THE CHALLENGES FACING THE NEWLY EMPLOYED SECRETARIES IN SELECTED MINISTRIES IN IMO STATE
TABLE OF CONTENT
Table of content——————————————-vii-viii
- Background of the Study——————————1-6
- Statement of the problem—————————–6-7
- Purpose of the study————————————-8
- Research questions—————————————8
- Significance of the study—————————–9-10
- Scope of the study————————————–10
2.0 Literature review
- The secretary and her roles————————-11-20
- The challenges automation and societal
- Secretarial skill and human relations—————24-33
- Summary of the literature review——————33-34
3.0 Research Methodology———————————-35
3.1 Design of study——————————————35
3.2 Area of study——————————————–36
3.3 Population of study————————————–36
3.4 Sample and sampling techniques———————-37
3.5 Instrument for data collection————————–37
- Validation of instrument——————————–38
- Method of data analysis———————————38
4.0 Presentation and analyses of data——————-39
- Research question 1——————————-39-41
- Research question 2———————————41-42
- Research question 3———————————43-44
- Summary of findings——————————–44-45
5.0 Discussion of findings, Conclusions, and Recommendations
5.1 Discussion of findings——————————-46-48
- Suggestion for further studies————————–51
This research study focuses on an investigation into the challenges facing the newly employed secretaries in selected Ministries in Imo State. Specifically, five Ministries located in Owerri, Imo State were investigated, Ministries of Lands and Survey, Ministries of Agriculture and Natural Resources, Works and housing, Education and Finance.
The study adopted simple random sampling techniques taking into consideration the five ministries and the “secretaries” experiences with much emphasis on newly ones. Instrument for data collection was the questionnaire.
In this study, three research questions were formulated for the purpose which include the roles expected of the newly employed secretaries in selected ministries in Imo State, the office skills expected of newly employed secretaries in the ministries, and the various challenges facing the newly employed secretaries in the ministries.
The result of the findings reveals that the general agreements on the first research question are endorsed as strongly agreed. Also the calculated mean responses for the items under research question two reveals that the respondents strongly agree to all the skills identified as the required office skills expected of the newly employed secretaries in selected ministries in Imo State.
In research question three, four out of the seven challenges indicated were strongly agreed to as the challenges facing the newly employed secretaries, while the remaining three were strongly disagreed upon as challenges facing newly employed secretaries.
It was therefore, recommended that the executives and indeed all staff should extend their hand of fellowship to the newly employed secretaries. They should neither be abused nor misused. The secretaries on their own part should work with caution.
1.1 Background of the Study
In every area of human endeavour, new entrants are naturally faced with certain challenges. The challenges are not usually very simple. Some are complex and so frightening that they can easily throw the ill equipped out of the track. This phenomenon is found in every profession including secretarial profession.
However, the intensity of the challenge varies according to the circumstances and the demands of the job. The newly employed secretaries in the ministries such as ministries of lands and survey, ministries of agriculture and natural resources, work and housing, education and finance, are prone to these challenges much more than others. One of the major challenges they face is that of acceptability. Before any secretary can comfortably work in any office, there must be an evidence of co-operation among the staff. This co-operation is born out of the willingness of the senior staff to accommodate the new staff. The co-operation is expected from both the super ordinate, coordinate, and subordinate staff of the organization.
Before such co-operation is given, however, the newly employed secretary must show an evidence of proficiency. She must display the skills, qualities and attributes which are required of a secretary. Furthermore, she must understand that most of her sub-ordinate staff have been in the ministry for many years. They are more experienced in the jobs than her and mighty even think that her presence in the organization is a threat to their chance of moving forward.
Ifedili (1995) noted that secretaries are one of the most indispensable tools needed in all spheres of human endeavour. He further added that government parastatals, ministries, companies and private organizations need the secretary for the smooth operation and achievement of their set objectives.
Elendu (2000), described the secretary as the life-wire of any organization. He further defined secretary as the pivot on which the management of any organization revolves. The Secretaries Association of United States of America (SA USA) describes the secretary as an assistant to the executive, possessing mastery of office skills and the ability to assume responsibilities without direct supervision, who display initiative, exercise judgement and makes decision within the scope of her authority.
But research have shown that the newly employed secretaries in some of our ministries are found wanting in these attributes. The newly employed secretaries are fresh graduate secretaries who have little or no previous work experience. They were trained with obsolete equipment.
Okoye (1999), stated that employers expects their secretaries to be able to operate electronic gadgets such as word processors, computers, telex, fax machines, the switch board equipment and other office equipments. It has been discovered also that the new graduate secretaries cannot operate these machines (a part from computer) because they were not exposed to these machines during their training. This has placed a question mark on their skills.
A good human relation is very important in every office without good human relations, there would not be the co-operation, which is vital for the smooth running of the office. According to Azuka and Agomuo (1993), human relations refer to the relationship between individuals and group of people within an organization.