THE ROLE OF THE SECRETARY IN ATTAINING ORGANISATIONAL GOALS AND OBJECTIVES (A Case Study of Osun State Ministry of Health, Osogbo)

TABLE OF CONTENTS

PAGE

Title Page                                                                                                            i

Dedication                                                                                                          ii

Acknowledgement                                                                                              iii

Certification                                                                                                        iv

Table of contents                                                                                                v

Abstract                                                                                                              vi

CHAPTER ONE

1.0 Background of the study                                                                               1

1.1 Statement of the problem                                                                              1

1.2 Purpose of the study                                                                                      2

1.3 Significance of the study                                                                               2

1.4 Research Question                                                                                         2

1.5 Limitation of the study                                                                                  3

1.6 Definition of terms                                                                          3

CHAPTER TWO

Literature Review

2.0 Introduction                                                                                                  4

2.1     Who is a secretary                                                                                      4

2.2     Qualities of a secretary                                                                               4

2.2.1 The secretaries efficiency on the job                                                           5

2.2.2   Relationship of the secretary with others                                                  5

2.2.3   Image of the secretary                                                                               6

2.3      Duties of a secretary in an organization                                                    6

2.4       How a secretary can attain her set goals in an organization

2.5      Functions of a secretary in an organization                                               8

2.6      Training that a secretary needs in order to be able to

Cope with the boss and achieve her goals                                                 9

     CHAPTER THREE

Research Methodology

3.0       Introduction                                                                                                          11

3.1       Population                                                                                                             11

3.2       Sampling                                                                                                               11

3.3       Instrumental                                                                                                          11

3.4       Method of collecting data                                                                                     11

3.5       Method of data Analysis                                                                 11

   CHAPTER FOUR

Presentation and Analysis of data                                                                                    12

4.0       Introduction                                                                                                         12

4.1       Analysis of data                                                                                                   12

4.1.1    Bio data analysis                                                                                                   12

4.1.2    Analysis of data on research question                                                                 14

CHAPTER FIVE

5.0       Summary of findings conclusion and recommendation                                        17

5.1       Introduction                                                                                                           17

5.2       Summary of findings and conclusion                                                                    17

5.2.1    Research Question 1                                                                                              17

5.2.2    Research Question 2                                                                                              17

5.2.3    Research Question 3                                                                                              17

5.2.4    Research Question 4                                                                                              18

5.3       Recommendations                                                                                                 18

5.4       Suggestion for further studies                                                                                           18

Bibliography                                                                                                          20

Appendix                                                                                          21

CHAPTER ONE

INTRODUCTION

1.0              Background of the Study

This project work is an attempt to study the role of the secretary in attainting organization objective

Dictionary of Current English (1981) define the secretary as “an employee in an office who deals with correspondence of nature”. The roles of the secretary have changed as a result of technological advancement and with the invention of word processing equipment. The secretary is directly responsible to her boss. The roles she plays in the organization goes beyond writing and taking dictation for her employer. She is first contact with the outsider world; her role either enhances or tarnishes the image of the organization she represents.

The duties of a secretary are indispensable in any organization, meetings, conferences, seminars and workshops which are attended by people from various places in life can not take off effectively without the services of the secretary.

The duty of a secretary goes a long way to determine has the success of daily routine of an organization. What this is saying in essence is that the work done by a secretary of an organization contributes to the success of such an organization. They play a vital role of communication link between their bosses and outside world through telephone or the callers coming into their office for business transactions. They also perform the functions of mailing, typing of confidential letters, writing of minute’s e.t.c.

Therefore, this research work will examine determine the extent to which the duties of a secretary contribute to attainment of general goals and objectives of an organization.

1.1  Statement of the Problem;

This study is borne out of a quest to determine the relevance or importance of secretarial duties to the attainment of organization goals.

Contemporary quest for organizational excellence in the different sector is a wholesome one meaning that all aspects of an organization must contribute to the attainment of the goals and anyone found irrelevant should be sacked to pave way for the efficient ones.

The secretarial cadre is, no doubt, one arm of the many that exists in contemporary organizational set up and which has the duties to justify its relevance in the entire set up.

This study will then attempt to find out whether there is any relationship between attainment of organizational goals and the performance of secretary.

   1.2  Research Questions

The following questions have been provide and need to be answered to enable the researcher elicit useful information concerning the study.

1. What role does a secretary play in attaining effective communication goals of the organization?
2. What role does a secretary play in attaining the profit maximization goals of the organization?

iii         What role does a secretary play in attaining the market leadership goals of the organization?

1. To what extent does the role of a secretary assist in the growth of an organisation?

1.3               Purpose of the Study

            The purpose of this study is to:

i           Make it clear to secretaries their duties in an organization.

ii          To let people understand better the importance of a secretary in an organization.

iii         To help the secretaries to know how they can improve their overall standard of performance in an organisation.

1.4          Significance of the Study

This study is aimed at educating secretaries on the need for self development so as to reach the apex in their profession.

This study will also provide organization useful information on the relevance of secretaries for the attainment of organization goals. This will further help them to make correct decision in the employment of secretaries.

1.5          Limitation of the Study

This research project was subjected to series of setbacks and constraints like finance, time constraints and lack of cooperation by some respondents.

1.6              Definition of the Term

Secretary: A person who deals with writing letters, keeping records and making business arrangement.

