Factors Constraining the Role of Personal Secretaries in Selected Public Organizations in Dar es Salaam, Tanzania

Abstract

This study dealt with factors constraining the role of personal secretaries in selected public organizations in Dar es Salaam, Tanzania. The study used the qualitative approach through case study design. A sample of 30 participants was adopted including 10 from the College of Business Education, six from Dar es Salaam Institute of Technology, six from Medical Store Department and eight from Tanzania Buildings Agency. The researchers used in-depth interviews and documentary reviews as sources of data. The interview lasted between 15 and 30 minutes to capture opinions, beliefs and attitudes about constraints that personal secretaries faced in executing their daily operations. The analysis involved the content analysis approach. The study concludes that personal secretaries faced numerous challenges, which constrain their job.  Such challenges include communication constraints, records and documentation, customer related constraints and guidance and counselling constraints face personal and administrative secretaries. These constraints hindered them to perform their duties better, hence leading to negative image of their organizations. Based on the conclusions, employers need to set a portion of budget in their offices for secretaries to attend both on-the-job and off-the-job training to refresh their soft skills on both communication and emerging technologies. Administrators need to motivate and respect the work of personal and administrative secretaries by providing good office spaces and modern equipment. They also need to refresh their guidance and counselling capacities by conducting regular seminars and workshops, which will sharpen their performance and bring glory to respective institutions.