Modern Skills Required of Secretaries for Effective Job Performance as Perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba

Modern Skills Required of Secretaries for Effective Job Performance as Perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba

ABSTRACT

This study focused on modern skills required of secretaries for effective job performance as perceived by business education lecturers in Federal College of Education (Technical) Asaba.  Three research questions guided the study. A descriptive survey design was adopted for the study. The total population of the study was twenty-three (23) Business Educators in Federal College of Education (Technical), all the 23 Business Educators were used for the study. The instrument used for data collection was a structured questionnaire, tiled: Influence of Industrial Training Scheme on Skills Acquisition of Office Technology and Management Education students in Colleges of Education in Delta State. The questionnaire had two sections; section “A” comprised of the respondent’s personal data and section ‘B’ had structured questionnaire items with their corresponding response options. The questionnaire is a four-points rating scale which were coded and weighted as follows: Highly Required (4), required (3), Slightly Required (2) and Not Required (1). The instrument was validated by two lecturers; one in School of Secondary Education (Business) and the other in Educational Measurement and Evaluation, Federal College of Education (Technical) Asaba. The validated questionnaire was subjected to reliability test. Ten copies of the validated questionnaire will be administered on ten (10) Business Educators in Federal College of Education Umunze, Anambra State, using split-half method. Data collected were analyze using Pearson Moment Correlation Coefficient to ascertain the level of correlation.  23 copies of the validated questionnaire were administered on the respondents personally by the researcher with the help of two research assistants and 22 were retrieved and analyzed. The data collected was analyzed using frequency count and mean statistics. The decision rule is such that any mean score of 2.50 and above were regarded as required and mean scores less than 2.50 were deemed as not required.  Findings of the study showed that word processing skills, database management skills and human relation skills are required of Secretaries for effective job performance. Based on the findings, it was recommended among others that government should invest more funds into industrial training scheme to enhance the acquisition of human relation of office technology and management education students in Colleges of Education in Delta State.

CHATER ONE

INTRODUCTION

Background to the Study

In the rapidly evolving landscape of today’s workplaces, the role of secretaries has undergone a significant transformation. Modern secretaries are expected to possess a diverse set of skills to effectively adapt to the demands of their dynamic work environments. In an era where technological advancements, communication platforms, and administrative responsibilities are constantly evolving, understanding the key competencies essential for effective job performance is crucial for both aspiring and current secretarial professionals.

A skill is the ability to perform an action with determined results often within a given amount of time, energy, or both. Skills can often be divided into domain-general and domain-specific skills (Akpan, 2017). For example, in the domain of work, some general skills would include time management, teamwork and secretarieship, self-motivation and others, whereas domain-specific skills would be used only for a certain job. Skill usually requires certain environmental stimuli and situations to assess the level of skill being shown and used. Skills are the learned abilities or competencies that individuals acquire through training, practice, or experience, enabling them to perform specific tasks effectively (Fleishman, 2018). Czerniak and Haney (2018), defined skills are the practical and applied knowledge, proficiencies, and techniques that individuals possess and can use to accomplish various tasks and goals. They added that skills are the combination of cognitive, motor, and interpersonal abilities that individuals employ to solve problems, complete tasks, and interact with others in their personal and professional lives.” They are the measurable and observable capabilities that individuals develop to perform specific actions or functions efficiently. They encompass the practical and applied proficiencies that individuals acquire and refine through training and experience, allowing them to excel in their chosen field or endeavour. Goldstein and Ford (2019), sees skills as the aptitudes and competencies that individuals possess, which can be categorized into cognitive, technical, and interpersonal dimensions, and are essential for accomplishing specific tasks and achieving desired outcomes. They are the acquired abilities that enable individuals to perform tasks, solve problems, and adapt to new challenges in their personal and professional lives. Salas and Rosen (2018) defined skills as the applied and practiced proficiencies that individuals cultivate to effectively execute tasks, solve problems, and accomplish goals in various domains. They added that skills are the specific and transferable competencies that individuals acquire and refine to meet the demands of their work and personal life. Skill can also be seen as the practical and learned capabilities that individuals possess, encompassing a wide range of technical, interpersonal, and problem-solving proficiencies, which enable them to excel in their chosen pursuits.

