1.1 Introduction
Professional ethics refers to the set of principles and standards that guide the behavior and conduct of individuals in a specific profession, ensuring accountability, integrity, and excellence in service delivery (Aina, 2010). Morality, on the other hand, involves the system of values and beliefs that distinguish right from wrong in human behavior and decision-making (Nwosu, 2018). In the context of secretarial practice, these concepts are intertwined to ensure that secretaries perform their duties with honesty, confidentiality, respect, and professionalism. Secretaries occupy a critical position in organizational administration as they manage communication, maintain records, coordinate activities, and serve as intermediaries between management, staff, and external stakeholders (Okafor & Udeh, 2020). Their professional conduct significantly influences the efficiency, reputation, and effectiveness of the institutions they serve.
In Federal Polytechnic Nekede, the role of secretaries is particularly important due to the complex administrative operations and high volume of documentation and correspondence that characterize the institution. Secretaries are expected to exhibit diligence, impartiality, and ethical responsibility in handling confidential information, managing office resources, and interacting with staff and students (Ojo, 2016).
This chapter introduces the research by reviewing the background that informed the study, identifying the issues that led to its formulation, and outlining the aim and objectives. It also explains the study's significance, defines its scope, presents the research questions and hypotheses, addresses the limitations, and clarifies important terms used throughout the work.
1.2 Background of Study
The practice of secretarial work has evolved significantly over the decades, shaped by the growing complexity of administrative systems, technological advancements, and increasing demands for professionalism in organizational management. Historically, secretarial duties were limited to clerical tasks such as typing, filing, and basic correspondence, with minimal emphasis on ethical and moral considerations (Aina, 2010). However, as institutions expanded and administrative responsibilities became more critical to organizational success, the role of secretaries transformed into one that required a higher level of professional competence, ethical awareness, and moral judgment. According to Nwosu (2018), professional ethics in secretarial practice emerged as a formal concept in the mid-20th century when organizational structures became more complex and accountability in administrative functions became essential. Secretaries were no longer viewed merely as assistants but as custodians of confidential information, coordinators of communication, and integral participants in decision-making processes. The incorporation of ethical and moral standards into secretarial practice was necessary to ensure integrity, impartiality, and professionalism in the management of office affairs.
In the Nigerian context, the development of professional ethics for secretaries has been closely linked to the establishment of educational programs and professional associations that emphasize ethical conduct. Okafor and Udeh (2020) reported that the emergence of institutions such as the Nigerian Institute of Professional Secretaries and the introduction of formal secretarial studies in polytechnics and universities significantly influenced the ethical orientation of secretarial staff.
Professional ethics and morality are fundamental aspects of secretarial practice, serving as guiding principles that ensure efficiency, accountability, and integrity in administrative roles. According to Aina (2010), professional ethics in office practice provides a framework for secretaries to conduct themselves responsibly, maintain confidentiality, and deliver services that meet organizational standards. The secretarial profession demands adherence to ethical standards because secretaries act as the interface between management, staff, and external stakeholders, making their moral conduct essential for the smooth operation of institutions.
It is reported that ethical lapses among administrative personnel, including secretaries, negatively affect organizational efficiency, employee morale, and public perception of institutions (Okafor & Udeh, 2020). Instances of mismanagement of office resources, delayed correspondence, and breach of confidentiality underscore the critical need for secretaries to uphold high ethical and moral standards. Furthermore, Nwosu (2018) asserted that the moral character of secretaries influences decision-making processes, interpersonal relationships, and overall institutional effectiveness, highlighting the link between ethical behavior and organizational productivity.
Scholars have also emphasized that professional ethics is not only about compliance with rules but also involves personal integrity, honesty, and fairness in handling office duties. Ojo (2016) stated that secretaries who display moral rectitude foster trust and credibility in their institutions, while unethical practices lead to diminished confidence and organizational inefficiency. Similarly, Eze (2019) affirmed that ongoing professional development and training in ethics are vital for secretaries to adapt to the evolving demands of administrative responsibilities. Additionally, Adedayo (2017) contended that a strong ethical foundation among secretaries strengthens institutional governance and promotes a culture of accountability. This study is set against the backdrop of examining the professional ethics and morality required of secretaries in Federal Polytechnic Nekede.
