Sample PDF of Std 11th Secretarial Practice Smart Notes ...

SMART NOTES

SECRETARIAL PRACTICEF.Y.J.C.

MAHARASHTRA STATE BOARD (As per the revised syllabus w.e.f. Academic Year 2019-20)

P.O. No. 185239 Balbharati Registration No.: 2018MH0022TEID: 13660

Salient Features:

Based on the new textbook Exhaustive content coverage in Question & Answer format Answers presented in an examination ready format Smart Codes and Smart Recaps to memorize answers ‘For your understanding’ section aids conceptual clarity Includes GG - our very own mascot that offers a practical touch to theory Includes QR codes for reference content Replete with practical and real life examples Highlighted key words and sentences that aid recall as well as revision Chapterwise Index to help you understand the coverage of entire chapter

Printed at: Repro India Ltd., Mumbai

© Target Publications Pvt. Ltd.

No part of this book may be reproduced or transmitted in any form or by any means, C.D. ROM/Audio Video Cassettes or electronic,

mechanical including photocopying; recording or by any information storage and retrieval system without permission in writing from the Publisher.

51901597_Target Pub_Std XI Smart Notes Secretarial Practice (Commerce)_Text.pdf 1 7/18/2019 1:31:40 PM

SAMPLE C

ONTENT

Disclaimer This reference book is transformative work based on textual contents published by the Maharashtra State Board of Secondary and Higher Secondary Education. We the publishers are making this reference book which constitutes as fair use of textual contents which are transformed by adding and elaborating, with a view to simplify the same to enable the students to understand, memorize and reproduce the same in examinations. This work is purely inspired upon the course work as prescribed by the Maharashtra State Board of Secondary and Higher Secondary Education, Pune. Every care has been taken in the publication of this reference book by the Authors while creating the contents, the Authors and the Publishers shall not be responsible for any loss or damages caused to any person on account of errors or omissions which might have crept in or disagreement of any third party on the point of view expressed in the reference book. © reserved with the Publisher for all the contents created by our Authors. No copyright is claimed in the textual contents which are presented as part of fair dealing with a view to provide best supplementary study material for the benefit of students.

PREFACESecretarial Practice ‘Smart Notes’ is a book curated to facilitate learning & instilconceptual understanding within students. This treasure trove of knowledge fostersrobust conceptual clarity and inspires confidence within the nimble mind of younglearners. This book not only provides answers to all textual questions but also addresses extraquestions in each lesson with the aim of covering the entire topic and makingstduents ready to face the competition. Throughout this book, questions are answeredin a detailed, point-wise format which makes it easier for students to memorize andreproduce the answers in their examination. We have incorporated ‘Smart Codes’ to facilitate easy answer recall. In case ofcomplex questions, we have provided ‘Smart Recap’ for quick recap of that question.‘For your understanding’ section offers additional information on a topic. This isrequired for conceptual clarity but need not be written in an examination. ‘QR codes’present throughout the book offer students practical knowledge through referencecontent. We’re sure that students, parents and teachers alike would love our valuepropostion and unique presentation of content that we have created for students inthis book. The journey to create a complete book is strewn with triumphs, failures and nearmisses. If you think we’ve nearly missed something or want to applaud us for ourtriumphs, we’d love to hear from you.

Please write to us at : [email protected]


SAMPLE C

ONTENT

The book is rife with bits of value addition. Take a look further to understanding it.

1) APPOINTMENT A secretary can be appointed by individuals,professionals, joint stock companies, societies,government etc. In other words, a secretarycan be a personal secretary or institutionalsecretary.

Smart Code

At times, answers are too lengthy and it’s difficult to remember all the points. Hence, we have created smart codes for a few questions to aid you in remembering and recollecting these points. Please do not memorize each and every smart code. Instead of helping, it might end up confusing you. Memorize only those smart codes wherein you find the answer difficult to comprehend.