Business Education on the other hand is a programme that is by policy introduced at junior secondary school level. It is, however not continued at the senior secondary but continue at tertiary l0+evel of education. Scholars like Ahmadu and Idoko (2018) stated that business education is education for business or training in business skills, which are required for use in business offices and clerical occupation and business policy analysis; it is a deliberate intent of teachers to students about economics and business concepts and skills that might be used in later life. In the view of Udoh (2020), business education encompasses knowledge, attitude and skills needed by all citizens in order to effectively manage their personal materials and participate effectively in the economic world. Onu (2019) opines that Business Education is the field of training in business practices and in specifics skills such as accounting, information processing, keyboarding/typewriting and shorthand. Udoh (2020) asserts that Business Education covers a wide range of spectrum of economic activities in any society. It also refers to the desirable competencies necessary for self-employment, which is particularly important in the present depressed global economic situation by equipping individuals with life–like skills for self-employment. On his own part, Otamiri (2018) viewed business education as a fusion of pedagogical and entrepreneurial skills, knowledge and attitude.  He maintained that business education therefore involves the study of technologies and related sciences and the acquisition of practical skills (including teaching skills), attitudes, understanding and knowledge related to occupation in various sectors of the economy and social life. Based on the foregoing, one can deduce that business education is focused at training and preparing students for formal employment as well as having skills which permit self-employment, it also trains teachers who are to pass appropriate knowledge to the oncoming generation. The programme offers students opportunity to become professional secretaries.

A secretary is seen as A secretary is an administrative professional responsible for a wide range of tasks, including document preparation, correspondence management, and organizational support within an organization (Otamiri, 2018). He or she is an individual who assists in administrative and clerical tasks, often acting as a gatekeeper and communication hub within an office or organization. He/she  according to Obed (2019), is a person who provides administrative and clerical support to executives, managers, and other professionals in an organization, ensuring the smooth flow of information and efficient office operations. Onu (2019), opined that a secretary is a skilled professional who manages and maintains office records, schedules appointments, and handles communication on behalf of their superiors in order to facilitate daily business operations. He or she is an office assistant who undertakes tasks such as typing, filing, answering phones, and organizing documents to support the efficient functioning of an organization. He or she is an essential administrative staff member responsible for administrative tasks, correspondence, and record-keeping in an office setting. He or she manages administrative and clerical duties, including managing appointments, preparing documents, and facilitating communication for their superiors or the organization. He or she is also supporting staff member who provides administrative assistance, often handling correspondence, managing calendars, and organizing meetings for executives or managers.

The effective function or job performance of a secretary in the modern society requires a quite number of modern skills. Skills such as word processing, database management, and human relations would be necessary for effective job performance of a secretary.

