Study Of The Role And Performance Effectiveness Of Professional Secretaries In Selected Government Metropolis
(A Case Study Of Three Selected Government Parastatals)
In selected government metropolises, professional secretaries play a pivotal role in ensuring the efficient functioning of administrative processes. These individuals serve as the linchpin of organizational operations, handling diverse tasks ranging from managing correspondence and scheduling appointments to maintaining records and facilitating communication between departments. The performance effectiveness of professional secretaries directly impacts the overall efficiency and productivity of government offices. Through their adeptness in time management, organizational skills, and attention to detail, they streamline workflows, enhance interdepartmental collaboration, and contribute to the timely execution of tasks and projects. Moreover, their proficiency in office technologies and communication tools enables seamless information exchange and decision-making processes. By embodying professionalism, discretion, and adaptability, professional secretaries serve as invaluable assets in navigating the dynamic and demanding environments of government metropolises, ultimately ensuring the smooth functioning of administrative operations and fostering the attainment of organizational objectives.
This study identified relevant role and performance effectiveness of professional secretaries in selected Government parastatal in Enugu metropolis.
The study looked of issues like professional performance, rewards, training and other they experience in the course professional hazardous of their activities.
Questionnaires were used in collecting data which were analyzed using percentage formular.
The some findings showed that professional secretaries engage themselves in Regular reading of professional journals, organized Seminar / workshop and / org training do in prove themselves.
Majority of the secretaries are not satisfied with the type of professional performance activities they engage in because of lack of encouragement by the management
Finally, professional secretaries should be encouraged by all means to the management of their various organization to put in their best and take the organization as their own.
Title Page
Approval page
Dedication
Abstract
Acknowledgement
Table of content
CHAPTER ONE
1. Introduction
1.1 Background of study
1.2 Statement of problem
1.3 Purpose of study ‘
1.4 Significance of the study
1.5 Research question
1.6 Definition of terms
1.7 Profession
1.8 Professionalism
1.9 Effectiveness
1.10 Selected government
CHAPTER TWO
2. Review of Literature
2.1 What is a professional
2.2 Appraisal of the definition
2.3 Definition of a secretary
2.4 The role of secretaries in government parastatal in Enugu metropolis
2.5 The relationship between the secretary and Executive
2.6 Duties and Business attributes of a secretary.
2.7 Qualifications
2.8 Formal Education and Training
2.9 Experience
2.10 List of professional Development Activities.
2.11 Summary
CHAPTER THREE
3. Methodology
3.1 design of study
3.2 Area of study
3.3 Population of the study
3.4 Sample and sampling
3.5 Instrument used for data collection.
3.6 Administration of questionnaire
3.7 Validation of the instrument
3.8 Method of data collection
3.9 Method of data Analysis
CHAPTER FOUR
4 Data presentation and results
4.1 Discussion of findings
CHAPTER FIVE
5 SUMMARY implication and recommendations
5.1 Summary of findings
5.2 Conclusion
5.3 Recommendation
5.4 Suggestion for further studies
5.5 Limitation of the study
5.6 References
5.7 Appendix
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
In this world it is known that professions have remarkable features that differentiation them from other professions depending on the effectiveness of the profession.
The layman’s idea about a profession is the nature of the job carried out by the members of the profession and its importance to the society. This is the reason it is mostly agreed that medicine and law are the only professions existing before the advent of the industrial revolution.
In recent past, secretarial profession was not regarded medicine and law irrespective of the indispensability of its service to the survival and growth of any organization.
Secretarial profession requires expertise training education and moral conduct. The position of secretaries then was not something to write home about, in a research carried out by carr-saunders (1964) confirmed the deteriorating social position of secretaries at that period when the issue of whether or not secretaries deserve the more honour to be consulted when matters affecting the conditions of their services are made. Secretaries were then regarded by people as more servant”.
Secretarial profession was the product of commercial school with in that period, those who attended commercial schools, were regarded as secretaries but in actual sense they ware typists.
However curriculum used in training of secretaries at the advent of industrial revolution changed to new techniques and equipment. Carr- Saunders (1964) also stated that the rise of the secretarial profession took place almost in our own time and may be traced down to profound changes which have come over the educational world.
Secretarial profession in Nigeria today is distinguished as one of the profession that exist as a result of its immense contributions to commercial social and political growth of any nation. It is generally conceived as an instrument for achieving national growth, more so now that there is urhant need for it.
However, the main reason for this research is to clearly examine and determine those vital effectiveness that secretaries under toot to ensure continued professional growth witnessed through the efficiency of their continued service to mankind. The excellent performance of secretaries in their fields. Are most needed now that Nigeria has gone computerized like the European countries.