1.3 Statement of Problems
Investigation revealed that the role of secretaries in Federal Polytechnic Nekede is increasingly demanding, especially as administrative processes evolve toward higher standards of professionalism, accountability, and ethical conduct. Secretaries serve as the backbone of office communication, documentation, and organizational coordination, which means their daily actions are directly linked to the credibility and operational efficiency of the institution. However, observations within many public tertiary institutions suggest that adherence to professional ethics and moral standards is sometimes inconsistent, leading to gaps in service delivery, confidentiality management, communication quality, and interpersonal relationships.
Furthermore, there is a noticeable apprehension that some secretaries may struggle with issues such as maintaining strict confidentiality of sensitive documents, demonstrating impartiality in handling official matters, or showing the level of courtesy and respect expected in professional interactions. In some cases, ethical dilemmas arise when secretaries face pressure from superiors or colleagues, which may influence their ability to uphold moral judgment. On the other hand, some secretaries exhibit exemplary ethical behaviour, yet their efforts are not enough to mask the general perception that professionalism in secretarial practice is declining, especially where institutional policies are not strongly enforced or where training in ethics is inadequate. It is against this backdrop that this study seeks to examine the professional ethics and morality required of secretaries in Federal Polytechnic Nekede.
1.4 Purpose of the Study
The purpose of this study is to examine the professional ethics and moral standards required of secretaries in Federal Polytechnic Nekede. It seeks to identify the ethical challenges that secretaries face in the course of their duties, evaluate how moral principles influence administrative efficiency, and propose strategies for promoting ethical conduct within the institution.
1.5 Aim and Objectives of Study
The aim of this study is to investigate the professional ethics and morality required of secretaries in Federal Polytechnic Nekede.
The specific objectives of the study include:
- To examine the level of awareness of professional ethics among secretaries in Federal Polytechnic Nekede.
- To assess the influence of moral standards on secretarial performance.
- To identify challenges that affect the adherence to professional ethics among secretaries.
- To determine strategies for improving ethical and moral conduct in secretarial practice.
1.6 Research Questions
The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:
- What is the level of awareness of professional ethics among secretaries in Federal Polytechnic Nekede?
- How do moral standards influence the performance of secretaries in the institution?
- What are the challenges that affect adherence to professional ethics among secretaries?
- What strategies can be implemented to improve ethical and moral conduct in secretarial practice?
1.7 Research Hypothesis
In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.
Hypothesis One
- H0: There is no significant relationship between professional ethics and secretarial performance in Federal Polytechnic Nekede.
- H1: There is a significant relationship between professional ethics and secretarial performance in Federal Polytechnic Nekede.
Hypothesis Two
- H0: Professional ethics significantly influence the performance of secretaries in Federal Polytechnic Nekede.
- H1: Professional ethics significantly influence the performance of secretaries in Federal Polytechnic Nekede.
1.8 Significance of Study
The study of professional ethics and morality required of secretaries in Federal Polytechnic Nekede will contribute significantly to improving administrative efficiency and enhancing the overall functioning of the institution. The research will also assist administrative leaders in the study area in designing policies that strengthen ethical compliance among staff.
Furthermore, the study will inform training institutions and professional bodies about the need to strengthen ethical education and continuous professional development programs tailored for secretarial practice. In addition, the research will serve as a reference point for future studies on administrative ethics and secretarial practice within tertiary institutions.
Lastly, the study will contribute to academic literature, serving as a reference for future research in secretarial practice, ethics, and organizational management.
1.9 Scope of the Study
The study is confined to Federal Polytechnic Nekede in Imo State, Nigeria, and investigates only the ethical and moral standards required of secretaries in this institution.
1.10 Limitations of the Study
During the course of this study, there were some problems encountered which stood as limitations to the research work. Some of the limitations include:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).
- Initial Cooperation Delay from Respondents: A particular limitation of this work came as a result of the respondent refusal to offer their cooperation at the initial time they were contacted. This contributed in making the success of this research study difficult.
1.11 Definition of Terms
Professional Ethics: Refers to the principles, standards, and codes of conduct that guide secretaries in performing their duties responsibly and with integrity (Aina, 2010).
Morality: The set of beliefs and values that distinguish right from wrong behavior, guiding secretaries in making ethical decisions in the workplace (Nwosu, 2018).
Secretary: An administrative professional responsible for managing communication, maintaining records, scheduling appointments, and ensuring the smooth operation of an office (Okafor & Udeh, 2020).
Confidentiality: The ethical obligation of secretaries to protect sensitive information from unauthorized access or disclosure (Ojo, 2016).
Professional Conduct: The expected standard of behavior, including honesty, integrity, and diligence, that secretaries must demonstrate in their roles (Eze, 2019).
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