This research work has been carried out to determine the contribution of modern technology in the advancement of secretarial profession. The instruments used in gathering data for this study are, the questionnaire, oral interview and observation. The scope of study covered Kyambogo University. The data was collected from sample secretaries, students and workers of other professions in the above institution.

This study employed a descriptive and analytical research which involved use of questionnaires, personal interviews with the respondents and perusal of past records and publication. These were used because descriptive design helps to ascertain and describe the characteristics of the variables. Analytical research design was used to analyze the information, since this study involved the collection of views, perspective or opinions of respondents regarding a particular issue.

The study sample comprised of 40 respondents of which 25(62.5%) were female and 15(37.5%)

were male who were employees and students of Kyambogo University.

The researcher used both primary and secondary data. Primary data was used in instances where the researcher required information that did not exist elsewhere. Secondary data was obtained on the sources which already existed about the enterprise and had been used before for example books and internet.

From the result of the analysis, it was discovered that all this technological advancement has helped to improve the activities of secretaries in the officer thereby increasing their productivity as well as enhancing their job security.

However, it was recommended that secretaries need to go on training, so as to able to handle this modern equipment efficiently. And also, that their training process still continues, if there is any introduction of new machine in future.

More so, secretaries should not be afraid of this new machine, they should not feel that they will be displaced, rather they should accept it and see it as a helpful too, that helps in making their job accurate and first.

The researcher recommended that institutions of higher learning should endeavour to send secretaries to more computer technology/application workshops to update their knowledge to make them relevant in the modern office.

CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter entail the background of the study, statement of the problem, objectives of the study, research objectives both general objective and specific objectives, research questions, scope of the study, significance of the study the conceptual framework.

1.1 Background of the study

By the mid-20th Century, humans had achieved a mastery of technology sufficient to leave the atmosphere of the earth for the first time and explore space. According to Merriam-Webster (2007), technology is making usage and knowledge of tools, machines, techniques, crafts, systems or methods of organization in order to solve a problem or perform a specific function. The word technology comes from Greek; the term can either be applied generally or to specific areas: example include construction technology and information technology.

According to Beniger, J. (2009), technology has affected society and its surroundings in a number of ways. In many societies, technology has helped develop more advanced economies (including today’s global economy) and has allowed the rise of a leisure class. Many technological processes produce unwanted by- products: known as pollution and deplete natural resources, the determinants of the earth and its environment. Various implementations of technologies influences the value of a society and news technology often rises new ethical questions examples include the rise of efficiency in terms of human productivity, a term originally approved to machines and the challenge of traditional norms.

According to Hakansson, H. (Ed.). (2015), traditionally, new technology has been concerned with the construction of machines, structures, and tools on a relatively large scale. The development of materials for building bridges or sky scrapers is an example of this, as is the development of the internal construction engine and the nuclear reactor. While such activities involve all the sciences, from chemistry to nuclear physics, the overriding goal has been the same to improve the human condition by finding better ways to deal with the macroscopic world.

Castells, M. (2014), in his views says: Since world War II, the focus of technological activities has undergone a major change while the old activities are still pursued, they have largely superseded by applications of technology at the microscopic level instead of building large-scale structures and machines modern-day technology tends to concentrate on finding improved ways to transfer information and to develop new materials by studying the way atoms come together. The silicon clip and microelectronics typing the new technological trend, as does the blossoming of genetic engineering. The trend can be expected to continue into the fore seeable future. With the changing world of technology this day, it is important to say that modern technology has come to stay, and it plays significant role in the improvement of the secretary’s job which in turn enhances productivity in all aspect.

A secretary is an office-staff who combines the mastery of secretarial skills of typewriting and shorthand with office routine functions. Automation is an innovation and a consequence of the industrial revolution. It is a collection of methods for controlling machinery and production processes by mechanical method, usually with electronic equipment. Spencer (1981) defined automation as the process of replacing human work with work done by machines or system designed to perform a specific combination of action automatically or repeatedly.

