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EVALUATION OF THE PERFORMANCE AND PROBLEM OF SECRETARIES

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EVALUATION OF THE PERFORMANCE AND PROBLEM OF SECRETARIES

 

ABSTRACT

This study is aimed at evaluating the performance of secretaries in Enugu state University of science and technology (Esut) Enugu. The study is also aimed at identifying the problems of secretaries in Enugu state university of science and technology (Esut) Enugu; Agaion, the study will suggest ways of solving the problems encountered by secretaries. Finally, the study will make recommendations for govt. companies and other employers of labour and future researchers. Some research questions were put forward and they include. Do secretaries fell happy with their holiday entitlements? Do secretaries use good equipment in the discharge of their duties? Do secretaries stay in a comfortable working environment? Are secretaries denoted to their duty? Do secretaries receive retirement I pension packages?
Do secretaries reach level 14 in their establishment? Are secretaries accepted in the society? Do secretaries perform well in their establishment?
A total of 50 subjects (sample) were used for the study. An item questionnaire comprising two sections was used for this study. The questionnaire comprised items on variables of performance and problems of secretaries. While research question 1,2,3 produce more negative than positive response, research question 4,5,6,7,8 produce more positive than negative responses. Recommendations were made for govt. companies, other employers of labour and future researchers.

 

CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND TO THE STUDY

The word “secretary” has always remained ambiguous to many people including institutions. Many studies have suggested that no single definition best describes the word “secretary”. Attempts by various authors to give a definition that will encompass all the characteristics of secretary have always met with flaws. The word “secretary” is rather seen as multi-dimensional. According to Virginia etal (1972 – 75) a secretary is defined as ‘a person employed to write letters, draw up reports and records, one who carries on business correspondence or other maters requiring writing, any officer whose business is to superintend and manage the affairs of a particular department of government. Macdonald (1972 :1224) also defined a secretary as “one employed to write or transact business for another or for a society etc.

According to Thomas (1991 – 258) . it is difficult to specify precisely the duties of a secretary in a company and athe tems of arrangement made with him. However, the author went further to give a general summary of his obligations. They are as follows:

i. He is present at all meeting of the school and of the direction and is responsible for the taking of minutes thereof.

ii. He issues, under the direction of the board all necessary notices to members and others.

iii. He conducts all correspondence with shareholders as regards calls transfers forfeiture and otherwise.

iv. He is responsible for keeping the statutory books and administrative records of the school.

v. He makes all necessary returns to the registrar.

The above definitions and duties of a secretary may suggest that secretaries are the administrative officers of any company or business organization and therefore remain indispensable in any organization. In spite of all these duties performed by a secretary, the attitude of the society more especially the employers of labour, is not quite encouraging. Some people believe that secretaries are mere seruants without author. The official status accorded secretaries by the entire society is nothing to write home about until around 70’s little effort was made by Nigerian government to improve the status of secretaries as regards remuneration and other conditions of service. Prior to this period all that was required of a secretary usually called a “typist” was a good aptitude in typewriting and shorthand. Later it was replaced with the acquisition of 100 / 50 words per minutes in shorthand and typewriting respectively. Today, things are different. Many companies need the services of qualified secretaries in other to meet the demands of the new world of technology. The kind of service required and sophisticated machines in Enugu state university of science and technology can no longer be entrusted in the hands of these unqualified secretaries.

1.2 STATEMENT OF PROBLEM

The nature of secretarial profession has made secretaries almost indispensable in the management of both human and material resources. Secretaries are very much relevant in any office or establishment in Nigeria. In recent time, may secretaries are compelled to word round the clock without reward or compensation. Some of them are even deried holiday entitlement worse still are the poor working equipment with which they discharge their duties and he unconducive environment in which they perform their tasks. Some secretaries perform their duties in an unfavourable working environment characterized by poor ventilation illumination, noise, heat condition and dirt, it is still suprising to see some office equipment such as typewriters and computer, being used by secretaries in Enugu state university of science and technology, are in a state of disrepair.

In spite of this ugly situation, some employers of labour was regard secretaries as magicians who can produce the desired result with such abandoned and neglected equipment. Recently, attention has been drawn to the discriminatory attitude of some employers over remuneration. There is no equity in terms of reward or payment for services being lendered in the past, while staff in other professions were taken care of in terms of remuneration and other benefits, secretaries received meager remunerations which was not commensurate with the services they render. But today, the reverse is the case, secretaries are now well placed in terms of remuneration, and other benefits in Enugu state university of science and technology (Esut Enugu).

