The Importance of Secretary To The Organizations
Development
Oleh :
Rininda Dhaneswara
11411134013
According to experts, the notion of secretary can be
summarized as follows Secretary comes from the Latin is SECRETUM which means secret
or SECRETARIUS which means someone who was entrusted with a secret to keep. In
English the word translated as secretary SECRET which means secret. So the
secretary is someone who should be able to store and keep it a secret (in this
case the context of the discussion centered on confidential corporate /
office).
H.W. Fowler and F.G. Fowler had another opinion
about secretary, the secretary can be described in two general sense is, first
secretary is a person who works on another person to assist in the
correspondence, paperwork, to getting information and other confidential
matters, second secretary is appointed an employee by the company directly or
company or union to do the correspondence, maintaining the documents especially
those dealing with the company. The conclusion that the secretary is a person
who be trusted to hold the secrets of business or office in addition to working
as an officer in the company.
Secretary has a an important role and can determine
the success of the company's goal or an office. The importance of the role of a
secretary is certainly in accordance with the position of secretary of each
organization or office. The role of in general the secretary can be seen as
follows:
1.
The importance of
the secretary to assist management in the office :
·
As an
intermediary channels of communication and building a good relationship for the
person who want to be associated with the principal or supervisor.
·
As the necessary
resources to meet the leader or supervisor functions, duties and
responsibilities.
·
As connective
leadership wishes to the subordinate in the performance of duties.
2.
The importance
of the secretary of the emplooyes :
·
The Secretary
has an interest in determining the policies that apply to employees in a fair,
that is rules of regarding the placement of employee in accordance with the
employee's skills and upon ability.
·
Giving
motivation for employees to work so that the work can go smoothly and
successful.
·
Approached the
employees to better find out and understand the will of the employee.
In a hierarchical relationship the Secretary, among
others to convey information, advice, and the review of his subordinates to
leaders. Effective communication skills are an absolute must, especially the
ability to speak persuasively, write clearly and with good grammar and convey a
"message" in the sense of ability to convey the idea convincingly. In
addition, the "message" should contain the following elements:
a. Opinions.
b. Suggestions.
c. Constructive criticism.
d. Demand for their contributions.
e. Information.
The fifth thing is very important in order to
attempt to cultivate, nurture, and sustain the spirit of togetherness and human
relations relationships with a sense of solidarity and the spirit of
cooperation is high.
The importance of secretary in approaching employees
are very important. The role of secretary of the employee or the other is
usually known by the term "human relations". Human relations have an
important role in solving various problems related to the human factor in the
organization. Psychological clash and conflict between personal interests and
the interests of the organization is often the case, not just between leaders
and employees, but also between employees and employees, which can disrupt the
smooth running of the organization in achieving the goals.
The duties of a the secretary course in accordance
with the functions of the office of the secretary. For a large organization or
office, the secretary duties much more difficult because in addition to the
duty and responsibility of the chairman, a secretary should be responsible to
organize and oversee the duties and activities of all employees in the office.
In the performance of duties and responsibilities
for a secretary to be better, there must be a motivation or working spirit. It
is very important for the secretary, especially executive secretary or manager,
because they have the double duty, that is duties of the leadership activities
and assignments of the coordination and control of employees in office or organization.
The secretary duties are no longer restricted in the
field of administration, but rather tend to continuously expand. Thus in
addition to secretary who acts solely as an assistant, there exists a secretary
who has the function manager. Because of his position as manager, the secretary
and have the such a subordinate officials. Finally the officials subordinate to
the whole field of work then developed into an organizational unit. This
organizational unit is now commonly referred to as the secretariat and headed
by a secretary who serves as manager.
Secretary and the office is a unified whole and even
the secretary is the second key after the manager or leader. Affairs offices
ranging from correspondence led to the decision problem so have an influence on
secretary. Completion of all administrative affairs and the intelligence lies
in the secretary.
Based on the position of a secretary, the secretary
should able to perform his duties as secretary and expand the ability of the
personality self as a secretary, then a secretary should be able to meet the
basic skills about Correspondence, typing and stenography, bookkeeping
(accounting), the use of office equipment, archiving (filling) and human
relations.
Maintain the the consistency of working of a
secretary towards the task and function is very important because most of the
responsibility lies on the the Secretary the organization. Memanajerial and
service capabilities to doing assignments is the consistency of the work is
overlooked.
Communicate the changes that occur by a secretary is
very important, if viewed in terms of behavior, that is everyone in the
organization needs to know not only about their role in an organization that is
growing, but the effect of the change relating to the career and their job
security.
