ABSTRACT
The major
purpose of this study was to determine the assessment of competencies required
by secretaries in secondary schools in Aguata Local Government Area of Anambra
State. The population of the study comprises of 30 secretaries in 21 secondary
schools in Aguata Local Government area. Two research questions were formulated
which guided the study. A structured questionnaire was formulated which guided
the study. A structured questionnaire was developed and validated percentage
were used to answer the research questions. The major findings of the study
were (1) Oral communication skills is important for secretaries to carry out
their works effectively. (2) Written communication skill is essential for a
secretary requiring a broad vocabulary, proper grammar and good spelling (3)
Interpersonal communication skill will help secretaries to build a good
relationship with people. It was concluded that (i) Preparing presentation and
creating spreadsheet is important to secretaries (ii) Word processing and
transcription is essential to secretaries employed in secondary schools (iii)
Secretaries employed in Secondary schools must master document management for
the effectiveness of their job.
TABLE OF CONTENT
Title
page------------------------------------------------------------i
Approval
page------------------------------------------------------ii
Certification--------------------------------------------------------iii
Dedication
----------------------------------------------------------iv
Acknowledgement--------------------------------------------------v
Table of
content----------------------------------------------------vi
Abstract--------------------------------------------------------------vii
CHAPTER ONE:
1.0
Introduction-----------------------------------------------------1
1.1 Background of the study ----------------------------------1
1.2 Statement of the problem ----------------------------------3
1.3 Purpose of the study -----------------------------------------4
1.4 Significance of the
study------------------------------------5
1.5 Research
Question--------------------------------------------6
1.6 Delimitation of the
study------------------------------------6
1.7 Definition of
terms--------------------------------------------7
CHAPTER TWO:
2.0 Review of
related literature------------------------------------8
2.1 Meaning of
competency and secretary----------------------9
2.2 Meaning of
secretary--------------------------------------------13
2.3
Communication skills required by secretaries
in secondary
schools-----------------------------------------------16
2.4 Computer
skills required by secretaries in
secondary
schools---------------------------------------------------18
2.5 Summary of
literature Review---------------------------------19
CHAPTER THREE
3.0 Research
methodology-------------------------------------------21
3.1 Design to the
study-----------------------------------------------21
3.2 Area of
study-------------------------------------------------------21
3.3 Population
of the study-------------------------------------------23
3.4 Description
of instrument used in Data collection----------24
3.5 Validation
of the study--------------------------------------------24
3.6 Distribution
and Retrieval of the Instrument-----------------25
3.7 Method of
Data Analysis------------------------------------------25
CHAPTER FOUR
4.0 Data
presentation and analysis----------------------------------27
4.1 Discussion
of the findings----------------------------------------32
CHAPTER FIVE
Summary of the Findings, conclusion and
recommendation--------------------------------------------------------33
5.1 Re-
statement of problem------------------------------------------33
5.2 Summary of
findings-----------------------------------------------34
5.3
Conclusion-----------------------------------------------------------35
5.4
Recommendation----------------------------------------------------35
5.5
Limitations of the study -------------------------------------------36
5.6
Suggestions for further research---------------------------------37
References-----------------------------------------------------------------38
Appendix A
Request to complete Questionnaire---------------39
Appendix B
Research Questionnaire-------------------------------40
CHAPTER ONE
1.0 INTRODUCTION
1.1 BACKGROUND OF STUDY
Secretary has always been a vital link
between those who make management level decisions and those who react to and
implement the decisions. In the present role of administrative assistant,
however, a competent and responsible secretary serve not only as a link between
management and staff but also a key support person for the executives.
The word secretary has been understood
in different ways by different people. Some see if as a typist or a
receptionist or even as an office clerk.
According to Azuka and Agomuo (1993)
secretary is a person employed by
another person, society or corporation for the purpose of conducting
correspondence, keeping business records and transacting other business. He
acts as an aide and the close assistant to the boss. He is the vehicle through
which his boss or organization’s actions are conveyed to the public in readable
and discernable form.