Contemporary: Belonging to the present time.

Indispensable:  too important to be without.

CHAPTER TWO

LITERATURE REVIEW

2.0              Introduction

This chapter is gong to examine the view and submissions of various scholars on the subject matter of the research..

2.1              Who is a Secretary?

According to Oxford Advanced Learners Dictionary (1995)” A secretary is a person employed in an office, dealing with letters, typing, keeping records and making proper arrangements and appointments.”

According to whitehead (1977)” A secretary is an assistant to an executive possessing the mastery of office skills and ability to assume responsibilities without direct supervision.”

Dictionary of Current English (1981) defines a secretary as “An employee in an office who deals with correspondence of confidential nature”.

National Secretarial Association International (1973)

An executive assistant who posses a mastery of office skills.

Who demonstrates the ability to usual responsibility without direct                       supervision who exercise initiatives and judgment and who makes decision with the scope of assigned authority.”

Association of Student Executive Secretaries (1986) emphasizes that

The position that a professional secretary occupies and the role she plays in management can be best described as that of a “life wire:’ in the sense that she is the one who is entrusted with the secrets of the whole organization

From the above definitions, it is glaring that the duties and responsibilities of secretary cannot be overlooked in an organization.

2.2              Qualities of a Secretary

According to Ajetunmobi and Edun (1986) “The qualities of a secretary can be classified under the following headings’.

2.3              The Secretary’s efficiency on the Job

This quality encompasses those traits that enhance secretary’s efficiency on the job. The traits are as follow:

1. Organisation: Making special note in the secretary’s pad or having an itinerary book is a very good way of being organized. This enables the secretary to know how to deal with matters and to pay special attention to those demanding urgency.
2. Dependability: This is another desirable trait of the secretary that portrays him or her as a person worthy of reliability. This can be shown through handwork and incessant keeping of instructions in the way the boss wants it. This will enable the boss to rely on his secretary’s ability at all times.
3. Mental Alertness and Memory: Just like Agnew (1990) said: A good  secretary anticipates and makes whatever preparation that are necessary, a mediocre or poor secretary has to be told or directed in every step of his or her work. The secretary should be at alert always so as to take note of important instructions given be the boss.
4. Punctuality: It is the responsibility of the the secretary to be at the office earlier than his or her boss and regularly too. The secretary should learn not to leave office during working hours as the boss may want to dictate an urgent letter, he or she might have to answer telephone calls and attend to callers in office.

2.4              Relationship of the Secretary with Others

1. Loyalty: The secretary’s loyalty should be to both the boss and the office in helping to achieve the objectives of the organization. This calls for sacrifice of her time whenever there is a job to be done even if under stress.
2. Sincerity: In whatever situation a secretary may find herself, she is expected to be sincere on any subject about whom she has to express an opinion. Where the opinion would have hurt other people’s feelings, facts would have to be applied with sincerity still expressed.
3. Courtesy: According (1987) “ Courtesy costs nothing, yet it pays the greatest dividend.;’ Good manner is as combing one’s hair, making up, picking ones, filing and clearing one’s finger nails and adjusting clothing should be on private not in the office. These are points to be noted by a good secretary.

2.5               Image of the Secretary

1. Personal Appearance: First impression last longer and it hangs on for a long time in the mind of people. An effective secretary is a joy to the executives; a secretary must be smartly dressed at all times. She must dress moderately, her hair –do and make up must be moderate because these also determine how the organization is portrayed.
2. Ability to keep Secrets: A secretary comes across confidential information about the organization and about the man and woman who constitute the organization such information must be kept secret. A secretary must never discuss the employer, the work that is going on in the office. It is better for a secretary to appear stupid than to divulge vital information.
3. Health: The success of every employee in an office depends to a large extend on the condition of health and the secretary is no exception, she should keep a sound soul in a sound body. Good health should be maintained. “Your body belongs to you”, so a secretary should have a good health.

2.6              Duties of a Secretary in an Organisation

The role of a secretary involves wide varieties of duties and responsibilities. Generally, she helps the office to operate smoothly and efficiently to achieve the set goals

According to Ademiluyi and Agboola (2001), the duties of a secretary are listed below

1. She must be able to handle all incoming and outgoing mails.
2. She must able to prepare mailable letters.
3. She should act as memory aid to her boss.
4. She should be able to file documents for proper arrangement.
5. Compose letters and help to prepare reports.
6. Supervise employers and act as office manager.
7. Take speeches in shorthand at conferences, seminars, and workshop e.t.c.
8. Answer telephone calls.
9. Meet with customers.
10. Make hotel reservation and other traveling arrangements.
11. Act as a go-between for her boss.
12. Take dictation in shorthand and transcribe to English.

Dictations that are recorded no doubt increase the productivity of secretaries in their duties today, with the development in technology, more and more machines are being invented to ensure maximum productivity in offices. The has brought about the invention of various types of machines, which the secretary should be conversant with, the transcribing and dictation machine inclusive for a modern secretary, recorded dictation is carried out on any of the following equipment:

1. Disk recorder
2. Magnetic Tape Recorder
3. The Disk-top machine
4. The portable machine
5. The multi-bank system
6. The thought tank system
7. Magnetic paper recorder
8. Plastic and magnetic Bell recorder