Survey Of Vocational Problems Experience By Professional Secretaries
Professional secretaries often encounter a myriad of challenges in their vocational journey, navigating through intricate tasks and demanding environments. The role of a professional secretary is marked by its dynamic nature, requiring adeptness in various administrative functions, effective communication, and organizational finesse. These individuals grapple with the intricacies of managing diverse responsibilities, including scheduling appointments, handling correspondence, and coordinating meetings seamlessly. The constant evolution of technology adds another layer of complexity, as secretaries must stay abreast of the latest tools and software to enhance their efficiency. Moreover, interpersonal skills play a pivotal role, as they often act as the primary point of contact between executives and clients. Balancing these diverse demands necessitates a high level of adaptability and resourcefulness, ensuring that professional secretaries can overcome the multifaceted challenges inherent in their occupation while maintaining a high standard of professionalism.
This research work is an investigation into the vocational problems experience by professional secretaries in PHCN Enugu.
In pursuance of this investigation three research objectives were used the researcher utilized the survey method.
The data gathered mainly through questionnaires. The fifty questionnaires were given to secretaries in PHCN Enugu and the number returned was forty (40) duly completed.
The researcher made use of survey method reference books in the library and published articles and at the end some dedications were made.
With the research method mentioned above some problems were identified which include inter sexual abuse insecurity inadequacy of modern machines poor working conditions abuse of the secretary role.
The research further made some recommendation, which include better condition of services better working environment improved cordial relationship between the boss and the secretary.
Finally although the researcher uncounted the usual handicap normally associated with this type of exercise she was able to surmount them
Title page
Approval page
Dedication
Acknowledgement
Abstract
Table of contents
CHAPTER ONE
1.0 Introduction
1.1 Background of the study
1.2 Statement of the problem
1.3 Purpose of the study
1.4 Significance of the study
1.5 Scope of the study
1.6 Research questions
1.7 Definition of terms
CHAPTER TWO
2.0 Review of related literature
2.1 The concept of secretary
2.2 What is business and public organizations
2.3 Qualities of a secretary
2.4 The role of a secretary
2.5 Duties of a secretary
2.6 Lack of recognition of the secretary
2.7 The secretary and job motivation
2.8 The secretary and technological innovation
CHAPTER THREE
3.0 Research design and methodology
3.1 Design of the study
3.2 Population of the study and sample size
3.3 Area of study
3.4 Instrument for data collection
3.5 Validity and reliability of research instrument
3.6 Method of data analysis
CHAPTER FOUR
4.0 Data presentation and analysis
CHAPTER FIVE
5.0 Summary of finding recommendation and conclusion
5.1 Introduction
5.2 Summary of findings
5.3 Recommendation
5.4 Conclusions
5.5 Limitations of the study
References
Appendix sample of research questionnaires
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
The secretary is beset with a lot of problems in the course of discharging her duties or responsibilities in PHCN Enugu.
These problems may arise from both the job environment and from her duties.
Thus the functions of a secretary in PHCN Enugu are that of coordinating personnel of various arms of an establishment that pass through her and she is despondence to the appropriate office for action secretaries are pivots on which management revolves and she is the life wire of an organization. This means that she is expected to be the communication link between the organization and the outside world as well as within the organization.
It is her duty to ensure that information is passed across.
Hence the aim of the researcher in tackling this topic is to identify the numerous problem that faced a secretary in carrying out his or her duties. The researcher will also use this opportunity to recommended a lasting solution to these problems. This topic is worth investigation because the researcher will attempt to expose the problems and provide solutions to secretarial functions. The topic will also be very useful to PHCN Enugu.
1.2 STATEMENT OF THE PROBLEM
The problems encountered by secretaries have been characterized by a lot of phenomenal changes in recent time most of these problems are caused mainly by the management of PHCN Enugu thereby hindering the activities or duties of the secretary in the organization.
Further it ahs been noticed that the secretary is faced with a lot of problems such as inadequate provision of facilities under/over utilization of the secretaries abuse of roles of the secretary inadequate remuneration and poor working environment in fact I have seen secretaries leaving this profession even in PHCN Enugu because of these problem
This study is therefore designed to address the vocation problems experienced by professional secretaries in PHCN Enugu in Enugu state.
