Abstract
M.Comm.
This dissertation is an investigation into the changing role, task and utility of the secretary as a resource for the manager in Technikon SA(TSA). In today's office, a secretary can no longer offer just technical skills and personal attributes alone. The secretary must be involved as an energetic and vital member of the group. The secretary must appreciate the possibilities of making an increased contribution to the success of the manager by managing the time available to the secretary more effectively. The secretary has to understand the factors which operate in inter-personal work relations. The secretary must be a skilled communicator and organiser. The secretary needs a talent for detailed administration. The secretary often has a controlling and planning function. Secretaries have a significant role to play in maintaining good relations with all within the organisation, and in creating a favourable image to those outside. A secretary should be able to lubricate the wheels of the manager's work and exercise intelligent anticipation by thinking for and with the manager. The first part of this study exists of a literature overview of the secretary in die business world. Special attention is given to the role of the secretary and the need for a secretary; the changing office environment; the changing role of the secretary; the impact of technology and the changing role of the secretary and the secretary's role in the upcoming virtual office. The changing career path of the secretary is also addressed. The literature overview ends with an overview of the utilisation of the secretary and the establishment of an optimal work relationship between secretary and
manager and the training and development of the secretary. The last part of the study exists of the results of a questionnaire compiled and distributed to all the secretaries in TSA and interviews with some managers in TSA. The secretary's in TSA perform basic secretarial functions. The nature of the secretary's work is determined by the specific department where the secretary is working. TSA secretary's uses the most up to date technology in the execution of their work. Secretaries have limited authority and responsibility regarding their work but they can almost always influence there manager's decisions regarding office related issues. There is no real career path for the secretary in TSA, which is a big frustration for the secretaries. Because there is a not a definite career path and no distinction between for example a junior secretary, secretary, senior secretary etc, some secretaries tend to be over and others under utilised. The nature of the secretary's work can determine that a secretary is more involved with aspects such as project management, budgeting and scheduling. These secretaries do not get the recognition they deserve and is still on the same level as all the other secretaries in TSA. The secretaries in TSA is equipped with the write training, development and experience to fulfil work with more authority and responsibility. The role of the secretary in TSA will definitely change in future. Both managers and secretaries see the role of the secretary to be changed to that of a personal assistant with the necessary authority and responsibility to handle lower level management work. The secretary will have more decision power in the execution of the Technikon's policy and procedures an better utilised.