It has been observed that the popularity of the secretarial profession has declined in recent years. Diverse schools of thought have a tendency to provide reasons for this unsightly pattern. Some linked it to the nature of the profession, while others attributed it to the executive who is constantly bossing around the secretary. Therefore, the objective of this course is to determine the elements responsible for the advancement of secretaries in commercial companies.
1.1 INTRODUCTION TO THE STUDY
The majority of writers on secretarial responsibilities, secretarial management, and office organization have avoided discussing the duties, levels, and positions of professional secretaries, with the exception of the number of letters, memos, etc., minutes, and report pages they produce.
Clearly stated, the rules and levels or positions of secretaries are intended to establish concepts. However, in an effort to discover and establish those rules and positions that should be adhered to, we uncover a number of elements that promote the progress of secretaries in organizations. Some of these responsibilities were not enforced, but a portion of them typically generate public disapproval and contribute to their expansion. Considering the developing situation. In actuality, the profession is gaining recognition as one of the most adaptable important services of contemporary economic communities. Nonetheless, the job is growing more difficult, and possibly too many individuals are joining the ranks as future prospects. With increased technical and industrial growth, the secretary will fulfill his full potential in the nation. (Utomi; 1990).
According to the National Secretaries’ Association (International), a secretary is an executive assistant who demonstrates a mastery of office skills, the ability to assume responsibility without direct supervision, initiative, and sound judgment, and the ability to make decisions within the scope of their assigned authority. Using the preceding definition, we may determine that the secretary is a potential officer. A secretary is vital to management, and it is true that a competent secretary may make an average manager highly effective, while a poor secretary can render a capable executive ineffectual. (Odenigbo; 1990).
The absence of a job description for secretaries has resulted in the misapplication of skills, unfair distribution of labor, low morale, and boredom (Appt; 1979). For a more accurate job description, he emphasized that each secretarial role should be assessed and its task requirements determined.
The job description for secretarial staff should include a statement about what a secretary does on the job and what she knows, as well as other classes of tasks performed on the job, such as preparing a venue for a meeting, providing refreshments, and ensuring that the office is clean, which do not actually relate to the basic skills (Mayes and Beach, 1967).
Experience has proven that despite everything a secretary does to promote the organization’s image, she receives little or no credit from her employer. In the Nigerian society, a secretary’s low self-image is a result of a lack of acknowledgment and an ambiguous job function. It is typical for people to refer to anyone who can type as a secretary, despite the fact that he lacks the necessary abilities. This misunderstanding of who a secretary is and what she performs resulted in unchallenging employment experiences, underpayment, and a lack of respect from the executive she works for. As a result, secretarial are either underutilized or overutilized by organizations without promotion opportunities. A system in which a secretary’s advancement and promotion depend solely on her supervisor discourages effort.
Therefore, it is vital to investigate the elements influencing the advancement of secretaries in current corporate enterprises.
1.2 STATEMENT OF PROBLEMS
In any company, the job of secretary is extremely distinct. She is an organization’s image-maker and is of vital importance. She is the organization’s reflection, and some refer to her as the organization’s lifeline. It is therefore unlikely that a chief executive can do his tasks effectively without the support of a secretary.
In addition to her administrative assistant duties, the secretary also does clerical, receptionist, and, in some situations, accounting tasks that are not quite in line with her job description. The secretary’s duties encompass every area of the organization’s operations. Due to the fact that the secretary is an all-purpose employee, some schools of thought refer to her as “unclassified” office people who are neither here nor there.