Study Of An Analysis Of The Occupational Schedules For Secretaries In The State Civil Service
(Anambra State Civil Service)
In the State Civil Service, occupational schedules for secretaries are meticulously structured to ensure efficient administrative support across various government departments and agencies. These schedules encompass a diverse array of tasks, ranging from managing correspondence and appointments to organizing files and records, thereby facilitating seamless operations within bureaucratic frameworks. Secretaries adhere to strict time management protocols, balancing multiple responsibilities with precision and adaptability. Their schedules are intricately tailored to accommodate dynamic work environments, incorporating shifts, rotations, and flexible arrangements to optimize productivity and responsiveness. Embracing modern technologies and administrative tools, secretaries navigate complex workflows with finesse, contributing significantly to the smooth functioning of governmental processes and the attainment of organizational objectives.
This study was undertaken as a result of what appears to be the attitude of some typist and stenographers towards acting as personal secretaries in Amabra State civil service.
This occupational schedule for personal secretaries” in Anambra state civil service.
It is accepted that some civil service in Anambra state employ some glorified typist who are not qualified for the job of personal secretaries to perform their duties.
How ever, it is the purpose of this study to investigation the actual duties performed by these personal secretaries and what actually hinders their duties and how effective and efficient they are in carrying out their duties.
The population for the study was made up of thirty personal secretaries. At raw ma job which effects their productivity. Among these problem are constant breakdown of office machine and inadequate qualified secretaries. Based on the finding it was recommended that the chief executive chairman should give immediate attention to the chairman that need repairing the chairmen should make sure that secretaries get adequate material their job in order to enhance their secretarial job productivity.
The researcher also recommend that in service training should be granted to the personal secretaries order to increase their productivity course and the use of new office machine eg computer electric typewriters word processing machine.
INTRODUCTION
BACKGROUND OF THE STUDY
The modeled on the British Civil service infact, it was the British who daring the conconial period set up the civil service in each of these territories. When we talk of civil service we mean the machinery made up of the personnel of the various ministries which advise on and execute policy by Koont (1993) there are four main classes of civil service the administrative class, the executive, the clerical and the manipulation classes by Nwachukwu (1988) Administrative class seems to be most prestigious and remunerative because it has the closest contact with the ministers which has to do with various types of secretaries.
It will be realized that every association, government, clubs, union etc have secretaries. These are secretaries to local state and federal government and also there are various grades or class of secretaries in both state and federal ministry such as assistant secretary deputy secretaries permanent sectary. It is important to note that none of these received any formal training or possesses especial skill that is required in the performance of secretarial duties.
1.1 Originally a secretary was someone to whom, an absolute confidence is reposed on who could write letters for a king or great nobler and who could keep the content to himself by Lucy T (1990) that is he is qualified with the word confidential. In business circles the secretary would write has employer business and social letters all the hand and keep the information classified as secretary to himself white he disseminates those that are meant for internal consumption before the invention of the typewriter and it twice bother shorthand
Recently according to Ahaefule (1986) a secretary is the office worker who combine the major skills of shorthand and typewriting with other competence of filing and telephone techniques in the performance of his duties.
The project will attempt to investigation and point out the interested dustier scheduled for personal secretaries in local government office as well as civil service and how they appreciate their job. An efficient secretary ought to arrange his employers travel booking of hotel filling his employers personal of and business correspondence: a secretaries is the mirror of his organization in the sense the he keeps all the organizational confidential matters seret. Occupational schedule of secretaries in an office:
(a) To conduct office correspondence
(b) To maintain accounts and records
( c) To look after the registration of new members and collection of subscription and denation.
(d) To plan programmes for the members.
(e) To execute the decision of the managing committee.
(f) To advice the managing committee in matter relating to the family and other assets of the organization are properly maintained and kept secure from any misuse.
(h) To convene meeting of members of managing committee and to prepare the require documents and minutes meeting.
As it is done in Raw materials research and development council Awka, secretary of an embassy: The secretary of an embassy or high commission or a diplomatic mission rank next to the embossed or high commissioner and acts as head of the establishment in the absence of the ambassador he looks after the secretarial functions of the establishment. His job is highly responsible and of a confidential nature. He renders useful advises to the head of the establish ought to arrange his employers travel booking of hotel filling his employers personal of and business correspondence: a secretaries is the mirror of his organization in the sense the he keeps all the organizational confidential matters seret. Occupational schedule of secretaries in an office:
(a) To conduct office correspondence
(b) To maintain accounts and records
© To look after the registration of new members and collection of subscription and denation.
(e) To plan programmes for the members.
(f) To execute the decision of the managing committee.
(g)To advice the managing committee in matter relating to the family and other assets of the organization are properly maintained and kept secure from any misuse.
(h) To convene meeting of members of managing committee and to prepare the require documents and minutes meeting.
