Project Materials

COMPETENCY REQUIRED OF SECRETARIES IN SELECTED BUSINESS ESTABLISHMENT

ABSTRACT

The purpose of this study is to catalogue the skills that secretaries at First Bank Nigeria Plc. in Enugu are expected to possess. The research team at First Bank Nigeria Plc in Enugu created and distributed questionnaires to secretaries and their supervisors. The research analysis revealed that secretaries need to possess the following competencies: good judgement, tact, resourcefulness, excellent communication skills, and organisational abilities. Modern technology positively affects the competency requirement of competitive secretaries and managers, according to the study. Researchers also discovered that secretaries boost productivity and efficiency in the workplace. A list of suggestions was compiled: Regular training programs and seminars should be provided to secretaries, particularly in areas where necessary knowledge is lacking. It is important to constantly evaluate their performance to ensure they are maintaining the requisite level of competence.

CHAPTER ONE

INTRODUCTION

1.1 The Background of the Study 

The secretaries’ contributions to the smooth running of the office are crucial. It is well recognised that their occupations are essential for efficiently carrying out their responsibilities in the office. Even though the secretary’s role is crucial, she is nonetheless viewed as an assistant to the CEO.

The fact that secretaries execute a wide variety of duties, many of which are essential to any organisation, becomes clear when we consider the many ways in which writers have characterised the role.

Originating from the Latin term “Secretarius,” which means “something known only to one or few and kept secret or hidden from the views or knowledge of others,” the English word “secretary” evolved from the same meaning.

A secretary is defined as “an employee in an office who deals with correspondence, keeps records, makes arrangements and appointments for a particular member of staff or other organisations” in the Advance Learners Dictionary of Current English.

A person with strong understanding of secretarial responsibilities and the ability to combine or master typewriting and shorthand is what we call her. Stanwell et al. (1979) states that a secretary is an employee whose primary responsibility is to assist with planning and organisation.

Performing standard secretarial activities of a confidential nature at different levels, including the presentation and transmission of all relevant messages.

“A secretary is an executive assistant who possess a mastery of office skills,” said section 273 (1) of the business and Allied Matters Act of 1990.
A competent secretary needs strong stenographic skills, an intuitive grasp of the regulations, and an outgoing personality developed through experience and education (Copeland, L., 1980). Secretary: “the window in the organisation,” as Mr. Aniche G.C. (1990) so eloquently put it.

The modern secretary is described by Hanna et al. (1974) in Secretarial Procedures and Administration as an executive assistant with a mastery of skills, the ability to take responsibility independently, and the capacity to make decisions within the scope of assignments.

A secretary is an executive assistant who has excellent communication and organisational skills, can work independently with little oversight, uses their own initiative and discretion, and makes decisions within their authority, according to the National Secretaries Association of the United States.

The important thing to know, though, is how exactly the secretary aids the executive. Both the individual and the organisation play a role in determining the correct response to this question.

The secretary is seen by the employer as an essential assistant who is highly competent in office tasks, capable of working independently, shows initiative and good judgement, and takes decisions within her authority.

This is Eni (91987). Additionally, she is the connecting thread in the company’s PR strategy. According to Duru (1991), the secretary serves as an essential liaison between the organisation and the general public.

It is imperative that the secretary keeps a cordial relationship with the general people because her demeanour could affect an entire industry. The secretary is responsible for ensuring the office runs smoothly and efficiently in any business setting, including industry, government, science, radio, and television, among many other fields.

A good secretary is intelligent, adaptable, and driven. On a national Concord, on December 27, 1991. The author argues that in order to be an effective secretary, one must possess qualities such as emotional stability, social flexibility, and sound judgement. Not only does she play an important role in coordinating diverse activities, but she also provides a multi-disciplinary function. A. Eni, 1996.

The secretary must have good judgement and be able to make the appropriate decisions even when her boss isn’t around, since she acts as a go-between for the organisation and the public and for her employer and the rest of the workforce. This may be the most important factor in determining the secretary’s skill.

To be competent in one’s job is to be able to carry out one’s duties to the level expected of one. It represents the capacity to apply one’s knowledge and abilities to different contexts within one’s field of work.

