CHAPTER 1 SECRETARY INDEX Sr no 1 INTRODUCTION

CHAPTER 1 SECRETARY

INDEX Sr. no. 1 INTRODUCTION 2 ORIGIN 3 DEFINITION 4 5 6 7 PARTICULARS MEANING CHANGING CONCEPT OF A SECRETARY FEATURES OF SECRETARY NEED AND IMPORTANCE OF SECRETARY

INTRODUCTION Ø With liberalization of the economy and globalization, the world has now become one single market. Ø Due to this, the competition experienced by the business houses has also increased multifold. Ø The organizations have to strive hard to create opportunities as well as survive & grow in this environment. Ø Therefore, there is a need to for individuals having specialized knowledge and skills in their respective fields. Ø One of such specialized individual is known as “Secretary”.

INTRODUCTION In today’s world, a secretary is appointed by business firms, trade associations, sports clubs, co-operative societies, trade unions, government departments, non-profit associations etc. in order to look after day-to-day business matters.

INTRODUCTION Note: Liberalization means removal or reduction of social & economic policies by the government so as to encourage trade between countries. E. g. : removal or reduction of duties & charges, simplifying licensing rules etc. Globalization is a process by which businesses or organizations develop international influence or expand its businesses beyond domestic market to markets around the globe.

ORIGIN Jacobson says in ‘The manual of secretarial practice’ that the profession of a secretary is one of the oldest professions in the world. It is as old as human civilization. The word ‘secretary’ has been derived from the Latin word ‘Secretarius’ which means confidential writer or officer or a person on whom the secrets entrusted by his master/employer.

ORIGIN In Roman Empire, the officer performing secretarial duties or doing secretarial work was called as a ‘Scribae’ which means professional letter writer or one who maintains confidential records. In Ancient Indian history, Mughal and Maratha Empire referred secretary as ‘Amatya’, ‘Sachiva’ or ‘Chitnis’ which means a person who does secretarial work. The government also has secretaries for various departments. These secretaries function in ‘Sachivalaya’.

ORIGIN Period/Place/ language In Latin language Secretary was called as Secretarius Meaning A confidential writer or officer or a person on whom the secrets are entrusted by his master/employer In Roman Scribae A professional letter writer or one Empire who maintains confidential records In Mughal & ‘Amatya’, ‘Sachiva’ A person who does secretarial Maratha or ‘Chitnis’ work Empire

DEFINITION Oxford dictionary defines secretary as – ‘A person whose work is to write for others, especially one who is employed to conduct correspondence, keep records and to transact various other businesses for another person or for a society, corporation or a public body. ’ Webster’s dictionary defines secretary as – “One who is entrusted with private or secret matters and a confidential clerk, one who attends to correspondence, records of a private and confidential nature. ” Companies Act, 1956 defines secretary as – “Any individual possessing the prescribed qualification and appointed to perform the duties which may be performed by secretary under this Act and any other ministerial or administrative duties. ”

MEANING A secretary is an important key officer who conducts correspondence, maintains records & books of accounts and does administrative & ministerial work. The routine office work performed by a secretary includes: a) Managing office & office work b) Conducting meetings c) Co-ordinating with departments and top level management d) Advising top management e) Maintaining public relations f) Filing and record keeping g) Conducting correspondences etc.

CHANGING CONCEPT OF SECRETARY In olden times, the king or emperor appointed a secretary or a personal assistant to only look after his routine work, such as, giving advice on critical matters, writing professional letters or maintaining secrecy on confidential matters. However, over the years the role of a secretary has changed considerably from being a personal secretary to an institutional secretary. His duties have changed from clerical level to ministerial level. He plays an important role in the business organization and works as a backbone for a organizational structure.

CHANGING CONCEPT OF SECRETARY The change in the concept of secretary is due to following reasons 1. Financial aspects 2. Increasing size of business 3. Legal provisions 4. Public Image 5. Technical aspects 6. Government Policies

CHANGING CONCEPT OF SECRETARY 1. Financial aspects With the increase in size of organizations, the number of transactions, profitability, turnover etc. has increased to great extent. Hence, a company needs a secretary having good financial knowledge to be able to prepare various financial statements & reports.

CHANGING CONCEPT OF SECRETARY 2. Increasing size of business With the increase in size of organizations, the no. of transaction, clients, suppliers, employees etc. also increase. Therefore, the entire volume of work in the organization increases to a great extent. Hence, business organizations require a secretary having sound business knowledge.

CHANGING CONCEPT OF SECRETARY 3. Legal provisions Every business organization has to follow certain provisions which are mentioned in the Act under which it is registered. E. g. : A company has to follow provisions of The Companies Act, 1956. A partnership firm has to follow provisions of The Partnership Act, 1932. If these provisions are not followed, the business organization is liable to pay fines & penalties. Therefore, a company needs a secretary who has knowledge of such provisions under various Acts and who is able to comply with them.

CHANGING CONCEPT OF SECRETARY 4. Public image refers to the perception about the organization in the minds of the people. Every business organization wants to maintain a good public image. In the long run, a company with a good public image is more profitable. A secretary is one of the good officers who help in maintaining relations with public through letters, telephone, internet, e-mails etc. and thus, creates a good image for the organization.

CHANGING CONCEPT OF SECRETARY 5. Technical aspects Post industrial revolution, the use of machinery and modern production methods has increased to a great extent. A secretary is also expected to know the production methods used in the organization. Only if he has the knowledge, he will be able to take proper decisions and necessary steps to increase the efficiency of the organization.