A D I C A R Q2SMART CODE

Why to study Secretarial Practice ? Apart from the basic objective of passing and coming out with flying colours in your exams, there are various reasons for studying Secretarial Practice : 1. A role of Company Secretary in an organization is very important. He / she plays the role of a

mediator between the board of directors and various external parties. 2. Company secretary helps in complying with various procedures like conducting shareholders meeting,

conducting board meetings etc. It also helps in complying with filing requirements of ROC. 3. It is the responsibility of a Company Secretary to convey the message of the company to

various interested parties like shareholders, creditors, depositors etc. Hence, he / she should have knowledge of writing letters.

For students pursuing professional courses, this subject has added importance.

This book is divided into the following parts: i) Theory questions ii) Interpretative based questions.

Theory questions Questions covered in theory section are in the flow of textbook. Thus, once you read all thequestions, it’s as good as reading an entire chapter from the textbook. We advise you to studyfrom this section first. Interpretative based questions This section is at the end of the theory section. Questions covered in this section are eitherobjectives or application-based questions. Once you have read and understood the theory, you arebetter equipped to solve and answer these questions. We have also provided answers for you toenable self evaluation.

How to study from this book ?


SAMPLE C

ONTENT

In theory subjects, at times, answers are quite long and complex. It’s difficult to remember the entire answer. Hence, we have provided smart recap i.e. summary of the entire answer for students to revise it immediately.

Smart Recap

Membership is open to all and anyonecan become a member.

Company is an association of personsand is to be registered.

Voluntary Association

Incorporated Association

Certain concepts are tricky and difficult to understand with a limited amount of explanation. To explain these concepts efficiently, we have provided a section named ‘For your understanding’ that provides better conceptual clarity. Please note that the content provided in this section need not be written in the examination. This is purely for conceptual understanding.

For Your Understanding FOR YOUR UNDERSTANDING

If a company is incorporated on 1st August, 2017, then the first meeting shall be held within 9 months of the financial year closing i.e. on or before 31st December, 2018.

At the end of chapters and wherever applicable, we have given a summary of sections and timelines covered in it. This will help you to revise and memorize all the sections and timelines of the chapter.

SUMMARY OF SECTION AND TIMELINES Important sections:

Section number

Particulars

96 Provisions regarding Annual General Meeting

100 Provisions regarding Extra Ordinary General Meeting

SUMMARY OF SECTION AND TIMELINES

S.P. has numerous real-life applications. Various forms, notices, documents mentioned in the syllabus are used presently in business organizations. We have given such data via QR codes for better understanding of the subject.

QR Codes [Note: Please Scan the adjacent QR code to view information memorandum and shelf prospectus]

Gyan Guru, our very own mascot, keeps popping up throughout the book. He offers you a practical and real-life example or an interesting fact, associated with the topic. Look out for him!

GG – Gyan Guru

The Ministry of Corporate Affairs (MCA) has taken a ‘Green Initiative’ in Corporate Governance by allowing paperless compliance by companies through electronic mode.


SAMPLE C

ONTENT

Ch.

12

Theo

ry sec

tion

NA

NA

Objec

tive

section

Ch.

11 NA

Ch.

10

NA

NA

NA

Ch. 9 NA

NA

Ch.

8 NA

Ch. 7 NA

Ch. 6 NA

NA

Ch. 5 NA

NA

NA

Ch. 4 NA

Ch. 3 NA

NA

Ch. 2

NA

NA

Ch. 1 NA

NA

Natu

re o

f Qu

estio

n

Answ

er the

foll

owing

ques

tions

and

Ans

wer in b

rief (T

his

is co

vered

unde

r “An

swer the

foll

owing”

) Dr

aft sp

ecim

en le

tter f

or the

foll

owing.

Distingu

ish b

etwe

en.

Activ

ities fr

om te

xtboo

k

Selec

t th

e co

rrect

answ

er fro

m t

he o

ption

s giv

en b

elow

and

rewrit

e th

e sta

temen

ts.

Match

the

pair

s. Writ

e a

word o

r a

term

or

a ph

rase

which

can

sub

stitu

te

each

of th

e follo

wing

statemen

ts.

State

whe

ther

the fol

lowing

stat

emen

ts are

True

or F

alse.

Find

the

odd

one

. Co

mple

te the

sen

tenc

es.

