An Appraisal of the Roles and Position of Confidential Secretaries in the Civil Service of Anambra State Problems and Strategies for Improvement
Objective of the study
- To identify and analyze the challenges and problems encountered by confidential secretaries in the course of their duties
- To evaluate the existing recognition programs and professional development initiatives available for confidential secretaries in Anambra State
- To assess the technological infrastructure available to confidential secretaries within the Civil Service
CHAPTER TWO
REVIEWED OF RELATED LITERATURE
Conceptual Issues
Who is a Secretary? This question looks simple. But it is the most difficult question to be answered. The answer to this question is one of the most important objectives of this paper. It is very common in Nigeria to see a lot of personnel bearing the title of Secretary, Executive Secretary, Administrative Secretary, Company Secretary, and Executive Assistant, Confidential Secretary, Personal Secretary, Personal Assistant etc. without actually knowing which type of the Secretary should bear that title. An attempt was made to provide a general meaning of Secretary by Iyanda (1990) as put forward by Ahukannah and Ugoji (2009), when he stated that the title “Secretary” may refer to a Chief Administrator or an organization or to a person who performs the functions of organizing and recording he proceeding of a meeting or to a professional auxiliary staff, skilled in shorthand and word processing and mainly responsible to an executive. The following persons also go by the name “Secretary”:
- Executive/Administrative Secretary: These categories of secretaries normally serve national and international organizations like the United Nation, African Union, ECOWAS, UNESCO etc.
- Corporate Secretary or Company Secretary: The services of company secretaries were as provided in the Companies Act. The company secretaries’ takes charge of the administration of their companies and also function as secretary to the Board of Directors. In addition, Registrars of governmental establishments such as the Polytechniques, Universities, etc are the Secretarial staff of their various councils and producing minutes.
- Honourary Secretary: Non profit making clubs and associations normally have a person elected from amongst their members to serve as honourary secretary. The notion ‘honourary’ means that the secretary is not paid for his/her services to the club or association. Such secretaries also perform secretarial functions including recording and producing minutes of meetings.
- Confidential Secretary or Executive Assistant: The Confidential Secretary or Executive Assistant or Personal secretary is a professional auxiliary staff, skilled in shorthand and in word and information processing and mainly responsible to an executive. He or she is a professionally qualified and highly experienced person who is an expert in administration and business information systems and in management communication and record. This type of secretary is normally attached to a top level executive or middle level managers.
For the purpose of this paper, Secretary therefore refers to the Confidential Secretary, Executive Assistant or Personal Secretary and shall be used simultaneously with the aforementioned nomenclatures. The Confidential Secretary is a person who under direction performs a variety of confidential, administrative and secretarial duties for a chief executive, departmental head and supervisory and professional staff. This Secretary or Personal Assistant is a person whose work consists of supporting management executives, using varieties of project management, communication or organizational skills, which are carried out to assist one or more employees. Furthermore, the Confidential Secretary is an assistant to an executive, possessing mastery of office skills and ability to assume responsibility without direct supervision, who displays initiative, exercises judgment and make decisions within the scope of his authority. He performs the myriad of daily chores that nibble away at an executive time. As the principal administrative support in the office, the confidential secretary increases the effectiveness of programme of staff by coordinating the paper flow of the office and carryout the day-to-day administrative support activities required to accomplish the work of the organization (Onifade, 2010).
CHAPTER THREE
RESEARCH METHODOLOGY
INTRODUCTION
In this chapter, we described the research procedure for this study. A research methodology is a research process adopted or employed to systematically and scientifically present the results of a study to the research audience viz. a vis, the study beneficiaries.
RESEARCH DESIGN
Research designs are perceived to be an overall strategy adopted by the researcher whereby different components of the study are integrated in a logical manner to effectively address a research problem. In this study, the researcher employed the survey research design. This is due to the nature of the study whereby the opinion and views of people are sampled. According to Singleton & Straits, (2009), Survey research can use quantitative research strategies (e.g., using questionnaires with numerically rated items), qualitative research strategies (e.g., using open-ended questions), or both strategies (i.e., mixed methods). As it is often used to describe and explore human behaviour, surveys are therefore frequently used in social and psychological research.
POPULATION OF THE STUDY
According to Udoyen (2019), a study population is a group of elements or individuals as the case may be, who share similar characteristics. These similar features can include location, gender, age, sex or specific interest. The emphasis on study population is that it constitutes of individuals or elements that are homogeneous in description.
This study was carried to examine an appraisal of the roles and position of confidential secretaries in the civil service of Anambra state problems and strategies for improvement. Selected staff of civil servants in Anambra civil service form the population of the study.
