Role Of A Secretary In Office Administration And Management
(A Case Study Of Ministry Of Finance Enugu)
A secretary plays a crucial role in the intricate tapestry of office administration and management. This position is characterized by its diverse responsibilities, encompassing tasks that range from efficient communication facilitation to meticulous record-keeping. At the core of their duties is the adept handling of administrative functions, such as managing correspondence, scheduling appointments, and organizing meetings. The secretary serves as a linchpin, fostering smooth communication between different departments and stakeholders, thereby enhancing the collaborative synergy within the organizational structure. Their adeptness in information management, coupled with a keen eye for detail, ensures the seamless flow of information crucial to decision-making processes. Beyond the conventional clerical responsibilities, a secretary often acts as a gatekeeper, filtering and prioritizing information for executive consideration. In essence, the role demands a dynamic skill set, blending organizational prowess, effective communication, and an understanding of the intricacies of office dynamics.
This topic is the role of and management with particular reference to the ministry of finance, Enugu.
To carry out this study effectively. Five research questions were formulated. Due to the descriptive survey nature of this work both primary and secondary sources of data collection used. Data were got from the eighteen (18) senior and forty-two (42) junior secretaries that were selected form seven departments of the ministry used for the data collected the students cluster mean statistical tools were employed. The major findings of the study were.
i. That secretaries performed such roles as information processing, storage and dissemination as well as assisting their bosses in administrative and personnel matters.
ii. That there are various effort played by government in uplifting the states of secretaries in the employ.
iii. That there are various factors militating against the effective functions in the ministry.
iv. That secretaries are not paid enough remuneration for their roles in the organization
v. That there are views on whether the modern facilities needed by the secretaries in the organization adequate.
The researcher therefore recommended that:
i. A board should be set up to look into the immediate problem of secretaries with a view towards resolving
ii. Modern equipment or machines should be provided for these secretaries most of whom should be retained as well as allowed to attend seminar and conferences to update their knowledge.
Cover page
Title page
Certification/approval page
Dedication
Acknowledgement
Table of content
List of tables
Abstract
CHAPTER ONE
Introduction
1.1 Background to the study
1.2 Statement of problems
1.3 The objective of the study
1.4 Scope of the study
1.5 Research questions
1.6 Hypothesis
1.7 Significance of the study
CHAPTER TWO
2.0 Review of literature
2.1 The office concept & functions
2.2 General principles of office administration and management
2.3 The secretary qualities and roles in office administration & management
2.4 Qualities skill of a secretary
2.5 The roles of a secretary in office administration &management
2.6 Constrains and prospects of the secretarial profession
2.7 Problems of secretaries
2.8 Adequate and modern office equipment
CHAPTER THREE
3.0 Research methodology
3.1 Research design
3.2 Area of study
3.3 Population of the study
3.4 Sample and sampling procedure
3.5 Data collection instrument
3.6 Validity of the instrument
3.7 Reliability of the instrument
3.8 Method of administering of instrument
3.9 Data analysis technique
CHAPTER FOUR
4.0 Data presentation and results
CHAPTER FIVE
5.0 Discussion implementation and recommendation
5.1 Discussion of result
5.2 Conclusion
5.3 Implication of the results
5.4 Recommendations
5.5 Suggestions for further study
5.6 Limitation of the study
References
Appendices
INTRODUCTION
1.1 BACKGROUND TO THE STUDY
Generally, the 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 stand still if the office is not there. This an efficient organization must provide its management with efficient and sufficient information, planning control and financial services.
It is limit to expenditure on administrative services. If every one were engaged in office work there would be imbalances between productive activities and administration. The correct balance must be struck between the resources devoted to directly to productive activities so as to sustain rapid economic development of that nation.
Little Mill Standing ford and Appleby (1986) remarked that administration is that part of the management process concerned with the institution and carrying out of procedures by which the programme is held down and communicated the progress of activities is regulated and checked against target and plans.
Essentially the purpose of the office is to provide services of communication and records. This can be amplified under five headings as follows receiving information recording information giving information arranging information and safeguarding of asset.
Office can make only these vital contributions if there is both efficient office services by general management and department manager. ( that is the production manager, the marketing manager the secretary and others).
Today the office is becoming such a complex place and more demanding that the executive finds it difficult to cope with the task. In other words she needs someone that would help her accomplish her tasks hence the need for a secretary. On the whole a secretary today is part and parcel of the executive and so is very indispensable. She is the person who assists the executive by displaying an export skill (imitative tact judgment and others) in performing her office function without close supervision by the executive. Thus she should posses the ability to relieve the executive of designated administrative detail when the need arises.
