Paper: MODERN SECRETARIAL COMPETENCES AS ADMINISTRATIVE

ASSISTANT IN THE OFFICE By: Japhet Hasunga (MBA, ACPA, CPA, ADCA)

Director of Finance – IFM Date 29th May 2015

5th TAPSEA CONFERENCE TO BE HELD AT KIMWAGA CONFERENCE

HALL AT CHIMWAGA HALL - DODOMA

Style of Presentation Definition

SecretariesCompetences

Backgrounds of Personal SecretariesEvidences from Researches Modern competences requiredConclusion

Oxford dictionary defines (1) A secretary is a person employed by an

individual or in an office to assist with correspondence, make appointments, and carry out administrative tasks:

(2) A Person who organizes information and work for or on behalf of another person (usually the boss)

Definition of by Wikipedia A secretary, personal assistant, or

administrative assistant is a person whose work consists of:-

supporting management, including executives, using a variety of projects management, communication, or organizational skills.

These functions may be entirely carried out to assist one, others employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members, and organizes official meetings and events.

Definition of competences The word competency is simply implying

ability to perform a certain assignment or job or deliver the required services to the required level of standards.

competency = Knowledge + Skills + Good behaviour

Secretaries need to have adequate knowledge and skills which can contribute positively to the performance of the organization or individuals.

Backgrounds of Personal Secretaries

It is stated that in 1870 Sir Isaac Pitman founded a school where students could qualify as shorthand writers to "professional and commercial men". Originally, this school was only for male students.

In the 1880s, with the invention of the typewriter, more women began to enter the field, and since World War I, the role of secretary has been primarily associated with women. By the 1930s, fewer men were entering the field of secretaries.

In an effort to promote professionalism among United States secretaries, the National Secretaries Association was created in 1942. Today, this organization is known as the International Association of Administrative Professionals (IAAP) .The organization developed the first standardized test for office workers called the Certified Professional Secretaries Examination (CPS). It was first administered in 1951.

Background conti.By the mid-20th century, the need for secretaries was

great and offices and organizations featured large secretarial pools. In some cases the demand was great enough to spur secretaries being recruited from overseas; in particular, there was often a steady demand for young British women to go to the U.S. and fill temporary or permanent secretarial positions.[Several organizations were created to assist secretaries from foreign lands.]

In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American businessman Harry F. Klemfuss created a special Secretary's Day holiday, to recognize the hard work of the staff in the office.

the "Administrative Professional's Week“ highlighted the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.

Situation in Tanzania The Tanzania public service scheme of

service has been recognizing the personal secretaries since the introduction of public service in the country. The scheme has been changing from time to time to reflect the changing needs and environments.

The current scheme recognize :-50WPM for Typing speed80WPM for shorthand and hatimkato

Situation cont. Although the government or organizations

appreciate the roles of personal secretaries in the offices in Tanzania, there is no regulatory body regulating the standards of personal secretaries like most of the professionals. This has affected the development of this profession.

Research findings According to the results of a survey of 454,000

CEOs conducted by Reed.co.uk and Total Jobs, PAs contribute as much as 40% to their boss's productivity.

This suggests that a good PA could be worth around ten times what they are actually being paid.

Paradoxically, when it comes to training, PAs have a battle on their hands to convince the boss that they are worth the investment in training. Keeping up-to-date with best practice and industry standards is every PAs responsibility.

Research findings cont. In a research conducted by Tanzania Public

Service College (un-published) results have indicated that the use and application of shorthand and Hatimkato is very small in Tanzania. The results have shown that out of 583 respondents only 28 (4.8%) use shorthand at the work place while 555 (88.7%) do not use shorthand at all.

Use of shorthand

  Frequency Percent Yes 28 4.8%  No  555 95.2%  

Total 583 100.0%  

The use and application of shorthand at work place

Use of HatimkatoIn line with international movement and

secretarial requirements the Government of Tanzania introduced Hatimkato as a replica of Shorthand in order to promote and use Swahili as the national language. In this case the secretaries were required to pass this subject together with shorthand. However, the use of hatimkato at work place in very small. The research has indicated that only 7.4% of the respondents use hatimkato ta work place

Hatimkato cont.

Number of respondents .