1.3 PURPOSE OF THE STUDY
This study is aimed at
i. Identifying the problems experienced by the secretary in the course of discharging her duties in PHCN Enugu.
ii. Identifying the effects of these problems on the secretary in particular and the organization in general
iii. Suggesting ways of motivating the secretary to be efficient and effective in the performance of her duties
iv. Making recommendation for solution to the problem of the secretary
1.4 SIGNIFICANCE OF THE STUDY
The problems experienced by the secretary when identified could help the PHCN to improve the working conditions of the secretary.
In the same way the problems when identified would enlighten the new entrants into the profession to understand that the profession is not free from problems. The study will identify way of motivating a secretary for optimal performance and better utilization
1.5 SCOPE OF THE STUDY
The required information and added to the fact that the period within the study was to be completed is very short the researcher was forced to limit the scope of the study to PHCN Enugu in Enugu state
1.6 RESEARCH QUESTIONS
The following research questions designed by the researcher will lead her to a definite conclusion
1. What are the problems experienced by secretaries in the course of discharging their duties
2. What are the effects of these problem on the secretary in particular and the organization in general
3. In what ways can an organization motivate the secretary
4. What do you suggest could ensure effective utilization of the secretary to ensure organizational growth.
1.7 DEFINITION OF TERMS
For easy understanding and assimilation of this study some of the terms are defined below.
Secretary: A secretary is someone who works in an office-typing document keeping records and arranging meetings.
Business: All profit seeking activities and enterprises that provide goods and services necessary to encourage economic growth.
Organization: Organizations are often described as “concerns” business corporations and by various names. A structured process in which people interact to accomplish objectives .
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Vocational Problems Experience By Professional Secretaries:
Professional secretaries, like individuals in any profession, can encounter various vocational problems during their careers. These issues can arise from changes in the workplace, personal challenges, or industry-specific factors. Here are some vocational problems experienced by professional secretaries:
- Technological Advancements: Rapid advancements in technology can pose challenges for professional secretaries. They may need to continuously update their skills to adapt to new software, tools, and communication platforms.
- Workload and Time Management: Managing multiple tasks, meetings, and responsibilities can be overwhelming. Secretaries often struggle to prioritize tasks and allocate time efficiently.
- Work-Life Balance: Maintaining a healthy work-life balance can be challenging, especially when the demands of the job require overtime or responding to work-related matters outside of regular office hours.
- Communication Challenges: Professional secretaries serve as intermediaries between executives and other staff members. Miscommunication or misunderstandings can lead to problems in carrying out their duties effectively.
- Lack of Recognition: Some secretaries may feel undervalued or overlooked in their roles, despite the crucial support they provide to their organizations.
- Career Advancement: Advancement opportunities for secretaries can be limited, and they may struggle to progress into higher-level positions within their organizations.
- Stress and Burnout: The fast-paced nature of administrative work, tight deadlines, and high expectations can lead to stress and burnout if not managed effectively.
- Office Politics: Dealing with office politics and interpersonal conflicts can be challenging, as secretaries often work closely with various colleagues and executives.
- Confidentiality: Maintaining confidentiality and handling sensitive information is a critical aspect of a secretary’s role. Breaches of confidentiality can have serious consequences.
- Continuing Education: Staying updated with industry trends and best practices can be a challenge, particularly for secretaries who may not have access to extensive professional development opportunities.
- Diversity and Inclusion: Secretaries may face issues related to diversity and inclusion, such as bias or discrimination, in the workplace.
- Health and Ergonomics: Long hours of sitting at a desk can lead to health problems if proper ergonomics are not maintained. Secretaries may experience issues like back pain, eye strain, or repetitive strain injuries.
- Job Insecurity: Economic downturns or organizational restructuring can result in job insecurity, which can be stressful for secretaries who rely on stable employment.
To address these vocational problems, professional secretaries can consider strategies such as ongoing education and skill development, time management techniques, open communication with supervisors, seeking mentorship, and advocating for their value within the organization. Additionally, organizations can play a role in supporting their secretarial staff by providing training opportunities, promoting a healthy work-life balance, and recognizing their contributions to the company’s success.