The role of a secretary in office administration and management to a large extent depends on the type of office she work in the post occupied by the boss and her qualification (s). the secretary deals with the boss staff visitors and all paper works.
This study is therefore an attempt to identify and analyze the role of a secretary in office administration management using ministry of finance, Enugu state as the reference point.
1.2 STATEMENT OF THE PROBLEM
Secretaries play multiple roles in any 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 role of secretaries.
1. Lack of respect and recognition to secretaries from employers of labour who look down on secretarial administration and regarded those who practice it as never-do-wells
2. Inadequate modern equipment used by secretaries hinders their efficiency and effectiveness of their jobs.
3. Secretaries are not apportioned to use or manipulate the required equipment
necessary for their profession thereby making them not fit for their profession
4. Secretaries are always regarded as a professional servant to the executive
5. Some bosses use their secretaries as scope goat and dehumanize them
before their visitors because such bosses see the secretaries as supporting staff who he believed cannot stand on their own
1.3 OBJECTIVE OF THE STUDY
The main purpose of this study is to identify the role of a secretary in office administration and management specifically the study intends to:
1. Find out the role of secretaries in office administration and management
2. Ascertain the played by government in uplifting the state of secretaries in their employ
3. Determine the factors militating enough for their roles in their organization
5. Find out if modern facilities needed by secretaries in organization adequate.
1.4 SCOPE OR DELIMITATION OF THE STUDY
The study delved into the role of secretaries in office administration and management. It focus mainly on the ministry of finance Enugu.
1.5 RESEARCH QUESTIONS
1. What are the roles of secretaries in office administration and management?
2.To what extent have government at various tiers succeeded in uplifting the states of secretaries in their employ?
3. What are the factors militating against the effective performance of the secretaries function in any organization
4. To what extent have secretaries been remunerated for their role in their various organization?
5. To what extent are the facilities needed by the secretaries in the organization adequate?
1.6 SIGNIFICANT 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 this study would be of great importance for effective discharge of secretarial functions in all the office of ministry of finance. At least all the secretaries would be recognized hence their roles.
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 country, as the role of a secretary would be adequately known and discharge.
This study would equally be of immense benefit to those students who whish to take secretarial administration as a profession.
It is hoped that the result of this research would educate the general public as to who a secretary is and the importance attached to the profession. Equally it would educate the secretary in understanding more about herself her role prospects constraints and chosen profession.
Role Of A Secretary In Office Administration And Management:
The role of a secretary in office administration and management is crucial for the smooth functioning of an organization. Secretaries play a multifaceted role, providing support to executives, managers, and various departments within the company. Here are some key responsibilities and functions of a secretary in office administration and management:
Administrative Support:
Managing and organizing the executive’s schedule, appointments, and meetings.
Handling phone calls, emails, and correspondence on behalf of the executive.
Drafting and preparing documents, reports, and presentations.
Maintaining and updating office records and databases.
Coordinating travel arrangements and itineraries.
Managing office supplies and equipment.
Communication Hub:
Serving as a central point of contact between the executive and other employees, clients, and external parties.
Taking and relaying messages accurately.
Ensuring timely communication within the organization.
Handling incoming and outgoing mail.
Information Management:
Organizing and filing documents, both physical and electronic, for easy retrieval.
Maintaining confidentiality of sensitive information.
Managing and archiving records in compliance with company policies and regulations.
Meeting and Event Coordination:
Scheduling and arranging meetings, conferences, and events.
Preparing meeting agendas, materials, and minutes.
Coordinating logistics for conferences, including room reservations and catering.
Office Technology and Equipment:
Proficiency in office software and tools, such as word processing, spreadsheet, and presentation software.
Troubleshooting basic technical issues with office equipment and liaising with IT support when necessary.
Office Protocol and Etiquette:
Understanding and maintaining professional office etiquette and decorum.
Welcoming guests and visitors to the office.
Ensuring a tidy and organized office environment.
Multitasking and Prioritization:
Handling multiple tasks and priorities simultaneously.
Managing time efficiently to meet deadlines and handle urgent matters.
Adaptability:
Being flexible and adaptable to changes in work requirements or the executive’s needs.
Handling unexpected challenges and problem-solving.
Professionalism:
Representing the executive and the organization with professionalism and courtesy.
Upholding confidentiality and discretion.
Continuous Improvement:
Staying updated on office management best practices and technologies.
Seeking opportunities for professional development and growth.
In summary, the role of a secretary in office administration and management is dynamic and essential for ensuring the efficiency and effectiveness of an organization. Secretaries act as a crucial support system for executives and help maintain the overall workflow within the office. Their organizational skills, communication abilities, and attention to detail are vital for the success of the organization.