On
the basis of the nature and functions of secretaries, we classify them as
follow:
1.
Ministry’s or
Department’s Secretary: Every Government Department has a secretary and he acts as the
executive head of the department. Secretary is the person who implements the
decision taken by the department heads’ He has to advise the Ministers in
certain matters. The important functions performed by him include
administrative function, advisory function, formulation of policies etc.
Usually I.A.S officers are appointed as secretary to top level executives in
certain organizations.
2.
Private Secretary: Private Secretary or personal secretary is a person appointed by a person in high
position such as Ministers, senior doctors, lawyers, Accountants etc., whose
work requires close attention and cannot afford to spent time for routine
activities. He keeps the confidence of his master and he is the right hand man
of his employer.
3.
Secretary of an
Association or a Club: An association or a club is formed to serve some common cause of its members, such as promoting
art, science, music, sports, etc. The secretary of an association is generally
elected from the members of the managing committee. Some association appoints
whole time directors to look after the day-to-day activities. He acts as an
agent and advisor to the managing committee.
4.
Secretary of an
Embassy: This
is an official of an embassy or a
diplomatic mission ranking next to the Ambassador. He is his country’s
representative in the country to which he is posted and acts as a link between
his embassy and the Government of the country in which it is located.He has to
perform administrative and executive functions, and project his country’s image
truly and faithfully.
5.
Secretary of a Trade
Union: Every
trade union has a secretary. The functions of the
secretary of a trade union vary with size and type of the union. He has to look
after the functions of the union. He acts as a link between the trade union and
the management.
6.
Secretary of a
Co-Operative Society: The chairman of the
co-operative society is considered as the chief executive and the secretary
manages the day-to-day administration of the society. The secretary of the
co-operative society may be appointed on part time or full time basis depending
on the size of work of the society. He wants to maintain proper records and
registers and submit periodical statements to the Registrar of the co-operative
societies.
7.
Secretary of a Local
Body: Corporations, municipal councils, District boards etc. usually appoint whole
time secretary to look after their day-to-day affairs. The secretarial duties
include office management, assisting to conduct meetings, recording the
proceedings etc.
8.
Secretary of a
Company: The
secretary of a company is the chief administrative officer
of the company. Company secretary is a person who is a member of the Institute
of company secretaries of India. He act on behalf of directors of the company
and represents the company to outsiders. He has to conduct meeting and maintain
minutes of the meeting.
The
functions of secretary depends upon the size and nature of organization he
serves. The position of a secretary is that of an office executive. She/he also
acts as a liaison officer, advisor to management, administrative assistant etc.
His duties are as follows
1.
Supervise,
co-ordinate and control clerical work of the organization.
2.
Selection,
appointment and assignment of office work to the staff.
3.
Maintanence
office Discipline.
4.
Writing
and receiving letters on behalf of the management.
5.
Keeping
a record of important phone numbers.
6.
Handling
staff matters.
7.
Acting
as a link between management and staff.
Maintaining
public relations (i.e.) informing the public about the activities of the
organization.
The
role of the secretary is to support the chairman in ensuring the smooth
functioning of the managing committee. In summary, the secretary is responsible
for proper meetings, preparing minutes of the meetings, and maintaining
effective records and administration.
Related Topics
Privacy Policy, Terms and Conditions, DMCA Policy and Compliant
Copyright © 2018-2024 BrainKart.com; All Rights Reserved. Developed by Therithal info, Chennai.