Assessing the Impact on the Job of Secretaries on the Use of Information Communication Technology in Public Institutions: The Case of Bolgatanga Polytechnic

Abstract

This study basically aims at gathering information on the impact of office Information and Communication Technology on the performance of the professional secretary in Bolgatanga polytechnic. The descriptive survey method was used for this study. A total sample of 22 secretaries was used in this study. Questionnaires involving both open and closed ended questions were used to collect data. This study showed that there are computers, printers, photocopiers and telephones in every office of the secretaries in the polytechnic, however, not all the offices have electric typewriters, scanning machines, shredding machines, fax machines and duplicating machines. The result of the study also showed that all the secretaries accepted that the introduction of Information Communication Technology in their offices has helped staff to work faster than before, enhanced flexibility in their offices, and improves positively the performances level of secretaries. The secretaries also indicated that the main challenges of using ICT in secretarial duties were the instability in power system in the institution, the need for special training of personnel on the use ICT facilities, and protection against data loss. It was recommended that the Polytechnic should endeavour to organize training and development programmes that will enhance the effective performance of secretaries through acquisition of additional skills. Also, secretaries should always be ready and open-minded to acquire additional training/skills development, bearing in mind that changes occur frequently in the line of their chosen career.

Keywords: Information Communication Technology, secretaries, computers, electronic devices