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The Influence Of Communication Equipment On The Efficiency Of The Secretary
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1.3 ROLES OF A SECRETARY
The role of the secretary
plays in an office is wide and varied depending on the size and type of
organization in which she is working. Technological innovation in the
office has increasingly made the work of the secretary more complex and
sophisticated though a lot easier.
However, there are some of the routine duties a secretary is expected to perform.
ARRANGING FOR MEETING
It is the duty of the secretary to arrange for meetings, take accurate
minutes of the meeting and type them out neatly.
DECISION MAKING AND PROBLEMS SOLVING
H.A. Dauda (1993) The secretary should assist the executive in his
decision making and problem solving role. She does this by filtering
calls and callers which enables the manager to concentrate fully. She
also furnishes her boss with adequate information from files and
elsewhere. The secretary should seek as the ears of her boss when he is
away and inform him accordingly when he is back.
COMMUNICATION AND DISSEMINATION OF INFORMATION
The secretary joins the manager in his communication processing and
dissemination of information. Modern communication and information
technology can enable people communicate locally and internationally at
the shortest possible time. Local area networks, teleconferences and
caller phones are good facilitators of both near and far distant
communications. The secretary in particular plays a great role in
dissemination of information. He must give adequate and timely
information.
INTERPERSONAL SKILLS.
Every organization
is made up of different kinds of people/business associates, clients,
peers and staffs of the organization. It believes on the secretary to
develop a good public relations skill by which she grapes quickly the
mood of views of all these people and adjust his own responses
accordingly such skills include: being a good listener, making people
feel at ease and being able to interpret the body movement and signals
people display.
ORGANIZING THE WORKLAOD
It is the duty
of the secretary to organize the method to run the daily workload of
the organization. He doubles as the manager’s receptionist, prioritizes
the procedure for handling the office mail, operates the various memory
aids for checking work progress or those awaiting responses, looking
appointments and blocking undesirable visitors and finally maintaining
the manager’s diary.
MASTERY OF THE COMMUNICATIONS EQUIPMENT
Mastery of the communications equipment and the office equipment for
use in doing the job is vital. Also she should be able to know the
objectives of the firm whether it is profit-oriented, service oriented,
operates an expansionist policy or large-scale economics.
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ABSRACT - [ Total Page(s): 1 ]This research work was carried out to examine the influence of communication equipment on the efficiency of the secretary with particular reference to Nigerian Breweries Public limited company NBL/Ama Green Field 9th mile corner Enugu. The theoretical frame work for this study was based on the use of related literature. Both questionnaire, interview, textbooks, dictionary and past project were used in data collection and the researcher made use of all secretaries to the man ... Continue reading---