CHANGING CONCEPT OF SECRETARY 6. Government policies The central government and the state government announce various policies for business organization on a regular basis. The secretary, being a chief executive officer of the organization, has to ensure if all such policies have been complied with.

FEATURES OF SECRETARY The Companies Act, 1956 defines Secretary as – “Any individual possessing the prescribed qualification and appointed to perform the duties which may be performed by secretary under this Act and any other ministerial or administrative duties. ” The features of secretary are as under: 1. Custodian of secret information 2. Advisor 3. Qualification 4. An Individual 5. Implementation 6. Qualities 7. Personal and Institutional 8. Employee

FEATURES OF SECRETARY 1. Custodian of secret information Secretary, being integral part of an organization, he has access to confidential and crucial information related to its organization. He is also involved in making & executing important decisions. Hence, he is expected to maintain absolute confidentiality.

FEATURES OF SECRETARY 2. Advisor The secretary is the key advisor to the management. He is closely connected with all areas of business operations. He also has sound business knowledge. Hence, the point of view and the opinion of secretary are always considered before implementing any policies and taking decisions.

FEATURES OF SECRETARY 3. Qualification Any person who is appointed as a secretary is needs to have qualifications as required by the organization. However, a person who is appointed as a company secretary in a private or public limited company also needs to have certain prescribed qualifications according to the Companies Act, 1956 i. e. he should be a member of the Institute of Company Secretaries of India (ICSI).

FEATURES OF SECRETARY 4. An individual Only individuals can be appointed as secretary of the organization. In other words, company or firms or other institution cannot be appointed as secretary.

FEATURES OF SECRETARY 5. Implementation The management of company is responsible for taking important strategic decisions. It is the responsibility of the secretary to implement and execute the decisions taken by the management.

FEATURES OF SECRETARY 6. Qualities Secretary plays an important role in the organization. He has to handle difficult situations, take important decisions, manage people etc. Hence, he needs to possess various qualities like accuracy, intelligence, honesty, leadership, proactiveness, patience, compassion etc.

FEATURES OF SECRETARY 7. Personal and institutional Secretaries are of two types personal & institutional. I. Personal secretary is one who is appointed by a single person or individual such as doctor, politician, film actors, etc. II. Institutional secretary is one who is appointed by an organization such as company, co-operative society, partnership firm etc.

FEATURES OF SECRETARY 8. Employee Secretary is an employee of the individual or an organization which has appointed him. He is usually paid salary as remuneration.

IMPORTANCE Following is the importance of secretary in an organization: SMART CODE: [CLASSIC - C] 1. Custodian of secret information 2. Legality 3. Administrator 4. Systematic maintenance of records 5. Secretary is a key advisor 6. Important role in conducting meetings 7. Correspondent 8. Chief Executive Officer

IMPORTANCE 1. Custodian of secret information Secretary, being integral part of an organization, he has access to confidential and crucial information related to its organization. He is also involved in making & executing important decisions. The secretary guards the secrets of the employer / organization and does not disclose it to any third party. Therefore, he is often referred to as ‘confidential officer’.

IMPORTANCE 2. Legality Secretary has to ensure proper and timely legal compliance in all activities of the organization. - He has to maintain statutory books, registers etc. as prescribed under various Acts. - He needs to file returns with proper authorities within the stipulated time.

IMPORTANCE 3. Administrator Top management should have time for thinking about organization’s vision and growth. They should not be busy with day to day business affairs such as answering calls, responding to mails, attending visitors, replying to queries, etc. All the day to day operations and duties are looked after by secretary so that the top level management is free to think of new business areas, expansion plans, framing new policies etc.

IMPORTANCE 4. Systematic maintenance of records Every work that is done in the business organization is documented directly or indirectly. Further, it has to maintain books of accounts. It has to correspond with various stakeholders. It has to file returns and statements on a regular basis. Due to all these reasons, there is huge volume of records in every business organization. The secretary has to maintain these records in a systematic manner so that they can be easily accessed when required in future for reference.

IMPORTANCE 5. Secretary is a key advisor The secretary is the key advisor to the management. He is closely connected with all areas of business operations. He also has sound business knowledge. Hence, the point of view and the opinion of secretary are always considered before implementing any policies and taking decisions.

IMPORTANCE 6. Important role in conducting meetings Every business organization has to undertake meetings where the managers meet and take important decisions. In a company form of organization, there are various meetings like board meeting, annual general meeting, and extraordinary general meeting etc. which have to be conducted. The secretary is responsible for making arrangements for the meetings. He is also required to carry out formalities which are required to be undertaken before and after the meeting like sending out notices, agenda, preparing minutes etc.

IMPORTANCE 7. Correspondent Correspondence generally refers to written communication by one person with the other person or a business organization. Every business organization has to communicate business matters with its shareholders, directors, banks, insurance companies, employees, suppliers, clients etc. The secretary is a correspondent of the organization and is therefore responsible for inward and outward correspondence.

IMPORTANCE 8. Chief executive officer The management is responsible for taking important decisions. However, these decisions are implemented by the staff of the organization. Hence, it is very important that these decisions are co-ordinated and communicated effectively to all levels of the organization. Secretary acts as a link between management and staff and helps in effective communication. Secretary ensures that these decisions are successfully implemented.