SECRETARIAL ADMINISTRATION AND EMPLOYEES’ JOB SATISFACTION

Abstract

To succeed in office administration, professional and interpersonal skills such as good communication skills and knowledge of common office applications is needed. A secretary is essential for keeping the gears of every organization running smoothly. Without efficient office administration, even the most well performing team will find themselves bogged down with back office tasks. An effective secretary should be a cohesive force in a company, allowing the business to drive forward. As the reliance on technology continues to expand in offices, the role of the office professional has greatly evolved. Office automation and organizational restructuring have led secretaries and administrative assistants to assume responsibilities once reserved for managerial and professional staff. In spite of these changes, however, the core responsibilities for secretaries and administrative assistants have remained much the same: Performing and coordinating an office’s administrative activities and storing, retrieving, and integrating information for dissemination to staff and clients.

 

 

TABLE OF CONTENT

Title page

Approval page

Dedication

Acknowledgment

Abstract

Table of content

CHAPETR ONE

1.0   INTRODUCTION 

1.1        Background of the study

1.2        Statement of problem

1.3        Objective of the study

1.4        Research Hypotheses

1.5        Significance of the study

1.6        Scope and limitation of the study

1.7       Definition of terms

1.8       Organization of the study

CHAPETR TWO

2.0   LITERATURE REVIEW

CHAPETR THREE

3.0        Research methodology

3.1    sources of data collection

3.3        Population of the study

3.4        Sampling and sampling distribution

3.5        Validation of research instrument

3.6        Method of data analysis

CHAPTER FOUR

DATA PRESENTATION AND ANALYSIS AND INTERPRETATION

4.1 Introductions

4.2 Data analysis

CHAPTER FIVE

5.1 Introduction

5.2 Summary

5.3 Conclusion

5.4 Recommendation

Appendix

 

 

 

 

 

 

 

 

 

CHAPTER ONE

INTRODUCTION

• Background of the study

The purpose of this study is to compare the reviews of the civil service commission professional in the country toward their work in light of the radical changes in the administrative environment that have occur during the 1990s. In the course of the study, we develop and test a questionnaire to examine how the environment on downsizing and reorganization in the 1990s, has affected the productivity, morale administrative attitude and practice of senior professional in the civil service. Before presenting our survey results, however, we will present short overviews of the existing literature regarding both downsizing and restructuring and comparison of banks and department job satisfaction Downsizing and restructuring are practices which have become increasingly prevalent in the post decade, affecting most occupational positions, encompassing all employment positions and impacting on various lines of administrative leaders. The effects of downsizing have been particularly significant in banking sector. By forcing efficiency with fewer resources, fiscal constraints have increased the demand for the delivery of more effective and better quality services by the banking system. In many cases, this demand has translated into a smaller, more flexible service. This emphasis on administrative accountability, transparency in public spending, and alternative service delivery has resulted in a leaner service. So it has the recent focus on policy frameworks, consolidated budgeting process and the trend towards more flexible pay and staffing requirement in the secretarial administration.
For example, the deposit money banks and developmental banks has outline its plans for downsizing and restructuring in its “framework for action” (The Federal Government of Nigeria, Secretary of the Cabinet, 1997). The key aspects of downsizing and restructuring included in this document are focusing on core administrative aim: ensuring quality service to the public: achieving a smaller and more flexible service; becoming more integrative and cohesive; and finally, securing better standards of accountability in terms of how public resources are allocated.
To some, logic dictates that downsizing is in effective means of achieving these ends. In an era of consolidation intensive completion and advanced technologies, there is pressure to reduce expenses over the post five years. The downsizing and restructure initiatives undertaken in the country are topical of both state government and Federal Government around the country. Many explanation have been offered in are attempt to understand in increased exercise of Downsizing and restructure of course, many of these revolve mound economic realities such as increasing competition pressures, the forces of globalization, the effects of new technologies on productivity and so on. However, (Mikinley, Sanchez and Scheck 1995), drawing on institutional theory, suggest that three (3) types of social forces help to explain the prevalence of downsize in recent years. These forces are constraining forces, and leaning forces. Constraining forces are those which pressure decision-makers to do what appears to be the “right thing” and to keep abreast with contemporary administrative trends, in today’s terms would involve becomes more efficiency and effectives. Closing forces are the result of imitating the steps taken by other administration. This imitation is labeled “Benchmarking” finally, learning forces are generated when an administration interacts with the network of professional, academic institutions and consultants in it’s environment and “learns” what are currently view as best practices whether the reasons for the spread of downsizing are economic or social, theoretical or practical, however, the fact remains that the practical appears to be becoming permanent. At the beginning of decade, it was unusual for a white collar worker to experience job displacement as a result of downsizing and restructuring. Today, especially in banking sector where positions where once revered for their apparent security, job cuts and lay-offs one matter of course. This drastic change in job security begs an examination of the impact of downsizing and restructuring and it implications for productivity, job satisfaction and the well-being of employees. The question then became, how has the practice of downsizing and restructuring impacted on the morale of those affected?
Example: According to Ayagbonwy (1988), stated that a happy employee is a productive one, for civil service to succeed, there must be job satisfaction. Job satisfaction leads to high productivity, many scholars have tried and attempted to give a working definition of what job satisfaction is all about. Gruneberg (1978), despite the tremendous amount of information available, a positive result to the working definition of job satisfaction, there are still controversies as does the question of the nature of job satisfaction. According to Hopock and Kjagbonwy (1988), Job satisfaction is the combination of psychological, physiological and environment circumstance that make a person being contented with a job. Job satisfaction was the employee, emotional, moral and mind setting and well captured by the work as to give the best to the work.
The opposite of job satisfaction is job dissatisfaction; it has a negative impact on the service growth. Many workers in the civil service of the lower class always resign from working as soon as they are able to obtain another high paid employment. The common indicator of unsatisfactory job conditions in our ministries is the result of absenteeism and truancy which is the syndrome, (Not on the seat) some workers openly state their dissatisfaction on the job which even demoralized their colleagues at work place. The satisfaction worker derive job from the job that depends solely on the extend to which the job and everything that is associated with the job like needs, expectations and value. In the aspect of productivity, various definitions of productivity exist in literature. Traditionally; however, the concept of labor productivity is associated with visible, tangible act. Economist for insurance, defines productivity as output per labor cost productivity is thus seen as the ratio of the service or organization total output to a total input productivity, mathematically is input equals to labor, capital, materials, time and energy. Technically, according to Nwagboa, Koonts et al (1980), they saw productivity as something that has a significant relationship to efficiency, effectiveness and performance. As with performance, productivity comprises efficiency and effectiveness. Productivity is seen as a quantitative weighted measure of how efficiently as given set of resources is used to achieve a given set of objectives of targets. However, the secretaries are the back bone of the office in every organization or ministries; No management or administration can succeed without the secretaries, No doubt in the position of secretaries, the effective development of the ministries or organizations is vital, their roles towards the achievement of the goals and objectives are very important. The research therefore is to investigate the effectiveness of secretarial administration and employee job satisfaction with emphasis on selected banks in Nigeria