Word processing is the process of creating and editing documents on a computer. It allows a user to create documents that mimic the format and style of a typical typewriter (Dickson, 2021). It requires a computer and word processing software. A printer may also be used to create a physical copy of the document. Word processing skills help an individual create and organize word documents that are attractive and readable. Skills include aligning text in the document and using various fonts to create a presentable document. It is also important to learn how to set the correct line spacing and margins to produce presentable word documents. In addition, the use of the thesaurus tool built into many words processing software helps create professional documents (Roy, 2018).  Microsoft Word skills are the skills that allow you to use the Microsoft Word application effectively. Microsoft Word is a computer program that allows you to create documents for various purposes. For instance, you can use it to draft memos, letters, and reports. It’s also useful when creating your application documents, such as a resume and cover letter. Highlighting your proficiency in Microsoft Word can assure the hiring manager that you can handle all Word processing duties relevant to the role you’re pursuing. Another word processing skill one should master is the use of headers and footers. This skill includes important details that need to appear in the document such as dates and page numbers. Creating and formatting tables is an important skill, especially when dealing with research data. In addition, one needs to know how to set tabs appropriately. Learning to use page breaks appropriately is very useful, especially when creating large documents. Word processing skill, coupled with other  skill go a long way in helping students become self-reliant after graduation.      Database management on the other hand is the systematic and organized process of creating, storing, retrieving, updating, and managing data in a structured format for efficient and secure data handling (Coronel, Morris, 2018). Database management on the other hand involves the administration and control of databases to ensure data integrity, security, and accessibility, as well as optimizing data storage and retrieval performance (Connolly & Begg, 2019). Database management is the discipline of efficiently and securely storing, organizing, and manipulating data in electronic databases to support various applications and business processes. Database management encompasses the design, implementation, and maintenance of database systems to support data-driven decision-making and information retrieval in organizations (Elmasri & Navathe, 2020). Database management refers to the process of controlling, administering, and optimizing the storage, retrieval, and manipulation of data in a database system to meet business and application requirements (Rob & Coronel, 2018).  Database management is the practice of organizing and managing data using database management systems (DBMS) to ensure data consistency, integrity, and availability. Database management encompasses the tasks of designing, creating, maintaining, and securing databases to ensure the availability and integrity of data for various applications and users (Healey, 2021). Database management is the systematic control and administration of databases, involving data modeling, schema design, query processing, and access control to enable efficient data handling in digital systems (Garcia-Molina, Ullman & Widom, 2019).

On the other hand, human relation is the study of how people interact and communicate within social and organizational settings, with a focus on fostering positive relationships, understanding interpersonal dynamics, and promoting effective collaboration (Dubrin, 2018). Human relations refer to the art and science of building and maintaining positive connections with others, both in personal and professional contexts, through effective communication, empathy, and mutual respect (Dessler, (2021).  Human relations is the practice of managing and enhancing the interactions between individuals and groups in order to create a harmonious and productive work environment, emphasizing the importance of interpersonal skills and emotional intelligence (Lussier & Hendon, 2019). Human relation is the process of understanding, adapting to, and influencing the behavior and attitudes of individuals and groups in various social and organizational contexts to achieve common goals and maintain healthy working relationships (Dowling & Festing, 2017). Human relation is the interdisciplinary field that explores the complexities of human interactions, encompassing psychology, sociology, communication, and management principles to improve the quality of personal and professional relationships.” (Doherty, 2017). Human relations skills are the ability to communicate, interact, and build positive relationships with others in various personal and professional settings. They skills involve the capacity to understand and empathize with people’s emotions, needs, and perspectives, facilitating effective collaboration and cooperation. The skills encompass the social and emotional competencies required to navigate social situations, resolve conflicts, and work harmoniously with others. They to manage and improve interactions, teamwork, and communication among individuals, creating a supportive and harmonious environment. They are the foundational competencies that underpin successful collaboration, secretarieship, and conflict resolution, essential for achieving individual and organizational goals. To ensure their effective job performance, it is imperative to investigate and identify the contemporary skills demanded of secretaries in the context of today’s dynamic work environment.  Hence the need to examine modern Skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba.

Statement of the Problem

The role of secretaries has evolved significantly in the modern workplace, driven by technological advancements, changing organizational structures, and shifting job expectations. As a result, the skills required of secretaries have also undergone transformation.

          The rapid pace of technological change and the introduction of automation tools have the potential to create a mismatch between the skills possessed by secretaries and those needed to perform their duties effectively. This misalignment can impede productivity and hinder their ability to support organizational goals. Secretaries’ traditional skill sets may not fully meet the multi-faceted requirements of their current roles. A lack of essential skills, such as digital literacy, database management, and project coordination, may limit their ability to excel in their tasks.

