A STUDY OF AN ANALYSIS OF THE OCCUPATIONAL SCHEDULES FOR SECRETARIES IN THE ANAMBRA STATE CIVIL SERVICE.

Description

ABSTRACT

This study was undertaken as a result of what appearance to be the attitude of some typist and stenographers towards acting as personal secretaries in Anambra State civil service.  Hence to look into this occupational schedule for personal secretaries” in Anambra state civil service. It was found that the civil service in Anambra state employ some glorified typist who are not qualified for the job of personal secretaries to perform such duties. However, it is the purpose of this study  to investigation  and what actual hinders their duties and how effective and efficient they are in carrying out their duties responsibilities, based on the findings it was recommended that the chairman of the good service should give immediate attention to the job schedule of the secretary to make sure that the secretaries get adequate materials for their job  in other to enhance their productivity.

The research  also recommended that in service training should be granted to the personal secretaries in order to increase their productivity so that they learn the use of new office machinery like computer, electric typewriters, word processing, telephonary, e-mailing etc. 

TABLE OF CONTENT

Title Page……………………………………………………………………………………….i

Approve Page ……………………………………………………………………………….ii

Dedication ……………………………………………………………………………………iii

Acknowledgement………………………………………………………………………..iv

Abstract…………………………………………………………………………………………v

Table Of Content………………………………………………………………………vi-vii

Chapter One

1.0  Introduction…………………………………………………………………………1-1

1.1 Background Of The Study……………………………………………………1-6

1.2  Statement Of Problem ……………………………………………………6-7

1.3  Purpose Of The Study …………………………………………………..7-7

1.4  Research Question………………………………………………………..7-8

1.5  Significance Of The Study ………………………………………………8-9

1.6  Delimitation Of Study……………………………………………………..9-9

Chapter Two

2.0 Review Of Related Literature……………………………………………10-10

• The Secretarial Profession Ethnics …………………………….10-15
• Duties Of The Secretary…………………………………………….15-18

2.3 Qualities Of Personal Secretary…………………………………….18-22

2.4 Qualification …………………………………………………………………22-23

• Formal Training Of Secretaries………………………………..23-24

• Occupational Performance…………………………………………..25-30

2. 6 Problem Association With Secretarial Duties……………….30-35

• Summary…………………………………………………………………….35-37

Chapter Three

3.0 Research Methodology……………………………………………………37-37

• Research Design……………..……….. ……………………………….37-37
• Population……………………… ……………………………………………37-37
• Sample and sampling techniques….…………………………….38-38
• Method of data …………………………………………………………….38-38
• Instrument for data collection…………………………………….38-39
• Method of data analysis……………………………………………….39-39
• Validation of research instrument………………………………..39-40
• Area of study………………………………………………………………………..40

Chapter Four

4.0 Data Presentation And Analysis………………………………………41-52

Chapter Five

5.0 Summary, Conclusion And  Recommendation………………53-53

5.1 Summary ……………………………………………………………………….53-53

5.2  Findings………………………………………………………………………53-55

• Conclusions ………………………………………………………………..55-56
• Recommendation………………………………………………………..56-58
• Suggested Topics For Further Research ……………………..58-58
• Limitation Of The Study …………………………………………….58-59

Appendix A…………………………………………………………………………………..61

Reference…………………………………………………………………………………62-63

Questionnaire…………………………………………………………………………64-66

CHAPTER ONE

1.0                       INDTRODUCTION

1.1 BACKGROUND  OF THE STUDY

The model in the British Civil service is one of the role model in the civil service generally, it was the British who during the colonial period that set up the civil service in each of these territories. When we talk of civil service, we mean the machinery which is made up of the personnel of the various ministries which advises on and executes policies by Koont (1993). There are four main classes of civil service which includes; the administrative class, the executive, the   clerical and the manipulative classes, according   to 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 Governments and also there are various grades or classes of secretaries in both the state and federal ministries such as assistant secretary deputy secretaries permanent sectary. It is important to note that none of these received any formal training or possesses the  skill that is required in the performance of  secretarial functions.

1.1  in the words of Lucy T. (1990) Originally a secretary is 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 of any latter or information to himself. In the  business circles, the secretary would write has employers 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

Further,  Ahaefule (1986) described the  secretary as the office worker who combines the major skills of shorthand and typewriting with other competence of filing and telephone techniques in the performance of his duties.

The project will therefore attempt to investigate and point out the interested dossier scheduled for personal secretaries in local government office as well as in the civil service and how they appreciate their job. An efficient secretary ought to arrange his employers itinerancy booking and travelling arrangements of hotel filling his employers personal and business correspondences.

A secretary is the mirror of his organization in the sense that he keeps all the organizations confidential matters. Some of these are the Occupational schedule of the secretary in a business 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.

(gcto 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 0after 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.

 

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 the Anambra state civil service also determine how effective and efficient they are in carrying out these schedule. Again it is to find out the obstacle they encounter in carrying out duties.

Finally to find out whether these secretaries are satisfied with their job schedules.

 

1.4  RESEAERCH QUESTION

The following question have been asked as a guide to this study:

1. What are the duties of personal secretaries in the Anambra state civil service
2. How effective are the secretaries in performing their duties?
3. What type of obstacles hinders the secretaries from performing their duties?
4. Are the secretaries happy in their job?
5. What recommendation do we give to make secretarial job efficient

1.5  SIGNIFICANCE OF THE STUDY

This study will be of immense significant to students of secretarial administration at different levels of higher learning as it make them  to appreciate the role of job schedule for them as personal secretaries in the labour market. It will be useful to them to know those variables and required of them as  potential secretaries. 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 labour market.

The government in general will find it helpful in making occupational specification as it concerns the secretaries  duplication of function with that of other officials like the stenographers, typists and clerks in the Anambra State Civil service.

Similarly, it will be very essential for different business organization in giving out the duties of personal secretaries and effective utilization of their services.

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 do get ready information in offices as quickly as possible

 

1.6  DELIMITATION OF STUDY

This study was designed to finding out only the occupational schedule of the personal secretaries in the Anambra state civil service.

 

1.7                                  PROJECT ORGANISATION

The work is organized as follows: chapter one discuses the introductory part of the work,   chapter two presents the literature review of the study,  chapter three describes the methods applied, chapter four discusses the results of the work, chapter five summarizes the research outcomes and the recommendations.