• STATEMENT OF THE PROBLEM

Nigeria, like many other countries of the developing world became vigorously involved in accelerating the wheels of economic and industrial development of her economy. She became actively involved in the establishment of public enterprise and government businesses covering a large complex spectrum of public utility, infrastructure facilities, strategic enterprises, industries and commerce. This has pave way for the recapitalization of banks and other financial institutions in the country. However, the management of these financial institutions has become a major bone of contension in the banking sector as most financial institutions were liquidated, merged and some total takeover. For instance the oceanic bank and intercontinental banks were seen as one of the most viable banks in the country, but like the saying goes that all that glitters is not gold. It is in view of the above that the researcher decide to investigate the efficacy of secretarial administration and employee job satisfaction in selected banks

• OBJECTIVE OF THE STUDY

The main objective of this study is to ascertain the efficacy of secretarial administration and employee job satisfaction, but to aid the completion of the study, the researcher intends to achieve the following specific objective;

1. To ascertain the role of secretary in ensuring employees’ job satisfaction
2. To examine the effect of secretary on the effective execution of job target and schedule

• To examine the relationship between secretarial administration and job satisfaction of employee

1. To examine the impact of secretary’s efficiency on the organizational performance of the banks
   • RESEARCH HYPOTHESES

To aid the completion of the study, the following research hypotheses were formulated by the researcher;

H₀: there is no significant relationship between secretarial administration and job satisfaction of employee

H₁: there is a significant relationship between secretarial administration and job satisfaction of employee

H₀: secretary’s efficiency does not have any significant impact on the organizational performance of the banks

H₂: secretary’s efficiency does have a significant impact on the organizational performance of the banks

• SIGNIFICANCE OF THE STUDY

Management of Government financial institutions has been a thorny issue in Nigeria and has generated quite a high number of debates and literature in the last two decades. This study is therefore significant because it will add to the existing body of literature in this areas. It is also significant because it would provide information on the trend and journey so far in the management of financial institutions. The results of the study will be discerning as it will reveal how much job satisfaction is obtainable in the banks as well as how these have affected employee productivity in the organizations. Since independence, not much has been recorded in the area of productivity and employee morale. According, this study will be useful to economists, management practitioners, students and the general public because it will provide direction on the way forward. The recommendations are useful because they will serve as advice to the management on what ought to be the appropriate relationship between employer and employee. Finally, the study is significant because it is an academic exercise required in partial fulfillment for the award of a Bachelor Degree in Business Administration

• SCOPE AND LIMITATION OF THE STUDY

The scope of the study covers secretarial administration and employees’ job satisfaction in selected banks. In the cause of the study there are some factors that limit the scope of the study;

1. a) AVAILABILITY OF RESEARCH MATERIAL: The research material available to the researcher is insufficient, thereby limiting the study
2. b) TIME: The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.
3. c) Finance: Limited Access to the required finance was a major constrain to the scope of the study.

 

1.7 OPERATIONAL DEFINITION OF TERMS

Secretary

A secretary or administrator provides both clerical and administrative support to professionals, either as part of a team or individually. They are involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks

Employee

An employee is a term for workers and managers working for a company, organization or community. These people are the staff of the organization. Generally speaking, any person hired by an employer to do a particular job is an employee.

Job satisfaction

Job satisfaction or employee satisfaction is a measure of workers’ contentedness with their job, whether or not they like the job or individual aspects or facets of jobs, such as nature of work or supervision

1.8 ORGANIZATION OF THE STUDY

This research work is organized in five chapters, for easy understanding, as follows

Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study. Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature. Chapter three deals on the research design and methodology adopted in the study. Chapter four concentrate on the data collection and analysis and presentation of finding.  Chapter five gives summary, conclusion, and recommendations made of the study

 

 

 

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