THE CHANGING ROLES OF THE SECRETARY IN THE ICT ERA PROBLEMS AND PROSPECTS

ABSTRACT

The secretary occupies a sensitive position of an organization and organizes the vital elements needed for an efficient and effective service operation. The Information Communication Technology (ICT) is a contemporary force that is earnestly driving the future of administrative works viz a viz secretarial tasks. This study was therefore undertaken to examine the contemporary changing roles of the secretary in the ICT era with special reference to the problems and prospects. The study adopted the survey method, where three banks were selected for the study. From a population of 65, a sample size of six respondents participated in the study. The study findings reveals that secretarial duties have been more easy with the use of ICT and the beneficiaries are the secretaries and their respective organization.

CHAPTER ONE

1.0   INTRODUCTION

On the early days the secretarial profession was limited to typing, writing and transcribing of shorthand only.  But today, it is far beyond this, it involved functions as sorting and retrieving of information passing on information and so on with the help of manual electronic equipment.  A secretary assistance to an executive, possessing mastery of office skills and ability to assume responsibilities without direct supervision who display initiative, exercises judgment and makes decision within the scope of his/her authority.  The secretary also handles more office jobs, makes and takes decision on behalf of his/her organization.  But because of the aforementioned about information communication technology, there are controversies about the future of the secretary in information communication technology.

The term information communication technology was first widely employed in 1981 to describe the equipment and system, which were being introduced in both private and public sectors, to create, store and distribute information since, then, the term has abbreviated to (I.C.T.).

The key feature of modern technology is its ability to deal with information in one form or the other.  Trend has been towards using ways of interconnecting the various types of equipments so as to integrate their functions and manage them effectively.  Underpinning the definition of “ICT” lies on the modern which provides a helpful explanation of the way in which computers process information.

Information communication technology as the broadly based technology needed to support information systems, which many people today refers to as computer equipment, which aids to increase profit margin and enhance planning, and organization by the use of very fast, accurate and flexible devices in the business society.  Efficiency in offices many people believe, is a vital factor in the well being of an organization as it can affect productivity.

1.2   STATEMENT OF THE PROBLEM

The emergence of office Technologies has made the secretary’s role to change from traditional roles to modernity (Edwin, 2008). The secretaries now have access to modern office technology such as  the computers, internet, hand phones and fax. These ICT make the work of the secretary much easier. This factor has contributed to the positive performance of the secretaries in the organizations around the world. This is because the secretaries find it easier to send messages and communicate using the e-mail and group collaboration software. The computers and ICT help the secretaries to write, edit and send memos, letters and reports within and outside the organisation as fast as possible (Mumini & Hawa, 2014). Duniya (2011) recounted that offices in the 21st century are well equipped with office technology devices that facilitate productivity, accuracy  and  efficiency of work output. The presence and the availability of these facilities in the organisations of the secretaries, and the ability of the secretaries in using the facilities had a great impact on the performance of the secretaries. This is made  possible through the use of computers and several computers  software  to manage several secretarial tasks. The result of such performance is attributed to the fact that the secretarial profession  has undergone tremendous transformation. This is evidenced  by  the fact that secretarial functions that were previously done manually have now been computerised (Atakpa, 2010). Affirming  the  above  assertion,  Aynsley  (2015) reported that any office of today that is lacking in ICT, work in such offices would be boring and uninteresting.This shows that the secretarial work in offices where ICT facilities are available would be found to be friendly and sociable. This situation persists in the offices of the secretaries visited during data collection. The offices were well equipped with ICT facilities. It was also  discovered  that  the  secretaries  are  well trained to use the facilities. This is an indication that technological changes have tremendously transformed the traditional role of secretaries offices. With all these positiveness about ICT and its effect on secretarial duties, this study was undertaken to examine the challenges faced by secretaries in this ICT dispensation and the prospect ICT holds for the secretarial profession.

OBJECTIVES OF THE STUDY

The objective is to assess information communication and examine the problems faced to the modern secretary and the prospects the secretary is expected to meet with.  The specific objectives are:

1. To examine the changing roles of the secretary in the ICT era.
2. To access the problem and threats of information communication technology to the secretarial profession.
3. To highlight the challenges posed by the emerge of ICT to a secretary.

1.3   RESEARCH QUESTION

1. Who is a secretary in the information communication technology era?
2. What are the positive and negative effect information communication technology has on the roles of a secretary.
3. What are the problems and the prospects of a secretary in the information communication technology era?
4. What threats does information communication technology pose to the secretary in an organization in this era?
5. What effect has information communication technology on the secretarial profession?

1.4   DELIMITATION

This works covers “the changing roles of the secretary in an ICT era and it is restricted to first bank, oceanic bank and intercontinental bank plc.

1.5   LIMITATION OF THE STUDY

In the course of carrying out this work, certain factors served as time, enough capital, inadequate text books, and as a result of other academic activities going on.

1.6   SIGNIFICANCE OF THE STUDY

The significance of the study has risen from the researcher’s realization of the problem facing a secretary in the information communication technology at first bank, oceanic and interconnected bank plc Kaura Namoda branch, Zamfara State the researcher also realized the prospects of a secretary in the information communication technology.  This research work will be valuable assets to government policy makers on privatization and contributing to the successful up-lifting of secretaries in information communication technology.

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