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AN ANALYSIS OF THE OCCUPATIONAL SCHEDULES FOR SECRETARIES IN THE ANAMBRA STATE CIVIL SERVANT

(Secretarial Administration)

AN ANALYSIS OF THE OCCUPATIONAL SCHEDULES FOR SECRETARIES IN THE ANAMBRA STATE CIVIL SERVANT

ABSTRACT

This study was undertaken as a result of what appears to be the attitude of some typist and stenographers towards acting as personal secretaries in Amabra State civil service.

This occupational schedule for personal secretaries” in Anambra state civil service.

It is accepted that some civil service in Anambra state employ some glorified typist who are not qualified for the job of personal secretaries to perform their duties.

How ever, it is the purpose of this study  to investigation the actual duties performed by these personal secretaries  and what actually hinders their duties and how effective and efficient they are in carrying out their duties.

The population for the study was  made up of thirty personal secretaries. At raw ma job which effects their productivity. Among these problem are constant breakdown of office machine and inadequate qualified secretaries. Based on the finding it was recommended that the chief executive chairman should give immediate attention to the chairman that need repairing the chairmen should make sure that secretaries get adequate material their job in order to enhance their secretarial job productivity.

The researcher also recommend that in service training should be granted to the personal secretaries order to increase their productivity  course and the use of new office  machine eg computer electric typewriters word processing machine.

 

CHAPTER ONE

 

INDTRODUCTION

BACKGOURD OF THE STUDY

The modeled on the British Civil service infact, it was the British who daring the conconial period set up the civil service in each of these territories. When we talk of civil service we mean the machinery made up of the personnel of the various ministries which advise on and execute policy by Koont (1993) there are four main  classes of civil service the administrative  class, the executive, the   clerical and the manipulation classes by   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 government and also there are various grades or class of secretaries in both state and federal ministry such as assistant secretary deputy secretaries permanent  sectary. It is important to note that none of these received any formal training or possesses especial skill that is required in the performance of  secretarial duties.

1.1       Originally a secretary was 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 to himself by Lucy T (1990) that is he is qualified with the word confidential. In business circles the secretary would write has employer 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

Recently according to Ahaefule (1986) a secretary is the office worker who combine the major skills of shorthand and typewriting with other competence of filing and telephone techniques in the performance of his duties.

The project will attempt to investigation and point out the interested dustier scheduled for personal secretaries in local government office as well as civil service and how they appreciate their job. An efficient secretary 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

( 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.

(h)        To 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 after 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.

(i)         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 after 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 establishment as to have the interest of his country best be championed.

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 Anambra state civil service.

Determiner how effective and efficient they are in carrying out these dustier.

Find out the obstacle they encounter in carrying but those duties.

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:

What are  the dustier of personal secretaries in Amambre state civil service

1          How effective are the secretaries

2          What obstacles hinder secretaries from perming their duties.

3          Are the secretaries happy in their jobs.

4          What recommendation do we give to make secretarial job efficient

1.5       SIGNIFICANCE OF THE STUDY

This study will be of immense significe to students of secretarial administration at different levels of higher institutions to appreciate the role scheduled for them as personal secretaries in the labour market. It will be useful to them to know those variables and qualities. 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 employment market

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

Similarly, study will be very essential for different business organization in outing the duties of personal secretaries and effective utilization of their service.

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 to locate information in offices as quickly as possible

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4. Direct citing ( if referenced properly)

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Project Details

Department Secretarial Administration
Project ID SEA0048
Price N3000 ($14)
CHAPTERS 5 Chapters
No of Pages 56 Pages
Methodology Simple Percentage
Reference YES
Format Microsoft Word