CHAPTER ONE INTRODUCTION 1.1     BACKGROUND OF THE STUDY

Several changes have taken place in private and public offices as regard the roles of the secretarial profession in modern day business organizations. The type of machines and gadgets that were used to produce, duplicate and store information have undergone a great transformation to cope with the fast growing world of technology.

The success of any organization relies much on the secretary whose role, though supportive, is critical to the achievement of organizational goals and objectives. In today’s organizations, one of the things that make organizations unique is the use of modern technological gadgets. Both internal and external forces such as market competition, consumer behavior, technology and quality management are the drivers of organizational change.  In today’s business world, every organization in this modern day requires fasts and accurate information for quick decision making (Akpomi and Ordu, 2009).

In Modern day business organization, the role of the secretary is crucial in the life or progress of the organization hence, the needs for some technological and human backing from the work place.

The word “secretary” has been defined variously by different authors and employers. Onifade (2004) defined a secretary as “An assistant to an executive, possessing mastery of office skills and ability, assumes responsibility without direct supervision, whodisplays initiative, exercises judgment, and makes decisions within the scope of her authority.” A secretary is the person who performs the myriad of daily chores that nibble away at an executive’s time. A secretary as the principal administrative supports position in an office increases the effectiveness of program staff by coordinating the day-to-day administrative support activities required to accomplish the work of the organization.” Moreover, Mayer (1997) also defined a secretary as an executive assistant, who possess a mastery of office skills, demonstrate the ability to assume responsibilities with or without superior, exercise initiatives and judgment and make decision within the scope of her assigned authority.

The effective performance of the Professional Secretary depends upon the office equipment, knowledge and skills, of Professional Secretary. The skill level and functioning of the traditional secretary involve greater physical and mental ability. The introduction of modern technologies and programs has lessened the onerous tasks for the modern secretary. These range from production, reproduction, storage and retrieval among others. With this advancement of technology, the use of the computer and software programs facilitates the work of the professional secretary. These include the use of machines such as printer, fax, pen drive, cell phones, photo copier, telex and internet. These requisite knowledge and skills make the position of the secretary rather challenging. With the improvement in technology and recent development in office, it is envisaged that the work of the secretary will be easier.

However, these new developments brought by technological challenges require even more knowledge and skills beyond being a professional secretary. For the secretary to be abreast with the changing times, face the challenges and overcome the old ways of doing things she needs training requirements in recent times to help meet organizational objectives. Information technology has affected many professions in recent times. The roles of secretarial professionals in the organization have been turned around by technology. It has provided the tools that shift the role of secretaries from that of information recorders to business strategists (Adedoyin, 2010; Appah and Emeh, 2011 and Jaiyeola, 2007). Several other authors are of the view that the secretary has to be well equipped to meet the present challenges of this modern day business organization.

1.2     STATEMENT OF PROBLEM

Cognizant of the technical nature of the office in this modern day business organization brought about by technological innovations, it is pertinent to investigate the role that secretarial occupation play in the organization.

The problem of the study therefore, is to find out the role of secretarial profession in modern day business organization.

1.3     PURPOSE OF THE STUDY

The main purpose of this study is to research into the role of secretarial profession in modern day business organization.

The specific objectives are:

1. To examine out the roles the secretary plays in modern day business organization.
2. To examine the types and categories of secretaries.
3. To examine the personal skills and ethical standards required of the secretary for effective performance of her job.
4. To determine the possible problems encountered by the secretary in carrying out her job.

1.4     SIGNIFICANCE OF THE STUDY

The study will increase the secretary’s knowledge of how indispensable her job is to the organization and the need for continuous self-development.

The study will also educate the secretary on how she can effectively perform her duties, possible problem she can encounter and the way out of the problems.

The study will also be of immense benefit to the student who would research on similar topic.

1.5     RESEARCH QUESTIONS

The following research questions will be answered in the study:

1. What are the roles of the secretary in modern day business organization?
2. What are the types and categories of secretaries?
3. What are the skills and ethical standards requires of the secretary?
4. What are the recommendations on ways to overcome the problems encountered by the secretary in carrying out her duties?

1.6     SCOPE OF THE STUDY

The study is aimed at the role of secretarial profession in modern day business organization in some selected industries and organizations in Rivers State.

1.7     DEFINITION OF TERMS

Modern day business organization:

Executive:   A manager or director that takes part in the management function or planning work environment, activating workers and controlling standards.  

  An organization characterized by increased expansion in the organization line of business brought about by technological innovations with keen competitions in the dynamic environment.

Organization:       A situation whereby individuals from different background and religious believes come together to give services for profit or non-profit achievement in order to set goals.

Profession:           A vocation founded on specialized educational training; Anoccupation requiring specialized knowledge and often long and intensive academic preparation.

Secretary:   An executive assistance who poses a master of office skills, demonstrates the ability to assume responsibilities with or without supervision, exercises initiatives and judgment and makes decision with the scope of assigned authority (Mayer, 1977)