With respect to job security, the secretarial profession in Enugu state university of science and technology is still unprotected. May secretaries feel unsecured in their jobs in Esut owning to the negative attitude of some employers of labor. Employers in Enugu state university of science and technology make little or no arrangement about secretaries retirement and pension scheme. Finally, attention has been drawn to the official status assigned to secretarial profession in Enugu state university of science and technology by the society. It is surprising to notice that the profession has not gained enough support and prestige among other people.

1.3 PURPOSE OF THE STUDY

The study is aimed at evaluating the Enugu state university of science and technology secretaries holidays entitlement.

The study is also aimed at identifying the problems of inadequacy of technology and equipment used by secretaries in Enugu state university of science and technology.

This study identifies the beneficiaries of meager remuneration commensurate with the services of secretaries in Enugu state university of science and technology.

This study is aimed at the importance of secretaries in Enugu state university of science and technology staying in a comfortable working environment in discharge of duty.

The study aimed at evaluating the retirement and pension packages of secretaries in Enugu state university of science and technology.

The study is aimed at identifying the importance of secretaries and workers devoted to their duty in Enugu state university of science and technology.

1.4 SIGNIFICANCE OF THE STUDY

The findings will serve as a reference point for bidding researchers. This study will also help in correcting the wrong, impression in Enugu state university of science and technology and society that secretaries are mere typist and shorthand writers. It will help employers of secretaries in Enugu state university of science and technology and government to treat secretaries as equal partakers in progress. Finally, the suggestion and recommendations of this study will give hope for future secretaries and a host of others who have already lost confidence in secretaries profession.

1.5 RESEARCH QUESTIONS

Do secretaries in Enugu state university of science and technology feel happy with their holidays entitlements?

Do Enugu state university of science and technology use good equipment in the discharge of their duties?

Do secretaries in Enugu state university of scienc eand technology stay in a comfortable working environment?

Do secretaries in Enugu state university of science and technology receive meager remuneration commensurate with the services?

Are secretaries in Enugu state university of science and technology devoted to their duty?

Do secretaries receive retirement and pension packages in Enugu university of science and technology?

Do secretaries in Eust reach level 16 in their establishment?

Do secretaries in Enugu state university of science an technology feel unsecured in their jobs.

1.6 SCOPE OF THE STUDY

The scope of this study is restricted to Enugu state university of science and technology. The secretaries and the employers in Enugu state university of science and technology were used for this study. This is to have a balanced report and will also help to put matters in their right perspectives.

1.7 LIMITATION OF THE STUDY

This study was limited to Enugu state university of science and technology Esut Enugu. This was due to time factor and the, heavy financial involvement. However, as a pioneer study in the area, it must start in a place. Further studies of this nature should expand the scope to cover within and outside the campus. There is also the possibility of response taking among the “secretary” respondents’. Who may not want to volunteer information, but the high occurrence of this has been reduced by assuring the respondents of high level of confidentiality.

1.8 DEFINITION OF TERMS

Remuneration:- reward made in payment for the work done.

Indispensable:- absolutely essential, that which cannot be dispersed iwht ie secretaries are indispensable.

Compelled:- to make somebody do something or to force.

Moble:- having a high social rank, especially from birth or having very fire personnel qualities.

Sprinted:- to manage and control workers e.g to supervise somebody or something.

Encompass:- to include.

REFERENCES

Macdonald Ani (1972), Editor, Chambers Twentieth Century Dictionary England EH 21DG.

Thom, G.M 91971): Campus secretarial Practice 8th ed (The M&E Hand book series) Great Britan company Secretary ship.

Virginia S. Thatchar et al (1972): Editor, The New Webster Encyclopedia Dictionary of the English Language Chicago consolidate book publishers.

Assuring:- saying positively with confidence 

occurrence:- happening.

Perspective :- apparent relation between different aspect of a problem.

Budding :- beginning to develop.

Commensurate:- in the right proportion 

Reputation:- general opinion about the character of somebody

Sophisticated;- complex

Forfeiture:- suffer the loss of something as a punishment or consequence.

Ambiguous:- doubtful meaning, uncertain.

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