ABSTRACT
This study assessed the problems and challenges of female
secretaries and achievement of organization efficiency in Ijebu-Ode Local
Government area. It employed descriptive
approach of data gathering and analysis. Fifty (50) female secretaries were
selected for the study. The non-parametric tool of chi-square was employed for
the purpose of data analysis; three research hypotheses were tested in all.
Data analyzed revealed that female secretaries face
different challenges in their work environment.
These challenges range from sexual assault to dynamism in work
environment. The researcher however
recommended that organizations should procure as many modern technological
gadgets as are available in the market to enable female secretaries increase
their productivity.
TABLE OF CONTENTS
CHAPTER ONE
1.0 INTRODUCTION
1.1 STATEMENT
OF THE PROBLEM
1.2 PURPOSE
OF THE STUDY
1.3 RESEARCH
QUESTIONS
1.4 RESEARCH
HYPOTHESES
1.5 SIGNIFICANCE
OF THE STUDY
1.6 SCOPE
OF THE STUDY
1.7 LIMITATION
OF THE STUDY
1.8 OPERATIONAL
DEFINITION OF TERMS
CHAPTER TWO
2.0
LITERATURE
REVIEW
2.1 INTRODUCTION
2.1.1 THE TYPICAL NIGERIAN OFFICE SECRETARY
2.1.2 HIGHLIGHTS OF FEMALE SECRETARIAL PROBLEMS
2.1.3 THE ROLE OF COMPUTER LITERACY AMONG FEMALE SECRETARIES
2.2 THE FEMALE SECRETARY IN A CHANGING ENVIRONMENT
2.3 SECRETARIAL EDUCATION IN NIGERIA
2.4 CHALLENGES OF SECRETARIAL EDUCATION IN NIGERIA
2.4.1 LACK OF GOVERNMENT COMMITMENT TO SECRETARIAL EDUCATION
IN SECONDARY SCHOOLS
2.4.2 LOW SOCIETAL VALUE FOR
SECRETARIAL EDUCATION
2.4.3 STUDENTS’ INTEREST
2.4.4 LACK OF QUALIFIED SECRETARIAL TEACHERS TO TEACH SECRETARIAL
SUBJECTS
2.4.5 LACK OF COMPUTERS AND INTEREST
2.4.6 SHORTHAND
2.5 KNOWING THE FEMALE GRADUATE OFFICE SECRETARY
2.5.1 QUALITIES OF THE GRADUATE OFFICE SECRETARY
2.5.2 EXECUTIVE SECRETARIAL DUTIES
2.5.2.1 Diaries and Appointments
2.5.2.2 Meetings
2.5.3 CHALLENGES OF TRAINING GRADUATE OFFICE SECRETARIES
2.6 SUMMARY OF LITERATURE REVIEW
CHAPTER THREE
3.0
RESEARCH
METHODOLOGY
3.1 INTRODUCTION
3.2 METHODOLOGY
3.3 REAEARCH DESIGN
3.4 POPULATION OF THE
STUDY
3.5 SAMPLING AND
SAMPLING TECNIQUES
3.6 RESEARCH INSTRUMENT
3.7 VALIDITY OF THE
INSTRUMENT
3.8 RELIABILITY OF THE
INSTRUMENT
3.9 METHOD OF ANALYSIS
CHAPTER FOUR
4.0
DATA
ANALYSIS, INTERPRETATION AND DISCUSSION
4.1 DEMOGRAPHIC DISTRIBUTION OF RESPONDENTS
DISTRIBUTION OF RESPONDENTS ACCORDING TO THEIR GENDER DEMOGRAPHIC DATA
4.2 DATA ANALYSIS
CHAPTER FIVE
5.0
SUMMARY,
CONCLUSION AND RECOMMENDATION
5.1 SUMMARY
5.2 CONCLUSION
5.3 RECOMMENDATIONS
APPENDIX: QUESTIONNAIRE
CHAPTER ONE
1.0
INTRODUCTION
In any establishment, the secretary
is seen as a key factor to other personnel in an organization. It is quite impossible to by-pass the
secretary to other executives; hence the role of the secretary cannot be
over-emphasized. A secretary has been
given so many titles as pillar, mirror and skeletal structure of an
establishment.
The word secretary has been in
existence for a very long time precisely as soon as business organization came
into being. The Oxford Advanced Learners Dictionary defined a secretary as an
employee in an office, who deals with correspondence, keeps records, make
arrangements and appointment for a particular member of staff.
A secretary is the principal
administrative support position in an office and increases the effectiveness of
program staff by coordinating the paper flow of the office and carrying out the
day-to-day administrative support activities required to accomplish the work of
the organization. The tasks which the
secretaries perform fall into four broad categories; communication,
coordination, organizations and records maintenance. Within these categories, Secretaries perform
a variety of tasks which enable managers and staffs to accomplish the mission
of the agency.