It includes dealing with non-routine tasks, coming up with new ideas, and planning and organising one’s work. The ability to interact effectively with one’s coworkers, supervisors, and clients is a part of this. With reference to Sheila (1990).

1.2 Statement Of The Problem

The competency of a secretary is often evaluated based on vague references. Like the secretary’s job, these references for competence rely on both the individual and the organisation.

Some people evaluate secretaries primarily on their typing and shorthand abilities when deciding how competent they are. Some people focus on how quickly these tasks are completed, while others place more emphasis on the secretary’s character traits such reliability, punctuality, tact, discretion, mannerisms, organisation abilities, and dress style.

Nonetheless, contemporary secretaries are increasingly being referred to as executive secretaries and seen as integral members of management teams. As a result, this trend also changes how people view the secretary’s competency judgement.

Maybe this is what prompted Whitehead (1977) to state that having the personal traits of a good secretary, such as being punctual, discreet, and tactful, is not enough, nor is having all the secretarial abilities that executives require. In order to be an asset to management, the secretary must become an expert in company policy and his boss’s work.

Another important factor in determining a secretary’s competency is her familiarity with the boss’s work, as well as her proficiency with machine operation (e.g., computers), bookkeeping, and accounting.

The question now is, which secretary is capable? Who can we say is capable? What does it take to be an effective secretary? This is the question the researcher plans to critically examine so that she may provide useful suggestions for the secretarial profession to grow.

1.3 Purpose Of The Study

Discovering what makes a good secretary is the driving force for this study. From a strategic standpoint, this research aims to examine and maybe pinpoint the essence and significant issues surrounding the idea and implementation of secretarial competence, which has severely hindered the management of the majority of businesses. The researcher will thus investigate the competency of the designated secretaries.

1.4 Research Questions

These questions will serve as a road map for the researcher as they work to complete the study project.

1. What are the most important characteristics, abilities, and talents for secretaries to have in order to execute their jobs well?

2. How do these qualities and abilities mature across time?

3. Who or what are the obstacles to learning and improving these abilities?

4. What steps may be taken to eliminate these factors and acquire competence?

5. How may the efficiency and effectiveness of an organisation be affected by a qualified secretary?

1.5 The significance Of The Study

An investigation of this nature will, without a shadow of a doubt, provide useful and substantial results. To begin, it will be useful in determining what a secretary has to know in order to do all of her jobs well in today’s ever-changing environment.

The second benefit is that it will be easier to determine what kind of education and experience a secretary needs- Thirdly, it will help in identifying the elements that support competent secretarial work and those that hinder it, allowing for the appropriate acquisition of knowledge and abilities. Last but not least, the management literature will benefit from this study’s conclusions.

1.6 SCOPE/DELIMITATION OF THE STUDY

If every single first bank in Nigeria is required to participate in this investigation, its breadth will undoubtedly be expansive. Because there just aren’t enough man-hours or funds to cover the entire country, the scope of the investigation is constrained.

Because this is limited to Enugu State, the results may not be generalisable to the entire nation. While this research may not be representative of First Bank nationwide, the results from Enugu State may be generalisable to the rest of Nigeria.

1.7 Definition of Terms

The following definitions apply to the terminology used in this research:

Competency is defined as the capacity to do a job well by virtue of having the necessary information, abilities, and knowledge. It is a level of competence and proficiency indicated by a letter grade.

A secretary is someone who works in an office, typically under the supervision of another person, and whose duties include answering phones, typing documents, keeping records, and scheduling meetings and other office activities.

A secretary is an executive assistant with exceptional organisational abilities, the capacity to work independently, sound judgement, and the ability to make decisions within their area of responsibility.

producing, purchasing, selling, or supplying goods and services for the purpose of producing or receiving money is known as business. Any task with the end goal of generating a profit is considered a business, as opposed to a leisure activity.

To establish anything means to build it up from the ground up in a solid and unmovable way. Also, it’s a group of influential people who sustain the status quo by influencing or controlling policies, ideas, tastes, etc.

An organisation is simply a collection of individuals who have come together to work towards a common objective.

If you’ve put in the time and effort to become proficient at anything, you should be able to execute it with ease and ease. To be proficient means to be well-versed.

Proficiency is what gives competence its dimension. Its literal meaning is the catalyst for achievement. The degree to which a person has attained specific sets of competencies is reflected in this metric.