Full Project – COMPUTERIZED OFFICE SYSTEM AND JOB PERFORMANCE OF SECRETARIES OF SELECTED TERTIARY INSTITUTIONS IN AKURE, ONDO STATE: FEDERAL UNIVERSITY OF TECHNOLOGY, AKURE AND FEDERAL COLLEGE OF AGRICULTURE, AKURE
Table of Content
Chapter One: Introduction
1.1 Background of the Study
1.2 Statement of the Problem
1.3 Objective of the Study
1.4 Research Questions
1.5 Research Hypothesis
1.6 Significance of the Study
1.7 Scope of the Study
1.8 Limitation of the Study
1.9 Definition of Terms
1.10 Organization of the Study
Chapter Two: Review of Literature
2.1 Conceptual Framework
2.2 Theoretical Framework
2.3 Empirical Review
Chapter Three: Research Methodology
3.1 Research Design
3.2 Population of the Study
3.3 Sample Size Determination
3.4 Sample Size Selection Technique and Procedure
3.5 Research Instrument and Administration
3.6 Method of Data Collection
3.7 Method of Data Analysis
3.8 Validity of the Study
3.9 Reliability of the Study
3.10 Ethical Consideration
Chapter Four: Data Presentation and Analysis
4.1 Data Presentation
4.2 Analysis of Data
4.3 Answering Research Questions
4.4 Test of Hypotheses
Chapter Five: Summary, Conclusion and Recommendation
This study was carried out to examine the Computerized office system and job performance of Secretaries of selected tertiary institutions in Akure, Ondo state: Federal University of Technology, Akure and Federal College of Agriculture, Akure. The study was carried out to determine how important computer skills are needed by office secretary in organisations, determine whether acquiring computer skills by office secretary in organisations enhances their job performance, identify the computer skills that enable office secretary to function optimally in organisations, identify the challenges encountered by office secretary in acquiring the necessary computer skills.The survey design was adopted and the simple random sampling techniques were employed in this study. The population size comprise of secretaries, receptionist, and clerks in the selected tertiary institutions in Akure, Ondo state. In determining the sample size, the researcher conveniently selected 41 respondents and 35 were validated. Self-constructed and validated questionnaire was used for data collection. The collected and validated questionnaires were analyzed using frequency tables and mean scores. While the hypotheses were tested using chi-square statistical tool.The result of the findings reveals that computer skills by office secretary in organisations enhances their job performance.The study also revealed that the challenges encountered by office secretary in acquiring the necessary computer skills includes: lack of training schemes, lack of competent trainers, constant computer innovations, unavailability of computers, inadequate maintenance of office computers. Therefore, it is recommended that office secretary/secretaries should embark on computer training courses, seminars, workshops both for existing and prospective secretaries at regular intervals to keep in pace with the current wave in this technologically changing world. To mention but a few.
- BACKGROUND OF THE STUDY
The introduction of computerized office systems has had a significant impact on the job performance of secretaries in selected tertiary institutions. Computerized office systems refer to the use of computers and software applications to automate and streamline various administrative tasks. These systems have revolutionized the way secretaries carry out their daily responsibilities, leading to increased efficiency and productivity.
One key aspect of computerized office systems is the automation of routine tasks. Secretaries can now use software applications to manage appointments, schedule meetings, and handle correspondence more efficiently. This automation frees up time for secretaries to focus on more complex and strategic tasks, such as data analysis, report generation, and decision-making support.
In the era of globalisation in the 21st century, needed qualified human resources in the face of competition. Education is one way that can be to create quality human resources. Qualified human resources will be able to improve the quality of a country. The development of Science and Technology which increasing rapidly is considered influential in various aspects, one of which is the aspect of educators. Technology makes a positive impact. With the existence of technology, education can take advantage of technology in the learning process in the classroom. Akyuz & Yavuz, 2015; Gan, Menkhoff, & Smith, 2015; All, Nuñez Castellar, & Van Looy, 2016)
Sophistication in science and technology allows every human to obtain information quickly, easily and abundantly from various sources. Thus students need to have the ability to acquire, select, manage, and utilize information to cope with ever-changing, competitive and uncertain circumstances. The development of information technology is now running very rapidly, the utilization of information technology has been done in various fields.
