CHANGING ROLES OF THE OFFICE MANAGER IN THE ICT ERA: PROBLEM AND PROSPECTS

1.1 Introduction

ICT is referred to as electronic or computerized devices, assisted by human and interactive materials that can be used for a wide range of teaching and learning as well as for personal use (Ofodu, 2007). Beckinsale et. al, (2006) defines Information and telecommunication technologies (ICT) as any technology we use to facilitate processing ,gathering, distribution and use of information. Bandele (2006) on the other hand, views ICT as, a revolution that involves the use of computers, internet and other telecommunication technology in every aspect of human endeavor. ICT may be viewed in different ways. ICT includes all forms of technologies such as internet, computers, websites, telephones, mobiles, wireless devices, networks, hardware, software and telecommunication equipment (Latu and Koh, 2007).

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitations of the Study and Definition of technical terms.

1.2 Background to the Study

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.

As a result of changes in technology, the role of secretaries in business has changed tremendously from that of typewriting and shorthand dictation, answering of telephone calls and processing of mails. Today's secretaries are exposed to office technology including the internet that make work much easier and knowledge more accessible (Edwin, 2008).

Secretaries now have many technologically advanced office gadgets to ease their jobs and enhance proficiency and productivity leading to improved access to goods and services globally (Wofersohn, 2001). New technological equipment that has altered the procedures and technique for office functions include the computers, electronic mail/ commerce, voice mail, and the Internet.

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.

However, these new developments brought by technological challenges require even more knowledge and skills beyond being a professional secretary. For the secretary to be abreast with the changing times, face the challenges and overcome the old ways of doing things she or he needs training requirements in recent times to help meet organizational objectives. Information technology has affected many professions in recent times. The roles of secretarial professionals have been turned around by technology. It has provided the tools that shift the role of secretaries from that of information recorders to business strategists (Appah and Emeh, 2011).

Therefore, in Imo State where the research was carried out, the activities that was conducted is to know the Problems and Prospects of the Changing Roles of the Secretary in the ICT Era.

1.3 Statement of the Problem

Investigation revealed that due to the introduction of sophisticated technological (electronic) office equipment into today's office and the role secretaries need to play in ensuring accuracy and efficiency in their jobs, the secretaries need to meet the challenges by acquiring new skills and competencies for efficient operations in the electronic office. There is continuous advancement in technology which has affected the secretarial profession in terms of the quality, speed and accuracy of works performed (Duniya, 2011).

An automated office, undoubtedly, offers new roles and responsibilities for the secretary. Such new roles presuppose that additional training and qualifications are required from the secretaries.

1.4 Aim and Objectives of Study

The aim of the study is to examine the Problems and Prospects of the Changing Roles of the Secretary in the ICT Era in Imo State. In achieving this aim, the following specific objectives were laid out as follows:

1. To examine the changing roles of the secretary in the ICT era
2. To assess 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 in the area under study

1.5 Research Questions

In order to achieve the objectives of this study a number of questions would be explored. Consistent with the topic and objectives the following questions will guide the study;

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

1.6 Research Hypothesis

In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.

Hypothesis One

• H0: Information communication technology has no effect in the roles of an office manager in the area under study
• H1: Information communication technology has effect in the roles of an office manager in the area under study

1.7 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 in Imo 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.

Finally, this study will provide a foundation for future researches as this will serve as a motivation for many researchers to further examine other aspects of the subject matter.

1.8 Scope of the Study

The scope of the research is focused on the Problems and Prospects of the Changing Roles of the Secretary in the ICT Era. This research work is restricted to First Bank, Oceanic Bank and Intercontinental Bank PLC in Imo State.

1.9 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Research material: availability of research material is a major setback to the scope of the study.
3. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
4. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).

1.10 Definition of Terms

ICT: ICT is referred to as electronic or computerized devices, assisted by human and interactive materials that can be used for a wide range of teaching and learning as well as for personal use (Ofodu, 2007).

Secretary: Secretary is some one who has a sound general education and has passed through a prescribed programme of training in the field of secretarial training with appropriate skills.

Information: This is a facts or details about something

Communication: Communication is the process of passing information from one person to another.

Technology: This is the use of mechanical art and applied science to get information and disseminated the information.