Companies and Ministries require the services of competent personnel like the secretaries to help them achieve their organizational goals. As a result the image of secretaries is coming to receive a great credit in this are and has helped the Nigerian youth to pick interest in secretarial course which labour market. The efficiency and proficiency of these secretaries depend extensively on the quality of grooming they received from their various schools and instillation of higher leaning
1.2 STATEMENT OF PROBLEM
Since our institution of higher learning are determined towards producing adequate manpower capable of undert5aking secretarial jobs in today’s ministering these secretaries who make organization objective releasable must have to carry out some personal activities meant for and therefore result in the perfection of their performance .
The problem now is what impede the professional growth of the secretarial profession are yet know.
1.3 PURPOSE OF THE STUDY
The main purposes of this study are:
1 To find out the type of professional growth activities that secretaries engage in to improve their professional effectiveness and efficiency.
2. To find out how often these secretaries engage in such activities.
3. To find out who organization and finances these activities.
4. Determine whether these secretaries within the vicinity of the study are satisfied with the professional growth activities which they had at one time or the other engaged.
5. Determine alternative suggestions about appropriate development of these secretaries.
1.4 SIGNIFICANCE OF THE STUDY
The result of the study will help to expose the secretaries and to the type of performance that they would engage in for their professional development. It will be of great help to selected government parastatal particularly in Enugu Metropolis to determine the type of professional development activities they would engage their secretaries in.
Finally it will help carry out research studies on related topics.
1.5 RESEARCH QUESTIONS
1. What type of professional growth activities performance effectiveness do secretaries engage in ?
2. How often do you engage in professional performance effectiveness?
3. Who organizes and finance these activities?
4. How does these professional performance affect your activities?
5. What problem do secretaries encounter from engaging in professional growth effectiveness?
1.6 DEFINITION OF TERMS PROBLEM
This is a difficult perplexing matter or question raised for an inquiry or consideration.
1.7 PROFESSION:
This is a type of higher grade, non- manual occupation with both subjectivity and objectivity recognized occupational status possessing a well defined area of study or concern, and providing a definite service after attending advance training and education.
1.8 PROFESSIONALISM
This can be defined as behaviour, activities, aims or qualities that characterize a profession.
1.9 EFFECTIVENESS
Things to be done
1.10 SELECTED GOVERNMENT PARASTATALS
This refers to any chief executive of government parietals in Enugu Metropolis that help the higher institutions of learning to offers secretarial subjects to students of varying abilities, interests and aims.
Role And Performance Effectiveness Of Professional Secretaries In Government Metropolis:
Professional secretaries play a vital role in government metropolis and can significantly impact its performance effectiveness. Their responsibilities and contributions can vary depending on the specific department or agency within the government, but here are some key aspects of their role and how they affect performance:
Administrative Support:
Document Management: Professional secretaries are responsible for managing and organizing official documents, records, and files. This ensures that information is easily accessible and helps in decision-making processes.
Scheduling and Coordination: They schedule meetings, appointments, and events for government officials, ensuring efficient use of their time.
Communication: They act as intermediaries, handling correspondence and communication on behalf of government officials.
Information Handling:
Information Retrieval: Professional secretaries are skilled in quickly retrieving relevant information, which is crucial for decision-making and policy formulation.
Research: They may conduct research on various topics to provide government officials with accurate and up-to-date information.
Office Management:
Resource Allocation: They manage office resources efficiently, including office supplies, equipment, and budgets.
Record Keeping: Maintaining accurate records helps government agencies track their activities and expenditures.
Coordination and Collaboration:
Interdepartmental Liaison: Secretaries often act as liaisons between different government departments, facilitating communication and collaboration.
Team Support: They assist in team-building and coordination among staff members, ensuring that projects and initiatives run smoothly.
Professionalism and Ethics:
Adherence to Regulations: Secretaries are expected to adhere to government regulations, maintaining confidentiality, and ensuring compliance with legal requirements.
Ethical Conduct: Upholding high ethical standards is essential to maintain public trust and credibility.
Technological Proficiency:
Information Technology Skills: In the modern digital age, secretaries should be proficient in using software and technology to streamline administrative tasks and improve efficiency.
Performance Effectiveness:
The performance effectiveness of professional secretaries in a government metropolis can have a significant impact on various aspects:
Efficiency: Well-organized secretaries can enhance the efficiency of government operations by managing time, resources, and information effectively.
Decision-Making: Access to accurate and organized information can aid government officials in making informed decisions.
Communication: Effective communication, both within the government department and with external stakeholders, is essential for transparency and successful governance.
Accountability: Maintaining accurate records and adhering to regulations can enhance accountability and transparency in government operations.
Public Perception: The professionalism and ethical conduct of secretaries contribute to the public’s perception of the government’s integrity and reliability.
Interdepartmental Collaboration: Secretaries’ role in facilitating collaboration among departments can lead to better-coordinated policies and initiatives.
In conclusion, professional secretaries in a government metropolis are crucial to the smooth functioning and performance effectiveness of government agencies. Their administrative support, information handling, coordination, professionalism, and technological proficiency collectively contribute to the success of government operations and public trust in the system.