CHAPTER ONE

1.0     INTRODUCTION

1.1     BACKGROUND OF THE STUDY

          The effect of bureaucratic administration on secretarial function:

Bureaucracy in Government Administration

A bureaucratic Administration can said to be a system of administration which provide routine and uninterrupted service especially in government circle such as ministries, parastatals or government establishment to ensure that government policies are carried out effectively and diligently.

          Therefore it is a step by step way in which official duties are carried out from the executive down to the lowest staff. 

          The Nigeria Government got this idea from British who during their stay in Nigeria have been practicing bureaucracy in their governmental system, through “fixed authority and official jurisdiction” where the authority of all individual is based upon specific grant of power to an office.

Modern Practice of Bureaucracy in Government Establishments

The practice of bureaucracy in government establishments has changed. The early practice requires the office holder to possess some traditional virtue such as age, skill and knowledge which becomes the basis of his or her authority.

However, in today’s practice, bureaucracy has caused a negative effect in civil service as well as secretarial functions.

1.2     STATEMENT OF PROBLEMS

Delay in File Movement

Files are used in filing written communications like – letters, memos, reports, circulars, agreements, newspapers etc. the aim of filing these documents is for reference purposes. However, these files pass through many personnel before getting to the secretary who needs them to carry out her duties thereby causing delay and poor achievement in the performance of secretarial functions.

Payment of salaries and benefits are very important to every civil servant but the long delay in forwarding the necessary information required for the preparation of the salaries has resulted to the late payment of these salaries and benefits. Therefore bureaucracy in the administration of office work affects the job of the secretary, in that what ought to get to the secretary quickly for quick passage to the end-use is delayed by the bureaucratic process.

None Confidential of Information

Some information are meant to be confidential and ought to get to who should us it unhampered. More so, a confidential secretary is handicapped in carrying out her functions due to bureaucratic processes; in as much as these information passes through many people before getting to whom such information is meant for; As a result the confidentially remains eroded.

1.3     OBJECTIVE OF THE STUDY

The objective of this study is to examine the EFFECT OF BUREAUCRATIC ADMINISTRATION ON SECRETARIAL FUNCTIONS, which among other things includes:

I.       To identify leadership style by the executive (manager)

II.    To find out the factors responsible for secretary’s failure in the performance of her duties effectively

III. To determine whether other people like co-staff manager and the public contributed in the failure of a good bureaucratic in our administrations.

IV. To proffer suggestions based on the findings of the study.

1.4     SCOPE OF THE STUDY

This study will cover the following arrears: the various leadership styles adopted by the executive towards their subordinates and their effects on the secretary’s productivity.

1.5     SIGNIFICANCE OF THE STUDY

This research study would highlight the various ways by which bureaucracy breaded red-tape in civil service administration.

1.6     RESEARCH QUESTIONS

I.       What are the leadership styles adopted by executive / managers?

II.    What are the factors responsible for poor performance in secretarial functions?

III. Is bureaucracy system good to our civil service administration?

CHAPTER TWO

2.0     LITERATURE REVIEW

In this chapter, the review of the views and opinions of the writers on the effect of bureaucratic administration on secretarial functions in Enugu State secretariat are discussed for clarifications. The writer consulted related and necessary literature such as textbooks, articles and write – ups. This will be discussed under the following sub-headings:-

2.1     Concept of bureaucracy in administration

2.2     The secretary and Executive (Boss)

2.3     Executives application of leadership style to secretary in       a bureaucracy system

2.4     Summary of literature review.

Concept of Bureaucracy and Administration

A bureaucracy is a form of organization that possesses certain special structural characteristic designed to maximized efficiency in pursuit of f established goal. The most important structural characteristics are a permanent class of civil servants with clearly defines duties, whose authority is officially fixed by law and record keeping so that past decisions can be used as the basis for future administrative actions. The result is a system of administration that can provide routine and uninterrupted services for sane and sound administration.

