1.0 Introduction
1.1 Background of Study
The advent of the personal computer in the 1980s and the widespread adoption of information technology in the 1990s marked a transformative period for secretarial work. Secretaries were now expected to be proficient in a variety of software applications, including word processors, spreadsheets, and database management systems. This shift required significant upskilling and often led to challenges related to technological proficiency and adaptability (Martin, 2000). Entering the 21st century, the role of secretaries expanded further due to globalization and the increasing complexity of business operations. Secretaries were not only required to handle advanced technology but also to manage complex schedules, coordinate international communications, and support higher-level executive functions. These changes increased the cognitive and emotional demands placed on secretaries, making the role more challenging, particularly for new entrants (Smith & McKeen, 2003).
In every academic pursuit, there is every tendency to experience difficulties in the cause of training pupils to student particularly in the higher institution of learning. Going by these pressing issues, there is a lot of problem faced by beginning secretaries in federal polytechnic Nekede no matter the one chosen. The secretary would be expected to face some challenges and some of these problems are inherent to today's institution while some include these emanating from lecturer, visitors and other staff of the institution.
According to Njoku [2005] some of the problems inherent from today's secretaries may be inadequate equipment for production of satisfactory work.
The beginning secretaries do not understand the objective of the institution how it functions and what is expected of employees. The tremendous innovation in office equipment in the best few decades has caused revolution changes in both the nature of work and that of the secretary's role (Whitehead, 1981). This equipment innovation, which is mainly in the one of computer, reprographic machines, world processor etc, posed a lot of problem to the secretaries in the institution.
Institution is advance with the use of all these new equipment like computer electronic typewriter, word processor, to be skillfully utilized by the secretary in any institution and organization that the goals we be achieved. Therefore, in Nigeria where the research was carried out, the activities that was conducted is to know the Problems Faced by Newly Employed Secretaries in Higher Institution.
1.2 Statement of Problems
This is more like a question that needs answer. What gave rise to this problem are the complaint made by firms or institution of the new generation who have inexperienced secretaries as the secretary of the set-up and also firms who have ordinary typist {clerk} as secretary.
This paper is faced with the problem on how the secretaries lack skills in operating computer, electronic typewriter, photocopies etc. If they should posses the skill required of them; the modern business will reap the benefit of electronic equipment.
The use of the modern equipment to disseminate information has posed more problems of constant failure, inadequate finance to purchased these machines, lack of training and retraining, facilities to retain secretaries on the intricacies and operation of those sophisticated machines, besides; the use of office equipment my expose secretarial workers to substantial risk of loosing their job.
1.3 Aim and Objectives of Study
The aim of the study is to investigate the problems faced by newly employed secretaries in higher institution using Federal Polytechnic Nekede Owerri as a case study. In achieving this aim, the following specific objectives were laid out as follows to:
- To determine how modern equipment affect the performance of secretary in federal polytechnic Owerri;
- To analyze the problems related to interpersonal relationships and communication that new secretaries face;
- To find out the challenges of equipment poses in some selected offices; and
- To examine the difficulties new secretaries encounter in adapting to modern office technologies and software applications.
1.4 Research Questions
Some research questions formulated for the purpose of this study to guide the secretaries are:
- How does the modern equipment affect the performance of secretaries in federal polytechnic Nekede Owerri?
- What are the difficulties new secretaries encounter in adapting to modern office technologies and software applications?
- What are the changes that have been associated with the introduction of modern equipments?
1.5 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: Newly employed secretaries do not face significant technological challenges when adapting to modern office technologies and software applications.
- H1: Newly employed secretaries face significant technological challenges when adapting to modern office technologies and software applications.
1.6 Significance of Study
In the course of the write-up, majority of our new generation institution and the up-coming ones will be to capture and tackle the problems they are facing and what they are to face ahead.
The findings of the study will benefit the civil service workers in exposing the absence of such potentialities on them.
The findings of the study will in addition enlighten the secretaries on the demand of civil service offices and industries and their expectation in terms of excellent office skills. It will also be beneficial to secretaries in federal polytechnic Nekede Owerri to update their skills.
Finally, secretaries will be selected by being examined so as to fit the positions applied for, so as to contribute immensely to the attainment of institution objectives.
1.7 Scope of Study
This study is limited to finding the problem faced by beginning secretary's Job performance. Secretaries with the qualification of HND, B.SC or BA and above are selected due to their experience in secretarial profession.
This study also looks at the availability of the modern equipment and the problems these modern machines pose in the secretary's performance. This also implies that the duties or functions of the secretary go beyond the typing and filling of documents.
1.8 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.
1.9 Definition of Terms
Secretary:
It is a skill practitioner of the basic office who is employed as an administrative assistance to a superior officer.
Professional Secretaries:
Individuals employed within local government administrations who are responsible for administrative tasks such as communication management, information handling, and supporting decision-making processes.
Newly Employed Secretaries:
They are individuals who have recently started their roles as secretaries within a business organization, typically within the first year of employment.
Technological Challenges:
Difficulties encountered by secretaries in adapting to and effectively utilizing modern office technologies and software applications.
Interpersonal Relationships:
It is the connections and interactions between secretaries and their colleagues, supervisors, and other stakeholders within the organization.
Job Satisfaction:
It is the extent to which secretaries feel content with their roles, work environment, and overall experience within the organization.
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