A COMPREHENSIVE REVIEW OF THE FACTORS THAT IMPROVE THE ADVANCEMENT OF SECRETARIES IN BUSINESS ORGANIZATIONS
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A
COMPREHENSIVE REVIEW OF THE FACTORS THAT IMPROVE THE ADVANCEMENT OF SECRETARIES
IN BUSINESS ORGANIZATIONS
ABSTRACT
It has been
observed that the secretarial profession is becoming less popular in recent
times. Various schools of thought have trend to offer explanations to this ugly
trend. Some attributed it to the nature of this profession, others through that
it has to do with the executive who is always bossing the secretary. This
course work is therefore aimed at finding out the factors responsible for the
advancement of secretaries in business organizations.
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
Most writers
on secretarial duties, secretarial management and office organization have
carefully avoided the duties, levels and positions of professional secretaries
except for the volume of letter, memo etc. type or minutes and pages of report
prepared by them.
Clearly
stated, the rules and levels or positions of secretaries are aimed at
establishing ideas but it is in an attempt to discover and lay down those rules
and lends, which should be followed that we discover some factors that improve
the advancement of secretaries in organizations. Some of these duties were not
enforced, but a branch of them normally provoke public condemnation and effect
their growth. With the unfolding circumstances. The profession is fact
acquiring a distinction as one of the most versatile essential services of
modern economic communities. Nonetheless, the profession is becoming
challenging and too many people perhaps enroll into the ranks as a future
prospect. With more technological and industrial development, the secretary
shall fully realize his potentials in the country. (Utomi; 1990).
As defined
by National Secretaries’ Association (International), a secretary is an
executive assistant who possesses a mastery of office skills, who demonstrates
the ability to assume responsibly without direct supervision, who exercise
initiative and judgment and who takes decision within the scope of assigned
authority. With the above definition we can see that the present day secretary
is a potential officer. A secretary is indispensable to management and it is
true that a good secretary can make an average manager very effective and also
a bad secretary can make an able executive very ineffective. (Odenigbo; 1990).
Lack of job
description for secretaries has led to the misappropriation of skills unequal
distribution of work, low morals, and bored (Appt; 1979). He stressed
thereafter, that each secretarial position should be analyzed and task
requirements of the job identified for better job description.
Job
description of secretarial staff should contain a statement bout what a
secretary does on the job and what she knows and should include also other
classes of things that are done on the job such as preparation of a venue for
meeting provision of refreshments, seeing to the cleanliness of the office
which do not actually relate to the basic skills (Mayes and Beach, 1967).
Experience
has shown that inspite of all that a secretary does to promote the image of the
organization little or even the very boss whom she serves accords her no
recognition. Lack of recognition and undefined job role have contributed to the
poor self-image of a secretary in the Nigerian society. It is common that
anyone who can type is referred to as a secretary by many, despite his not
possessing the skills required of a secretary. This misconception of who a
secretary is and what she does had led to non-challenging job experiences, law
payment and lack of respect by the executive for whom she works. As a result,
secretary are either underused or overused by organization without creating any
room for their advancement. A situation whereby the advancement and promotion
of secretaries depend solely upon her boss does not encourage personal
initiative.
It is
therefore necessary to look into those factors that effect the advancement of
secretaries in our business organizations.
1.2 STATEMENT OF PROBLEMS
The position
of the secretary in any organization is very distinct. She is very essential
and an image-maker of the organization. She is the mirror of her organization
while some describe her as the life wire of the organization. Hence it because
doubtful if any chief executive can discharge his duties properly without the
assistance of a secretary.
Apart from
being an administrative assistance the secretary perform such other functions
such as clerical and receptionist duties and in some cases does some accounting
jobs, which are not quite in line with her job description. The work of the
secretary cuts across every aspect of the organization’s activity. As a result
of being and all purpose staff, the secretary has been described by some
schools of thought as an “unclassified” office personnel who is neither here
nor there.
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