A STUDY OF AN ANALYSIS OF THE OCCUPATIONAL SCHEDULES FOR SECRETARIES

ABSTRACT

This study was undertaken as a result of what appears to be the attitude of some typist and stenographers towards acting as personal secretaries in Anambra State civil service.

This occupational schedule for personal secretaries” in Anambra state civil service.

It is accepted that some civil service in Anambra state employ some glorified typist who are not qualified for the job of personal secretaries to perform their duties.

However, it is the purpose of this study  to investigation the actual duties performed by these personal secretaries  and what actually hinders their duties and how effective and efficient they are in carrying out their duties.

The population for the study was  made up of thirty personal secretaries. At raw ma job which effects their productivity. Among these problem are constant breakdown of office machine and inadequate qualified secretaries. Based on the finding it was recommended that the chief executive chairman should give immediate attention to the chairman that need repairing the chairmen should make sure that secretaries get adequate material their job in order to enhance their secretarial job productivity.

The researcher also recommend that in service training should be granted to the personal secretaries order to increase their productivity  course and the use of new office machine eg computer electric typewriters word processing machine.

CHAPTER ONE

INDTRODUCTION

BACKGROUND OF THE STUDY

The modeled on the British Civil service in-fact, it was the British who daring the congenial period set up the civil service in each of these territories. When we talk of civil service we mean the machinery made up of the personnel of the various ministries which advise on and execute policy by Koont (1993) there are four main  classes of civil service the administrative  class, the executive, the   clerical and the manipulation classes by  Nwachukwu (1988) Administrative class seems to be most prestigious and remunerative because it has the closest contact with the ministers which has to do with various types of secretaries.

It will be realized that every association, government, clubs, union etc have secretaries. These are secretaries to local state and federal government and also there are various grades or class of secretaries in both state and federal ministry such as assistant secretary deputy secretaries permanent  sectary. It is important to note that none of these received any formal training or possesses especial skill that is required in the performance of  secretarial duties.

1.1     Originally a secretary was someone to whom, an absolute confidence is reposed on who could  write letters for a king or great nobler and  who could keep the content to himself by Lucy T (1990) that is he is qualified with the word confidential. In business circles the secretary would write has employer business and  social letters all the hand and keep the information classified as secretary to  himself white he disseminates those that are meant for internal consumption before the invention of the typewriter and it twice bother shorthand

Recently according to Ahaefule (1986) a secretary is the office worker who combine the major skills of shorthand and typewriting with other competence of filing and telephone techniques in the performance of his duties.

The project will attempt to investigation and point out the interested dustier scheduled for personal secretaries in local government office as well as civil service and how they appreciate their job. An efficient secretary ought to arrange his employers travel booking of hotel filling his employers personal of and business correspondence: a secretaries is the mirror of his organization in the sense the he keeps all the organizational confidential matters secret. Occupational schedule of secretaries in an office:

(a)     To conduct office correspondence

(b)     To maintain accounts and records

( c)     To look after the registration of new members and collection of subscription and donation.

(d)     To plan programmes for the members.

(e)      To execute the decision of the managing committee.

(f)      To advice the managing committee in matter relating to the family and other assets of the organization are properly maintained and kept secure from any misuse.

(h)     To convene meeting of members of managing committee and to prepare the require documents and minutes meeting.

As it is done in Raw materials research and development council Awka, secretary of an embassy: The secretary of an embassy or high commission or a diplomatic mission rank next to the embossed or high commissioner and acts as head of the establishment in the absence of the  ambassador he looks after the secretarial  functions of the establishment. His job is highly responsible and of a confidential nature. He renders useful advises to the head of the establish ought to arrange his employers travel booking of hotel filling his employers personal of and business correspondence: a secretaries is the mirror of his organization in the sense the he keeps all the organizational confidential matters secret. Occupational schedule of secretaries in an office:

(a)     To conduct office correspondence

(b)     To maintain accounts and records

(c)     To look after the registration of new members and collection of subscription and donation.

(e)      To plan programmes for the members.

(f)      To execute the decision of the managing committee.

(g)To advice the managing committee in matter relating to the family and other assets of the organization are properly maintained and kept secure from any