One area that has been utilizing information technology is the service of office administration. Archive management is one of the activities undertaken within the administrative services of offices in various organisations. In practice, there are various problems one of them problems of conventional archive management is still common. The archive management solution today is with the use of information technology to manage archives electronically. Efficiency and effectiveness in the management of office archive will be realized if done electronically through an electronic filing system (Electronic Filing System).
Information and Communications Technology (ICT) is technology that supports activities involving the creation, storage manipulation and communication of information, together with the related methods, management and application.
In other words, ICT applications enables us to record, store, process, retrieve and transmit information. It encompasses modern technologies such as computer, telecommunication, facsimile and micro-electronics. Older technologies such as document filling systems, mechanical accenting machines, printing and care drawings are also included in the term information and communication technology. Information and communication technology in today’s world refers to those technologies that determine the efficiency and effectiveness of communication devices and the devices that allow us to handle information.
Applications of ICT has becomes a key tool in acquiring, processing and disengaging knowledge. It has becomes an imperative tool for investing and developing of a nation in the 21st century the revolutionary impact of ICT applications on all sphere of the society has not spared the educational sector.
The internet is a one of the biggest used ICT application which is now widely used as a medium of communications by managerss, researchers and student in higher institutions. There are many desirable attributes of information and communication technology (ICT) and ICT tools or appliation. Each of them concerns the effective provision of information to the recipient. These include purpose, accuracy, volume of information, volume of detail and presentation of information.
In discussing the application of ICT on office secretary’ performance in organizations; two factors are to be recognized; Technological growth and organizational structure. Organization here does not mean only structure but includes aspects of interactions between people and machines in achieving set organizational goals.
It is said that the successes of any person or organization depends largely on information available to a human person and the constant modification of ICT applications that is fully up-dated.
This ascertains brings us to the purpose of an office which includes the following: Administration, clerical work, money handling, information communication systems which is an embodiment of secretarial or Office Manager’s operations. Office as a mini- social system according to Farber and Barr (1979) plays important roles in defining responsibilities. For the aforementioned reasons the Office Manager must be available to organize and run the office completely. Here Office Manager is seen as an executive assistant who has a mastery of office/organizational skills. He or She has to be familiar with the manipulation of the modern of Information and communication Technology (ICT) tools and applications which is made to enhance his/her performance.
Office secretary, also known as administrative service managers or the business office manager, are responsible for making sure that a company’s support staff is running smoothly. This can take many forms, and depends on the size and type of company, so it could mean organizing, planning and overseeing a large pool of administrative assistants, or working with one or two people in a smaller office.
Office secretary make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and analyzing supply and energy consumption to determine cost-saving and efficiency savings.
As such, the primary function of management is to take decisions leading to the achievement of organizational objectives. The types of decisions management makes will determine it information needs, however the numerous crises in our higher institution could have been prevented if information and communication Technology promote issues on research and community services it has also been observed that the monitoring and evaluation of staff, physical planning, curriculum development, financial management and information dissemination will increase the efficiency of the office secretary, if information and communication Technology facilities are adequately and properly initialized.
Additionally, computerized office systems enable secretaries to access and retrieve information quickly and easily. With the use of databases and document management systems, secretaries can store and retrieve documents, records, and other important information with just a few clicks. This not only saves time but also improves accuracy and reduces the risk of errors or misplaced documents.
Furthermore, computerized office systems facilitate better communication and collaboration within the institution. Secretaries can use email, instant messaging, and other digital communication tools to communicate with colleagues, students, and other stakeholders. This improves coordination and information sharing, leading to more effective teamwork and decision-making.
Overall, the introduction of computerized office systems has greatly enhanced the job performance of secretaries in selected tertiary institutions. However, it is important to note that the successful implementation of these systems requires proper training and support for secretaries to fully utilize their capabilities.
- STATEMENT OF THE PROBLEM
Technology has brought a lot of change in the globe today and one of the major problems facing duties for today’s office secretary are the increasing need and cost of securing required computer skills that could aid then to perform on their duties more effectively efficiently and be result oriented it is also factual that most of the office secretary find it difficult to be dynamic in skill acquisition and new knowledge to handle these fast changing equipment.
The cost of training and retraining of staff is on the increase in both public and private sector. Another problematic issue which the researcher intends findings out is the effects which lack of modern computer skills have created on staff duties. Sometime, the organization finds it difficult to procure some of the modern machines as result of easy damage or lack of availability of spare parts to put them in order, more so, inadequate finding of some establishment make it difficult for such organization to operate it difficult, for such organization not operate under the use of modern office equipment in the office there by making the staff duties to be seen irrelevant.
