Project Materials

AN APPRAISAL OF THE ROLES AND POSITION OF CONFIDENTIAL SECRETARIES IN THE CIVIL SERVICE :PROBLEMS AND STRATEGIES FOR IMPROVEMENT

CHAPTER ONE

INTRODUCTION

A secretary is essential to the smooth operation of any office. An organization’s secretary plays a crucial role. Every organisation relies on its secretary. Hiring a secretary is crucial for every organisation that wants to reach its goals. Any group’s fortunes rise or fall with the secretary. How the public perceives the organisation is shaped by the impression the secretary gives.

It is essential for a secretary to be proficient with the following office equipment: a typewriter, which converts handwritten documents into printed forms; mail room equipment, which sends and receives mail; a telephone, which allows for communication; and a computer, which is powerful and has many uses.

This is just a small sampling of the many responsibilities of confidential secretaries, which include all of the above and much more besides.

Thus, prior to evaluating the significant functions of secretaries in the Anambra State government. To begin, let’s define what a secretary is. The term “confidential secretary” has a range of accepted definitions.

To be considered for the position of confidential secretary, one must have extensive experience in executive office work and the ability to work alone with little oversight. No one should take him seriously as a representative of anything; as a simple servant, all he can do is carry out orders.

The above description was developed during a time when secretaries’ educational standing was low and their responsibilities were unclear. Technological progress has allowed for advancements in the secretarial sector, and with that, the good aspects of confidential secretaries have begun to undergo what may be characterised as change.

A consistent definition of secretary was developed by numerous associations and academics. An office worker who handles letters, maintains records, and makes arrangements and appointments for a specific staff person; typically referred to as a private secretary, according to Homby’s (1942) definition of the term.

The role of the secretary in any company is crucial, since he is often the initial point of contact between an employer and potential employees.

A secretary is often an organization’s ambassador, says Unwin (1982). He is the initial point of contact for customers and members of the public. Since first impressions matter, a secretary also has the duty of representing the organisation while speaking with clients in person rather than over the phone.

The national association of secretaries has this to say about secretaries: they are executive assistants who are experts in their jobs and who can take charge when needed, show initiative, use their own judgement, and make decisions within their authority.

Oguniye (1978) defined a secretary as someone who has been professionally trained to record correspondence, minutes, finances, and personal materials pertaining to the organization’s affairs through a combination of classroom instruction and on-the-job experience.

Finally, the evil service of Anambra State employs confidential secretaries in numerous ministries. The research will identify the challenges experienced by confidential secretaries and, perhaps, propose solutions or techniques to help them overcome these obstacles. Despite their importance, secretaries confront several challenges.