The Importance of Secretary To The Organizations Development

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.