Frequency

Percentage

Yes 42 7.2%No 541 92.8%Total 583 100%

Use of Hatimkato

The most needed skills to PSsSkills Most applicable Applicable Not applicable Neutral

Managerial skills 37.9% 23.3% 4.8% 34.0%

Organizational skills 51.8% 17.0% 1.5% 29.7%

Communication skills 56.6% 14.1% 1.4% 28.0%

writing skills 39.1% 25.2% 7% 28.6%

listening skills 50.6% 15.3% 5.5% 28.6%

Reading skills 43.9% 19.6% 6.7% 29.8%

speaking skills 45.8% 21.3% 3.9% 29.0%

Typewriting skills 53.3% 10.5% 9.9% 26.2%

Computer skills 68.3% 6.9% 0.9% 24.0%

Shorthand2.9% 5.8% 62.3% 29.0%

Other skills 9.8% 31.2% 10.5% 48.5%

Most applicable skills .

Empirical evidences cont. The findings from the researches have also

indicated that modern personal secretaries require to posses the following multidisciplinary skills in many areas. The skills include:- Using computer recording devices; Office automation and organizational restructuring

;Managerial and professional skills;performing and coordinating an office’s

administrative activitiesStoring, retrieving, and integrating information for

dissemination to staff and clients; Perform variety of administrative and clerical

duties necessary to run an organization efficiently.

Findings cont. Information and communication skills Planning and Scheduleing meetings and appointments, Organizing and maintaining paper and electronic files, Managing projects, Conducting researches, Disseminate information by using the telephone, mail

services, web sites and e-mail. Handling travel and guest arrangements. Manageing equipment such as fax machines,

photocopies, scanners and Video conferencing and telephone systems. T Management of data base and crafting presentations,

managing spreadsheets and other soft wares. Negotiate with vendors, maintain and examine lease

equipments, purchase supplies, manage corporate libraries, etc. S

Findings cont.Performing dictations and word processing, Supporting more members of executives’ staff in

many organizations and work in teams and share their expertise.

Providing training and orientation to new staff, Conducting research on internet and operate and

troubleshoot new office technologies. Dealing with more administrative and complex

issues than clerical works. Working in schools, hospitals, corporate settings

and government agencies, legal and medical offices.

Planning and solving problems, communicate information to clients, plan their work and their bosses, manage junior staff and deal with many people.

Findings cont. constant needed to communicate effectively

with individuals and professionals Behave according to the nature of tasks, place

and responsibility. Have multidisciplinary skills and know computer

programmes. Have organizational skills to be able to perform

their duties efficiently and effectively. central nervous system of the boss’ office. All

communication and correspondences pass through them. In this regard, staying organized and on top of every thing is recommended.

Challenges facing secretarial cadre

Un-respected cadre 19333.1

%

Poor motivation and incentive scheme 12020.6

%

Inadequate training and seminars 8614.8

%

No promotion 52 8.9%

Availability of working tools 32 5.5%

Non Usage of hatimkato 30 5.1%

Non usage of Shorthand 30 5.1%

Pretty functions/assignment 29 5.0%

Poor communication 24 4.1%

Second wife’s of bosses 19 3.3%

Computer technology 14 2.4%

Challenges cont.

Bosses Doing  the job themselves 12 2.1%

scheme of service  12 2.1%

Late leaving the office 11 1.9%

seen as office attendants 11 1.9%

Globalization 9 1.5%

improving performance 8 1.4%

No participation in decision making 6 1.0%

lack of managerial skills 6 1.0%

unethical behaviour 5 0.9%

not involved in meetings 5 0.9%

appointed I higher positions 5 0.9%

Doing a different assignment 4 0.7%

  723 124.0%

Which competences are required by Modern Secretaries as administrative assistants

Other competences required

Personal assistant duties

Personal Assistants

Duties of PAs cont.

PAs cont.

Competencies of PAs in Training Institutions

Pas in Training Institutions cont.

PS in Training cont.

Modern competences required by an Executive Assistant

Modern competences cont.

Conclusion It is obvious that PS’s competences have

involved and changed over times. The modern Secretaries require very little work on typing and use of shorthand. They need managerial skills, decisions making skills, organizing skills, planning skills, counseling skills, communication skills, software's application skills, photocopying and machines operating skills, etc. The Ps is a central nervous system of the boss’ office.

The conference must reach consensus to form a regulatory body to protect and regulate the secretaries