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Secretarial Practice Unit-1

Secretial practice unit 1

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Shubhi
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43 views

Secretarial Practice Unit-1

Secretial practice unit 1

Uploaded by

Shubhi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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1.1 Origin of Secretary 1.2 Meaning and Definition 1.3 Features 1.4 Importance 1.5 Types 1.5.1 Personal Seeretary 1.5.2 Institutional Secretary + Secretary of Non-profit Association + Secretary of Co-operative society + Secretary of Joint Stock Company * Secretary of Goverment Department 1.6 Functions of Secretary 1.7 Qualities of Secretary 18 Distinction INTRODUCTION: The Indian economy is fast developing and has fastest growing service sector in the world. ‘Various forms of organizations have emerged in the present economic situation. Finance is needed to establish a business, run it, to modernize it, expand it and diversify it. ‘The role of financial management has become important to the corporate world. Expert individuals having special capabilities and knowledge to grow business have now become important for our present Indian business scenario. The profession of Secretary is one such profession which caters to the changing demands of businessmen and organizations. The subject ‘Secretarial Practice’ deals with the origin, importance, features, types, appointment, qualities, qualifications, functions, duties of different types of secretaries, the functioning of joint stock company etc. 1.1 ORIGIN OF SECRETARY Until the late 19* century, persons involved in the daily correspondence and the acti related to finance had assumed the title ‘Secretary’. ties: ‘The Latin words *secretum’ or ‘secretus’ which means the secrets. The word Secretary is derived from the Latin word ‘Secretarius’ which means someone who works for a person of great importance. Scanned with CamScanner In the Roman times, ‘Scribae’ was a professional letter writer or one who maintains confidential records. In ancient Indian history, Secretary was referred to as Amatya, Sachiva or Chitnis, which means a person who does secretarial work. Today, the State and Central Governments also have secretaries for various departments functioning under the control of ministries in the Sachivalaya. 12 Origin Former names for Meaning Secretary Latin language | Secretarius A confidential writer or officer with whom secrets are entrusted by employer. Roman Empire | Scribae A professional letter writer or one who maintains confidential records. Indian history __| Amatya/Sachiva/Chitnis _ | A person who does secretarial work. Additional information: In 1870 Sir Isaac Pitman founded a school where students could qualify as professional writers. In 1888, with the invention of typewriters, the role of secretary increased. In an effort to promote professionalism, the National Secretaries Association was created in 1942 in the USA. Later a special Secretaries Day was created which would be in the last week of April. This week is now known as Administrative Professional's Week. MEANING AND DEFINITION ‘There are various definitions of Secretary some of them are as follows : 1) ‘The Oxford Dictionary defines a Secretary as ‘A person whose work is to write for others, especiay one who is employed to conduct correspondence, keep records and to transact various other businesses for another person or for a society, corporation or public body.’ 2) According to Companies Act 2013 Section 2(24) “Company Secretary or Secretary means a Company Secretary as defined in Clause (c) of Sub-section (i) of Section 2 of the Company Secretaries Act 1980 who is appointed by a company to perform the function of a Company Seeretary under this Act.” ‘The Company Secretaries Act, 1980 defines Company Secretary as - “a person who is a ‘member of Institute of Company Secretaries of India.” From the above definitions it can be stated that Secretary is appointed to ensure the smooth functioning of the organization and assists in various functions related to correspondence, meetings, record keeping and any such administrative work. Scanned with CamScanner 13 FEATURES OF SECRETARY dy 2) 3» 4) 5) a) FEATURES OF SECRETARY. Individual Qualit Re ati Datiee epresentative Qualification Confidential Appointment Paid officer employee Individual : Only an individual alone can be appointed as a Secretary. A firm, an institution ora corporate body cannot be appointed as a Secretary. A Secretary has to be an individual as per the provisions of the Company Law and also due to the skills required to fulfill the duties and responsibilities towards the employers. Duties : A Secretary has to perform routine and administrative duties such as correspondence, conducting meetings, maintaining records and providing information. Secretary also has to fulfill the day to day routine duties related towards the employer or organization such as clerical work, recording, fixing appointments, giving reminders, replying to other employees queries etc. These duties vary according to the nature of work of the organization or employer. In recent time, Secretary has to ensure legal compliances. Qualification : Every Secretary must possess certain qualities and qualifications as per the organization. However, a person who is appointed as a Company Secretary in a public or private limited company needs to have certain prescribed qualifications according to Companies Act 2013. Similarly a Secretary of a Government Department needs to have the qualifications as per the Government rules and regulations. Appointment : A Secretary can be appointed by individuals, professionals, society, corporation, government, public organization, Joint stock companies etc. In other words a Secretary can be a personal or institutional Secretary. Paid employee : A Secretary is a paid employee of the organization. Secretary is either given a salary or paid an honorarium, Although Secretary is a paid employee, yet the Secretary holds an important position in the organization. Confidential officer : A Secretary is a custodian of secret and confidential information of the organization. Secretary is closely connected to the top management and can be involved in policy decisions. Representative : A Secretary acts as a representative of the organization, Generally secretaries are of two types: (a) Personal (b) Institutional. Secretaries appointed by individuals are known as personal secretaries. These secretaries represent their employers. Scanned with CamScanner 15 TYPES OF SECRETARY “The growth of industialization and modernization has lead to.an increase in various types of ‘organizations. Every organization therefore, requires one such person on whom the individuals fof organizations can entnst the person with responsibilities. The concept of Secretary has expanded and is required by almost all types of organizations. Each Seeretary performs the duties and responsibilities of the organization or employer. Followings are the various types of secretaries ‘TYPES OF SECRETARY ‘Personal Tstitional ‘Secretary Secretary 1, Secretary ofa Non - profit association ‘Secretary of a Co-operative society 3. Secretary ofa Joint Stock company 4. Secretary ofa Government Department 5. Other Body Corporates 1.5.1 Personal Secretary ‘Theppersonal Secretary or Personal Assist isthe oldest typeof Secretary. A personal Secretary is one who is appointed by busy individuals like industrialists, businessmen or professionals 10 ‘condict the corespondence and the day to day routine duties. Appointment: Busy individuals appoint secretaries to look after other work so as to enable them to concentrate on their primary work. eg: Doctors, Lawyers, Engineers, CA, actors, politicians, leaders, ministers et. Qualiications :A personal Sceretary as such has no specific qualifications. Yet a gradu degre, good command over language, i requied. Knowledge of computers and internet skills hhave now become a necessity. The qualification depends on the requirement of employer's profession 1.52 Institutional Secretary + A Secretary appointed by an institution or organ: institutional secretaries are - 1). Seeretary of a Non-profit Association: Anon profit associ formed to promote social, educational, cultural aris, sports ativities, with the intention ‘of providing services and nt to ean profits Appointment : A non-profit association is looked afer by management committe whieh is elected by the members. The Secretary may be a ull ime or part ime person working ‘on salary basis or honorarium bass. eg: Rotary Club, Lions Club, Sports elub, Cultural

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