent errors and ensure tasks are completed on time.
- Adaptability: The ability to adapt to changing situations and priorities is vital. In a dynamic workplace, secretaries may need to quickly switch tasks or deal with unexpected challenges.
- Multitasking: Secretaries frequently handle multiple tasks simultaneously. The ability to prioritize and manage several responsibilities efficiently is key to success.
- Professionalism: Maintaining a professional demeanor, both in person and in written communication, is critical. Secretaries often represent their organization to clients, customers, and other stakeholders.
- Workload: The volume and complexity of tasks assigned can impact performance. An excessive workload may lead to stress and decreased performance, while a manageable workload allows for better quality work.
- Support and Resources: Access to necessary resources, such as office supplies and training opportunities, can affect a secretary’s ability to perform their duties effectively.
- Work Environment: A positive work environment that fosters teamwork, respect, and open communication can enhance job satisfaction and performance.
- Supervision and Leadership: Effective leadership and clear guidance from supervisors can help secretaries understand their roles and responsibilities better, leading to improved performance.
- Professional Development: Opportunities for professional growth and development, such as workshops, seminars, and certifications, can contribute to career advancement and improved performance.
- Ethical Considerations: Upholding ethical standards and maintaining confidentiality are crucial for secretaries, as they often deal with sensitive information.
- Emotional Intelligence: Understanding and managing one’s emotions and being attuned to the emotions of others can help in building positive relationships and resolving conflicts.
- Time Management: Efficiently allocating time to tasks and setting priorities is essential for meeting deadlines and managing workloads effectively.
- Feedback and Recognition: Regular feedback and recognition for good performance can motivate secretaries to excel in their roles.
It’s important to note that these factors can vary depending on the specific organization and the nature of the secretarial role. Secretaries who excel in their careers often possess a combination of these skills and attributes, and they continuously work on improving them to adapt to changing work environments and expectations