- OBJECTIVES OF THE STUDY
The main objective of this study is to examine the Computerized office system and job performance of Secretaries of selected tertiary institutions in Akure, Ondo state: Federal University of Technology, Akure and Federal College of Agriculture, Akure. Specifically, other objectives of this study are:
- To determine how important computer skills are needed by office secretary in organisations.
- To determine whether acquiring computer skills by office secretary in organisations enhances their job performance.
- To identify the computer skills that enable office secretary to function optimally in organisations.
- To identify the challenges encountered by office secretary in acquiring the necessary computer skills.
The following research questions will be answered in this study:
- How important are the computer skills needed by office secretary in organisations?
- Does acquiring computer skills by office secretary in organisations enhance their job performance?
- What are the computer skills that enable office secretary to function optimally in organisations?
- What are the challenges encountered by office secretary in acquiring the necessary computer skills?
- RESEARCH HYPOTHESES
The following null hypotheses will validate this study:
H01: The computer skills needed by office secretary in organisations is not important.
H02: Acquiring computer skills by office secretary in organisations does not enhance their job performance.
- SIGNIFICANCE OF THE STUDY
This study will be of great value to the professional office secretary/secretaries and society in general as well as Tertiary Institutions and organizations. The knowledge exerted from the study will be beneficial to Office secretary in the discharge of their duties and will definitely encourage new innovations in computer applications on the part of the implementers.
This research work is significant to the extent that it provides data on the effects of information technology on the performance of an office manager. The researcher intends to provide relevant information’s, which would contribute to the academic knowledge and also a foundation for future researchers.
1.Organization: the study will help improve some existing theories on information as they apply to organizations as well as the office professionals in the areas of human resources management. It has also become a vital and integral part of every business plan. It will also help organization to improve the way they design and manage customer relationships.
- Further research: it is also hoped that the findings of this study will contribute to the existing knowledge and information in the area of research.
- Office secretary: The significance of this research work is immeasurable both to the practitioners, office professionals, chief executives, personnel managers, the management of the organizations and the public at large. It is expected that the findings and recommendations of the study will guide the area of study to consider introducing information technology for their office professional efficiency and other human resources departments for effective administration of personnel matters.
1.7 SCOPE OF THE STUDY
This study focuses on the Computerized office system and job performance of Secretaries of selected tertiary institutions in Akure, Ondo state: Federal University of Technology, Akure and Federal College of Agriculture, Akure. Specifically, this study focuses on determining how important computer skills are needed by office secretary in organisations, determining whether acquiring computer skills by office secretary in organisations enhances their job performance, identifying the computer skills that enable office secretary to function optimally in organisations and identifying the challenges encountered by office secretary in acquiring the necessary computer skills.
1.8 LIMITATIONS OF THE STUDY
In the course of carrying out this study, the researcher experienced some constraints, which included time constraints, financial constraints, language barriers, and the attitude of the respondents. However, the researcher were able to manage these just to ensure the success of this study.
Moreover, the case study method utilized in the study posed some challenges to the investigator including the possibility of biases and poor judgment of issues. However, the investigator relied on respect for the general principles of procedures, justice, fairness, objectivity in observation and recording, and weighing of evidence to overcome the challenges.
1.9 DEFINITION OF TERMS
Office secretary: Are business professionals who are responsible for a diverse set of administrative tasks.
Skills: A skill is the learned ability to perform an action with determined results with good execution often within a given amount of time, energy, or both. Skills can often be divided into domain-general and domain-specific skills.
1.10 ORGANIZATION OF THE STUDIES
The study is categorized into five chapters. The first chapter presents the background of the study, statement of the problem, objective of the study, research questions and hypothesis, the significance of the study, scope/limitations of the study, and definition of terms. The chapter two covers the review of literature with emphasis on conceptual framework, theoretical framework, and empirical review. Likewise, the chapter three which is the research methodology, specifically covers the research design, population of the study, sample size determination, sample size, and selection technique and procedure, research instrument and administration, method of data collection, method of data analysis, validity and reliability of the study, and ethical consideration. The second to last chapter being the chapter four presents the data presentation and analysis, while the last chapter(chapter five) contains the summary, conclusion and recommendation.
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