Bureaucratic Organization of a State Ministry

The above diagram shows the levels of positions and authority in Enugu State Ministries. It ensures diligences over polices before the actual implementation by the public administrator.

Aim of Bureaucracy as Practice in Our Administration

I.       To ensure fixed authority and official jurisdiction: The authority of all individuals in the ministry is upon specific grant of power to an office. The powers, jurisdiction and regular activities of each office are ordered by law or administrative regulations that are written for the continuous fulfillment of the duties of the office.

II.    To ensure a hierarchy of office: The bureaucracy establishes the hierarchy in the arrangement of offices. The power of an official to oversees another depends completely on their relative position in the official hierarchy, but this has nothing to do with their personal skills or competence. Therefore all relationship between persons decisions are regulated by the rule of hierarchy.

2.2     THE SECRETARY AND EXECUTIVE

In those days a secretary can said to be someone who run and organizes a small offices for the employers, who takes down notes and write shorthand for the executive as well as transcripts it on the typewriter. The above description is too narrow to be accepted for today’s secretary.

The National Secretaries Associations International defines a secretary as an executive assistant who possess a mastery of office skills who demonstrate the ability to assume responsibility without direct supervision, who exercise initiative and judgment and can be able to make decisions within the scope of an assigned authority. It must be stressed here that this definition applies to the proficient and not just to any secretary.

A good secretary is expected to possess certain essential qualities which distinguishes her from a stenographer and a typist which also enable her to maintain good human relations with the executive and work affectively. This is accomplished when the secretary handles most of the routine duties. According to Janet (1978:32) she makes am list of things to be done as soon as possible after meeting, ticking them off as they are dealt with. The effective secretary should work without supervision. 

The qualities of a good secretary can be divided into two categories namely: -

Under business qualities we have: -

·         A good Education training and initiative

·         Punctuality, conscientiousness and willingness

·         Discretion, and diplomacy

·         Loyal to her executive and the management

Under personal qualities, we have

·         Good health and smart in dressing

·         Capable of co-operating with others

·         Willingness to help

·         Desire to add her general knowledge

Apart from the above mentioned qualities, Elder Onah in his write – up mentioned other qualities like

·         Secretarial skills which is a good knowledge in shorthand, typewriting, information processing and communication skills.

·         Organizing skills – she must be well organized so that the office routines are reliable to produce effective result. Capable of working on her own initiative without having to wait for her boss for instructions.

·         Adaptable – she must be willing to be helpful at time especially in the time of stress. To be adaptable to changes in the nature of her work in order to deal with pressure of work.

2.3     EXECUTIVE APPLICATION OF LEADERSHIP STYLE TO SECRETARIAL FUNCTIONS IN A BUREAUCRATIC

A chief executive that is autocratic makes decision and announces it to his subordinates for implementation. This can be effective in achieving short term result. This is because secretaries and other responds to work out of fear of what might happen to her if she fails to comply with instruction. If the secretary now understands that the boss is the type that wants his instructions to be followed strictly, it means that the secretary will be nothing if the boss is not there and act like machines which receive only instruction.

The style of corrupt leadership when adopted by the executives affect the initiative of the secretary on whose responsibility rest on confidential take initiative but rather behave slavishly  waiting for bribe and tip off before she could carry out her duties. It also discourages innovation which might lead to increase in productivity.

The executive should consider motivation to secretary to enhance successful performance to her duties. Because if the welfare of secretary is considered then she will be motivated to bring out those skills in her; also she will be putting in her best.

SUMMARY OF THE LITERATURE REVIEW

The literature review the concept, bureaucracy in administration, secretary and executive, executive application of leadership style to secretary.

Bureaucracy in our administration is a system of carrying out official duties from top to bottom which is from highest officer to subordinates. Also secretary is the one to help the chief executive and the office work moving smoothly if leadership is required from the executive to help the secretary carry her duties effectively.