(i) As it is done in Raw materials research and development council Awka, secretary of an embassy: The secretary of an embassy or high commission or a diplomatic mission rank next to the embossed or high commissioner and acts as head of the establishment in the absence of the ambassador he looks after the secretarial functions of the establishment. His job is highly responsible and of a confidential nature. He renders useful advises to the head of the establishment as to have the interest of his country best be championed.
1.2 STATEMENT OF PROBLEM
Personal secretaries serve in various capacities in the Anambra state civil service. These service are impotence for the youth and survival of the civil service, most often these secretaries are confronted with mammoth problem arising from lack of incentive and poor training opportunities available to them. It is equally observed that many people like and do take up the secretarial precession. What has not yet been known is the duty schedule of those who care in the profession.
The research is also at a lost to appreciate the duties of personal secretaries in the Anambra state civil service and whether those duties conflict with that of other allied secretarial staff. Very often the job of personal secretaries appear economies and needs expect handily by those who have the training and the dexterity to perform these jobs. This research work there for attempt to study the occupational schedule for personal secretaries in the Anambra state civil service.
1.3 PURPOSE OF THE STUDY
The purpose of this study is to Identify various duties of personal secretaries in Anambra state civil service.
Determiner how effective and efficient they are in carrying out these dustier.
Find out the obstacle they encounter in carrying but those duties.
Find out whether these secretaries are satisfied with their job schedules.
1.4 RESEARCH QUESTION
The following question have been asked as a guide to this study:
What are the dustier of personal secretaries in Amambre state civil service
1 How effective are the secretaries
2 What obstacles hinder secretaries from perming their duties.
3 Are the secretaries happy in their jobs.
4 What recommendation do we give to make secretarial job efficient
1.5 SIGNIFICANCE OF THE STUDY
This study will be of immense significe to students of secretarial administration at different levels of higher institutions to appreciate the role scheduled for them as personal secretaries in the labour market. It will be useful to them to know those variables and qualities. This study will be of tremendous important to different institution in Nigeria which train secretaries to plan their training programmes in order to produce efficient secretaries for the employment market
The government in general will find it helpful in making occupational specification as it concerns secretaries to aviate duplication of function with that of other officials like the stenographers, typists and clerks in Anambra state civil service administration.
Similarly, study will be very essential for different business organization in outing the duties of personal secretaries and effective utilization of their service.
Finally, the study will be of enormous importance to anyone in the field of business management to appreciate the roles of personal secretaries in the offices as a guide for them to locate information in offices as quickly as possible
1.6 DELIMITION OF STUDY
This study was designed to finding out only the occupational schedule of personal secretaries in the Anambra state civil service.
SHARE PROJECT MATERIALS ON:
Occupational schedules for secretaries in the state civil service can vary from one state to another and even within different agencies or departments within the same state. These schedules are typically governed by civil service regulations and labor laws. Below, I’ll provide a general overview of what a typical occupational schedule for secretaries in the state civil service might look like:
- Work Hours: Secretaries in the state civil service typically work full-time, which is generally defined as 35 to 40 hours per week. Some states or agencies may have variations, such as flexible work schedules or part-time positions.
- Work Days: Secretaries typically work on weekdays, Monday through Friday. Some state agencies may require secretaries to work weekends or holidays, especially if they are in roles that involve essential services or public safety.
- Overtime: Overtime policies for secretaries in the state civil service are usually governed by state labor laws. Overtime is typically paid at a higher rate (usually 1.5 times the regular hourly wage) for hours worked beyond the standard workweek.
- Shifts: Many secretaries work during regular business hours, which typically range from 8:00 AM to 5:00 PM. However, some agencies may have different shifts to accommodate the needs of the public they serve. For instance, a government agency that provides services to the public in the evenings might have secretaries working later shifts.
- Breaks and Lunch: Secretaries are usually entitled to breaks and a lunch period during their workday. The length and timing of these breaks may vary by agency and state regulations.
- Holidays and Leave: Secretaries are typically entitled to paid holidays and various types of leave, including vacation leave, sick leave, and personal leave. The specific policies regarding holidays and leave can vary by state and agency.
- Telecommuting and Remote Work: Some state agencies may offer telecommuting or remote work options for secretaries, especially in cases where the nature of the work allows for it. However, this can vary widely depending on the agency’s policies and the nature of the secretary’s duties.
- Union Representation: In some states, civil service secretaries may be represented by labor unions, which can negotiate work schedules and working conditions on behalf of their members. The terms of employment can be influenced by collective bargaining agreements.
- Training and Professional Development: State civil service agencies often provide opportunities for training and professional development to enhance the skills and career prospects of secretaries.
It’s important to note that the specific details of occupational schedules, including working hours, days off, and benefits, can vary significantly between states and even among different agencies within a state. Therefore, individuals interested in working as secretaries in the state civil service should refer to the specific policies and guidelines of the state and agency they are interested in or consult with their human resources department for detailed information on their employment terms and conditions.