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
INTRODUCTION
This chapter presents the analysis of data derived through the questionnaire and key informant interview administered on the respondents in the study area. The analysis and interpretation were derived from the findings of the study. The data analysis depicts the simple frequency and percentage of the respondents as well as interpretation of the information gathered. A total of eighty (80) questionnaires were administered to respondents of which only seventy-seven (77) were returned and validated. This was due to irregular, incomplete and inappropriate responses to some questionnaire. For this study a total of 77 was validated for the analysis.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
Introduction
It is important to ascertain that the objective of this study was to ascertain an appraisal of the roles and position of confidential secretaries in the civil service of Anambra state problems and strategies for improvement. In the preceding chapter, the relevant data collected for this study were presented, critically analyzed and appropriate interpretation given. In this chapter, certain recommendations made which in the opinion of the researcher will be of benefits in addressing an appraisal of the roles and position of confidential secretaries in the civil service of Anambra state problems and strategies for improvement
Summary
This study was on an appraisal of the roles and position of confidential secretaries in the civil service of Anambra state problems and strategies for improvement. Three objectives were raised which included: To identify and analyze the challenges and problems encountered by confidential secretaries in the course of their duties, to evaluate the existing recognition programs and professional development initiatives available for confidential secretaries in Anambra State and to assess the technological infrastructure available to confidential secretaries within the Civil Services. A total of 77 responses were received and validated from the enrolled participants where all respondents were drawn from selected civil servants in Anambra state civil service. Hypothesis was tested using Chi-Square statistical tool (SPSS).
Conclusion
In conclusion, the roles and positions of confidential secretaries in the Civil Service of Anambra State are integral to the efficient functioning of the administrative machinery. Recognizing the challenges they face and implementing the proposed strategies for improvement can contribute to a more robust, efficient, and employee-friendly civil service. By addressing these issues, the study aims to pave the way for positive transformations, ensuring that confidential secretaries play a pivotal role in the success of the Civil Service of Anambra State
Recommendation
Based on the comprehensive appraisal of the roles and positions of confidential secretaries in the Civil Service of Anambra State and the identified problems, the following recommendations are proposed to enhance the effectiveness and well-being of confidential secretaries:
- Establish Recognition Programs:
The Civil Service of Anambra State should institute formal recognition programs to acknowledge the invaluable contributions of confidential secretaries. These programs can include awards, commendations, or other forms of recognition to boost morale and highlight the importance of their role.
- Implement Continuous Training Initiatives:
Develop and implement continuous training initiatives specifically tailored for confidential secretaries. Training programs should focus on enhancing their skills, keeping them abreast of modern administrative practices, and fostering adaptability to technological advancements.
- Upgrade Technological Infrastructure:
Invest in upgrading the technological infrastructure within the Civil Service to provide confidential secretaries with modern tools and software. This includes the adoption of secure communication platforms, document management systems, and other technologies that streamline administrative processes.
- Develop and Enforce Workload Management Policies:
Formulate and enforce workload management policies that ensure a balanced distribution of tasks among confidential secretaries. These policies should take into account the nature of their responsibilities, preventing excessive workloads that may lead to stress and burnout.
- Promote Employee Well-being:
Implement initiatives to promote the well-being of confidential secretaries, including stress management programs, flexible work arrangements, and wellness support. Prioritize a healthy work-life balance to enhance job satisfaction and overall productivity.
References
- Ahukannah, L.I. and Ugoji, E.I. (2009). Applied Office Administrative Procedure and Business Communication. Onitsha, Africana First Publishers, PLC.
- Musa, B. And Eghe, E.V. (2008). Public Personnel Administration: Concepts and Application. Kaduna, Joyce Graphic Printers and Publishers.
- Emeti, C.I. (2012). Shorthand in Secretarial Profession: What relevance in todlays Nigerian Organization. Wilberforce Island, Niger Delta University, Bayelsa State.
- Harrison, J. (1977). Secretarial Duties. London, Pitman Publishing Ltd.
- Harrison, J. , Odina, E.I., and Fosu, D. (1982). Secretarial Duties. Great Britain, Pitman Press.
- Idris, A. (2013). Current Issues and Best Practices in Secretarial Profession. Enugu, Journal of Professional Secretaries and Office Administrators, Vol. 21, No. 1.
- Obadailki, M.D. (2013). The Transformation Agenda and Increasing Role of Secretarial Profession in Nation Building. Enugu, Journal of Professional Secretaries and Office Administrators, Vol. 21, No. 1.
- Onifade, A. (2010). The Indispensable Secretary. Abeokuta, Moshood Abiola Polytechnic.
- Polinaidu, S. (2004). Public Administration. New Delhi, Galgotia Publications PVT. Ltd..
- Umaru, D.U. (2015). Introduction to Administrative Theories: An Insight into Administrative Communication Techniques. Makurdi, At-Mishad Publishers