The modern workplace has become more diverse and complex, with an increased focus on collaboration, communication, and adaptability. Secretaries must now navigate these complexities and effectively contribute to the overall functioning of their organizations, requiring new and enhanced skill sets. Identifying the skills needed for effective job performance is one challenge; another challenge is ensuring that secretaries have access to relevant training and development opportunities. It is essential to explore how organizations can provide the necessary resources and support for skill acquisition and enhancement. The skills possessed by secretaries directly affect organizational efficiency and effectiveness. A lack of modern skills may hinder their ability to support executives and teams, impacting the organization’s overall performance and competitiveness. The role of a secretary can be a stepping stone to higher positions within an organization. To support career growth and job satisfaction, it is important to understand the skills that can help secretaries transition into more advanced roles.

Addressing these problem areas is critical to enhancing the performance of secretaries in the modern workplace, ensuring they remain valuable assets to organizations, and ultimately contributing to overall business success. This research therefore, seeks to examine modern Skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba.

Purpose of the Study

The main purpose of this study is to examine modern Skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba. Specifically, the study is aimed at examining:

1. Word Processing skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba.
2. Database management skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba.
3. Human relation skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba.

Research Questions

The following questions were raised to guide the study:

1. What are the word processing skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba?
2. What are the database management skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba?
3. What are the human relation skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba?

Significance of the Study

This study would be beneficial to students, Business Educators, Researchers and the Field of Business Education.

Findings of the study would help students understand the contemporary job market’s demands. It ensures that students are aware of the skills and competencies that employers seek in secretarial roles. This information is crucial for students as they prepare to enter the workforce. By identifying the modern skills required for effective job performance, the study equips students with the knowledge they need to develop and refine these skills during their education and training. This prepares them to be job-ready upon graduation. The findings of the study can inform the development or modification of educational programs and curricula for secretarial or administrative courses. Institutions can align their coursework with the latest industry needs, ensuring that students receive a relevant education. Students can use the study’s insights to identify areas where they may need to improve or acquire new skills.

Business educators would use the study’s findings to update and refine their curricula to align with current industry needs. This ensures that the education provided to students is relevant, practical, and up-to-date, enhancing the overall quality of the programs. Business Educators can design courses that specifically target the skills and competencies identified in the study. This allows for a more targeted and effective approach to teaching, ensuring that students acquire the skills necessary for success in secretarial and administrative roles. The study can inform educators about the specific skills and knowledge areas that students need to master. This information can be used to design assessments and evaluations that accurately measure students’ proficiency in these areas. Business educators can use the study as a resource to stay informed about the changing demands of the workplace.

The study would help researchers understand how secretarial roles have adapted to the changing dynamics of the modern workplace, including technological advancements, globalization, and shifting organizational structures. Findings from the research can inform educational programs and training courses for aspiring secretaries. This ensures that students receive relevant instruction and are prepared for the demands of the job market. Researchers can track and report on emerging trends in the field of secretarial work, helping professionals and organizations stay informed and competitive. The study would equally form basis for further research.

Field of Business Education would find this study useful because it will enable them align their courses and training programs with the specific skills and competencies that employers are seeking in secretaries. This enhances the employability of graduates. The study helps educators make their training programs more relevant to real-world job requirements, ensuring that students are prepared for the practical challenges they will face in the workplace. Business education institutions can collaborate with businesses and organizations to design programs that reflect the needs of the industry. This can lead to internship opportunities, guest lectures, and other practical experiences for students. Business education programs can use the research to provide students with insights into potential career paths, job opportunities, and the evolving nature of secretarial roles.

Scope of the Study

This study is focused on examining the examine modern Skills required of Secretaries for effective job performance as perceived by Business Education Lecturers in Federal College of Education (Technical) Asaba. Variable of interest are word processing skills, database management skills and human relation skills as variables of interests. Respondents of the study are Business Educators in the study area.

Pages:  75

Category: Project

Format:  Word & PDF               

Chapters: 1-5                                          

Source: Imsuinfo

Material contains Table of Content, Abstract and References.