Mayer (1977) defines a secretary as an executive assistant, who possesses a mastery of office skills, demonstrates the ability to assume responsibility with or without supervision, exercises initiatives and judgment and makes decision within the scope of assigned authority. It means that a qualified secretary should have a wide knowledge of business acumen, versatile knowledge in accounting, personnel, office practice, communication and inside knowledge of the operation of all departments within the organization where he works, unlike a half-baked secretary who possesses only knowledge of shorthand, typewriting and basic office practices. The advent of the word processor has helped to make the secretarial career path cleaner. For a secretary to be employable in an automated office, Merony (1983) believed that such a secretary must be well versed in the following specific automated office equipment training:

In the past, most office work had been carried out manually although through them the volume of office work had been small and there was less sophistication in the industrial art, hence there was no significant demand for modern technology. But today, when one looks at the basic tasks. In an office, whether it be writing, calculating, filling, sorting or analysis, it is found that office machines can be used to do the job better and faster which leads to great achievements and professionalism in the field. There has never been greater need for efficiency in business than there is today. All kinds of businesses. Must employ modern methods in their offices. The raw material of an office is information, and the responsibility of an office is like that of a clearing house, receiving and sending out information, processing storing facts in various forms. Therefore, the ever increasing size of business organizations has increased the development of new techniques in office management. Unlike in the past, where the secretary made use of old model manual typewriter that does not enhance efficient. Since the secretary is a medium through which the organization actions and policies are conveyed to the public. In readable and disenable form, it is wise that she is exposed to office machines and understand their proper

usage so that she can efficiently carryout the routine job of the office. By so doing the organization concern can benefit highly form the services of the secretary.

The secretary is part of the management team since she is completely involved in the affairs of the office and in making and implementation of business plans. She deals with letter drafting and typing, filing processing and storing of information as well as disseminating information. With the office automation such as electronic typewriter Word process, computer, telephone, fax machine, internet, e-mail, photocopier and calculating machines at her disposal, her job is sure to progress swiftly and a boost to attaining productivity in the organization where she works.

1.2 Statement of problem

Even though modern technology is regarded as important and of high value in ensuring quality work output in an office, as well as bringing about productivity. It is equally believed that these machines can cause job displacement. This is the fear that many employees suffer from when new machines are being purchased for use by their organization. The machines are cost effective. Some organizations do not really apply the use of some of the modern machines and this lead to poor performance, this is because they seem not to attach great importance to these machines and most secretaries are ignorant of their uses. Therefore if nothing is done probably the organization mighty loose market opportunities; however, this prompted the researcher to carry out research on the contribution of modern technology in advancement of secretarial profession, Kyambogo University.

1.3 General objective

The purpose of this study was to establish the contribution of modern technology in advancement of secretarial profession in tertiary institutions.

1.4 Specific objectives of the study

The study intended to achieve the following:

To find out the benefits of modern technology in secretarial profession
To find out the forms of modern technology used by secretaries.

To establish the relationship between modern technology and secretarial profession in tertiary institutions.

1.5 Research questions

What are the benefits of modern technology in secretarial profession?

What forms of modern technology is used by secretaries?

What is the relationship between modern technology and secretarial profession in tertiary institutions?

1.6 Scope of the study.

This included; content scope, geographical scope and the time scope.

1.6.1 Content scope

The research focused on the contribution of modern technologies in the advancement of secretarial profession.

1.6.2 Geographical scope

The research was carried out in Kyambogo University because it was a good representation of institutions of higher learning. It is located 6kms off Kampala -Jinja road in Banda Kampala-Uganda.

1.6.3 Time scope

The research covered a period of three years and above and giving justification.

1.7 The significance of the study

Institutions that are privileged to have access to modern technologies will be at an advantage in that, they will be better placed to know the different roles which secretaries can play and their ability to operate complex and automated machine.

This research work would be useful in institutions of higher learning that offers secretarial studies.

Some institutions are not aware of these modern office technologies. This type of institution will benefit from this research, because, after getting through this work, they would be well exposed about the various equipment that they could use to carry out their duties effectively.

This research work would be avaluable asset to government policy makers on privatization and contributing to the successful up-lifting of secretarial profession in modern technology.

1.10 Definition of terms

In the course of this research, the following terms are frequently used and will be defined here, so as to help the reader to better appreciate and understand the relevance of this research work.

Secretary: An executive assistant who possesses a mastery of skills, who demonstrates the ability to assume responsibility without direct supervision; who exercise initiative and judgment and who makes decisions within the scope of assigned authority.

Training: It is the systematic process of altering the behavior of an employee to increase organizational goals.

Development: This deals with the activities undertaken to expose an employee to perform additional duties and assume position of importance in the organizational hierarchy.

Technological advancement: This is a complex modern labor and cost cutting equipment that are now increasingly utilized in organizations.

Word processor: It refers to the process by which an idea is translated into written communication. It also records typed words, diagrams etc. and displays them on screen, where they can be corrected or changed and then automatically printed.

Data: Its means facts or information

Typewriter: It’s a keyed writing machine

Computer: An electronic device used for storing and analyzing information fed into it, its also used for calculating.