A secretary is therefore a person
overseeing business confidentially, usually for powerful individuals. A
secretary can also be seen as a person, whose work consists of supporting
management, including executives using a variety of project management,
communication and organizational skills. These functions may be entirely
carried out to assist one other employee or may be for the benefit of more than
one.
In other hand, a secretary is an
officers of an organization who deals with correspondence admits new members
and organizes official meetings and
events. According to Merrian Webster secretarial Handbook (1993) the
administrative expansion of the secretaries function is reflected in the definition
of a secretary provided by professional secretaries international. A secretary
was defined as an executive assistant who demonstrates the ability to assume
responsibility without direct supervision who exercises imitative and judgment
and who makes decisions within the scope of assigned authority. From the
definition the real secretary is an assistant to the executive. A secretary as
a result of training process mastery of office skills, discharges his duties unsupervised
and displays initiative resulting from a good knowledge of his organization.
Whitehead (1977) in Elendu (2001)
observed that “behind every successful executive, there is a first class
private secretary who acts as an alter ego or other self”. For this reason,
secretaries should possess some qualities and skills to enable them act as
alter ego to their executives. These requirements include: business knowledge,
secretarial skills, language skills and so on. The duties of secretaries have
contributed to the growth and fast changing of the organizations. The quality
of secretaries in this modern era has made it easy to meet social, political,
economic and educational needs of the society, Onwuka (2005).
1.2 STATEMENT OF THE PROBLEM
In many organizations, secretaries are
seen as disposable employee who should be hired and fired at will (Azuka and Agomuo
1993). This is as a result of poor skills acquisition and poor attitude of
these secretaries. In the past, many secretaries were placed in positions of
responsibility but lacked enough authority to carry out their responsibility.
The current foster pace of business and the resulting functions and more
advanced skills available help to delegate both more responsibility and more
authority to the secretaries. While the qualifications for different job slots,
vary with the nature of the particular job and the requirement of each executive,
the trend today is towards better educated secretaries who are willing and
qualified to perform as many tasks as can be delegated to them (Webster’s
secretarial Handbook).
Therefore, the problem of this study
posed as a question to identify the knowledge, skills and attitude of
secretaries that work in secondary schools to enable them face the current
roles and responsibilities of secretaries in this modern era.
1.3 PURPOSE OF THE STUDY
The major purpose of this study was to
determine the competencies required of secretaries employed in secondary
schools in Aguata local government area of Anambra state.
Specifically
the study was to:
1.
Identify the communication skills
required of secretaries employed in secondary schools.
2.
Find out computer skills required of
secretaries in secondary schools.
1.4 SIGNIFICANNCE OF THE STUDY
This
study will contribute to the re-examination of the skills of school
secretaries, the expansion of their work in this contemporary era. It will also
help the executive of secondary schools to understand the importance of
secretaries should possess to enable them perform their duties.
The findings of this study will help
secondary school administrators to have a better administration. In allocation
of duties the findings of the study will help them to know the necessary skills
and attributes the secretaries should possess to enable them serve their
organization well. It will also help the secretaries in secondary schools to
realize themselves as the image maker of the school.
1.5 RESEARCH QUESTIONS
The study sought answers to the
following research questions:
1.
What are the communication skills
required of secretaries employed in secondary schools?
2.
What are the computer skills required of
secretaries in secondary schools?
1.6 DELIMINATION OF STUDY
This study is delimited to the knowledge
and skills required of secretaries employed in secondary schools. It focused on
the communication skills and computer skills of secretaries employed in
secondary schools.
1.7 DEFINITIONS OF TERMS
ASSESSMENT:
The evaluation or estimation of the nature quality or ability of someone or
something.
COMPETENCIES:
Having the necessary skill or knowledge of doing something.
SECRETARY:
A person employed by another person, society or corporation for the purpose of
conducting correspondence.
MANAGEMENT:
Is the act of managing or able to cope.
ADMINSTRATIVE:
Of or relating to administering or administration.
ASSISTANCE:
A person who assists or helps someone else.
RESPONSIBILTIY:
A duty, obligation or liability for which someone is held accountable.
ORGANIZATIONS:
An organized body of people with a particular purpose, especially a business,
society, association e.t.c.
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