It is pertinent to say that, despite
the facts that secretary has many roles to play in the management of any
organization, so also there are many challenges and problems facing the
secretary which may affect the proper running of an organization, especially
the female secretaries.
These problems may range from
interpretation of words, tact’s in handling of office routines, inability to
tackle complex situation, gender, and lack of general secretary skills to
enhance efficiency.
Therefore, a female secretary needs
to have good basic educational background and experience. In addition, a female secretary should have
good secretarial skills in shorthand, typewriting, she must be computer
literate and sound knowledge of English Language and practical experience of
office works since a female secretary is expected to ease the burden of her
boss whose work and responsibilities make heavy demand upon her.
1.1
STATEMENT OF THE PROBLEM
The following areas are to be
identified such as lack of recognition for a female secretary, sexual assault
from the boss, difficult boss, gender and working hours have become a very
serious problem in an organization.
Drastic measure needs to be taken to prevent these problems among the
female secretaries in an organization.
Considering the problems and
challenges faced by the female secretaries from their boss, it arouses the
interest of the researcher to appraise the challenges faced among female secretaries
in an organization.
1.2
PURPOSE OF THE STUDY
The purpose of this study is to
highlight the challenges and problems facing a female secretary and achievement
of the organization efficiency.
This project will also expose the
cause of the problems and challenges of female secretaries and the effect on
the organization they work for. It will
reveal the ideal type of relationship a female secretary should maintain with
the public.
1.3
RESEARCH QUESTIONS
1.
Are
female secretaries more effective than male secretaries in an organization?
2.
Will
stress at both home and office liable to destabilize competent female
secretary?
3.
Is
pregnancy a major setback for female secretaries to do their job efficiently?
4.
Will
cordial relationship between the boss and secretary enhance productivity?
5.
Are
female secretaries facing assault from their boss?
1.4
RESEARCH HYPOTHESES
1. Female secretaries are more effective
than male secretaries in an organization.
2. Stress at both home and office are
liable to destabilize competent female secretary.
3. Pregnancy is major setback for female
secretaries to do their job efficiently.
4. Cordial relationship between the boss
and secretary can enhance productivity.
5. Female secretaries are said to be
seductive and sometimes face sexual assault from their boss.
1.5
SIGNIFICANCE OF THE STUDY
The success and achievement of any
organization depends on a great deal of the effectiveness and efficient
performance of its secretaries. Knowing
this fact, management has tried to adopt, effective personal policies on how
best to encourage these secretaries so as to get the best from them in terms of
output and flow of information effective use of time and efficient running of
the organization.
This research study would be of help
for any organization to know that company secretaries are the primary source of
advice on the conduct of business and can span everything from legal advice on
conflicts of interest through accounting advice on financial reports, to the
development of strategy and corporate planning.
It is also hoped that this work would
provide guidance to management on how to treat their secretaries for effective
productivity.
The research study stands as a model
and code of conduct for peaceful working condition between the female
secretaries and her boss within the organization for the achievement of the
organization efficiency.
1.6
SCOPE OF THE STUDY
The research is to be conducted in
Ogun State, Ijebu-Ode Local Government precisely to examine the performance and
the achievement of the female secretaries in the organization. It is also aimed at studying the means of
eradicating the problems and challenges faced by the female secretaries and
thereby establish a good communication and relationship between the female
secretary and her boss.
1.7
LIMITATION OF THE STUDY
The researcher, due to financial
constraint, limited time and distance, limited the research to only an
organization in Ijebu-Ode, Ogun State.
However, it is hoped that these
constraints named above, will be checkmated by making the best use of the
materials to be use and spending more than the necessary time in the research
work.
1.8
OPERATIONAL DEFINITION OF TERMS
Some terms expressions or technical
work used in the process of the research write up is clearly defined and their
meaning well explained. Some of these
terms include;
1. SECRETARY:
According to Wikipedia meaning, a secretary is also an administrative
assistant, is a person whose work consists of supporting management, including
executives, using a variety of project management, communication and
organizational skills. A company
secretary is responsible for the efficient administration of a company,
particularly with regard to ensuring compliance with statutory and regulatory
requirements and for ensuring that decisions of the Board of Directors are
implemented.
2. EMPLOYER: An
employer is a person that employs one or more people for wages or salary. It is also a person in charge of business to
hire workmen to the business to hire workmen to the business for easy running
of the business.
3. OFFICE: An
office is a place where clerical activities are being taken place. Is a place of position of duty, trust, or authority
{e.g office of the president} and professional duties are performed.
4. PROBLEMS: Is
something that is difficult to deal with or to understand.
5. CHALLENGE: Is
a new or difficult task that test someone’s ability and skills. It’s a demanding task or situation of things.
6. ACHIEVEMENT:
Is a thing that somebody has done successfully, especially using their own
effort and skill. Its also the action or
process of achieving something.
7. EFFICIENCY: Is
the quality of doing something well with no waste of time or money.
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