Selec

t the

corr

ect o

ption

from

the bracke

t. An

swer in

one

sen

tenc

e. Co

rrect

the

unde

rline

d wo

rd

and

rewr

ite

the

follo

wing

se

nten

ces.

Arrang

e in p

rope

r order

Expla

in the

foll

owing

term

s / co

ncep

ts.

Justify

the

foll

owing

statem

ents.

Stud

y the fol

lowing

case / sit

uatio

n an

d expre

ss you

r opin

ion.

Sr.

No.

1. 2.

3.

4.

A.

B.

C.

D.

E.

F.

G.

H. I. J.

The

new

sylla

bus ha

s th

rown

a lo

t of n

ew typ

es o

f qu

estio

ns. I

n th

is bo

ok, y

ou w

ill be

stu

dying

below

typ

es o

f qu

estio

ns:

Varie

ty o

f qu

estio

ns c

over

ed

:

Note

: All

the

abov

e va

riety o

f qu

estio

ns a

re a

part of tex

tboo

k.


SAMPLE C

ONTENT

Sr. NO. Titles Page No.

1. Secretary 1-162. Joint stock company 17-353. Formation of a company 36-484. Documents related to formation of a company 49-685. Members of a company 69-786. Directors and Key Managerial Personnel of a company 79-1067. Company Meetings – I 107-1308. Company Meetings – II 131-1469. Business communication skills of secretary 147-16010. Correspondence with directors 161-16811. Correspondence with banks 169-18412. Correspondence with statutory authorities 185-195

Objectives 196-282

INDEX

Note: All Textual questions are represented by (T) mark.


SAMPLE C

ONTENT

Chapter 1: Secretary

1

SR. NO. PARTICULARS READ 1 READ 2 READ 3 1. Explain the features of a secretary. (T) OR

Mention any four features of a secretary. (T)

2. Define a secretary and explain the importance of a secretary. (T)

3. Write a brief note on Personal Secretary.

4. Explain briefly the various types of Institutional Secretaries. (T)

5. What are the functions of secretary? OR State any four functions of a secretary. (T)

6. Describe the qualities of a secretary. (T) OR Describe any four qualities of a secretary (T)

7. Distinguish between: a. Personal Secretary and Company Secretary (T) b. Secretary of Co-operative society and

Secretary of Government department (T) c. Company secretary and Secretary of

Government department (T) d. Secretary of Non-profit association and

Secretary of co-operative society (T)

8. Activities from Textbook

1 Secretary

INTRODUCTION

The Indian economy is growing at a very rapid pace. It has fastest growing servicesector. Various forms of business organizations have developed to cater to everincreasing demands. With the increase in pace of economy, the competition also hasincreased multifold. The organizations have to strive hard to create opportunities aswell as survive & grow in this environment. Therefore, there is a need for individualshaving specialized knowledge and skills in their respective fields. One of suchspecialized individual is known as “secretary”. The profession of secretary is one suchprofession which caters to the changing demands of business owners andorganizations.


SAMPLE C

ONTENT

Std. XI: Secretarial Practice

2

ORIGIN OF SECRETARY The Latin words ‘secretum’ or ‘secretus’ means the secrets. The word ‘secretary’ has been derived from the Latin word ‘Secretarius’ which means someone who works for a person of great importance. 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, Secretary was referred to 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 Former names Meaning Latin language Secretarius A confidential writer or officer with whom

the secrets are entrusted by employer. Roman Empire Scribae A professional letter writer or one who

maintains confidential records Indian history ‘Amatya’, ‘Sachiva’ or ‘Chitnis’ A person who does secretarial work

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 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.’ According to the 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 Secretary 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 concluded that a secretary is appointed to ensure smooth functioning of the organization and assists in various functions related to correspondence, meetings, record keeping and any such administrative work.


SAMPLE C

ONTENT


3

1. Explain the features of a secretary. (T) OR Mention any four features of a secretary. (T) Ans: According to the 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 Secretary under this Act.’’

The features of secretary are as under:

1) APPOINTMENT A secretary can be appointed by individuals, professionals, joint stock companies,

societies, government etc. In other words, a secretary can be a personal secretary or institutional secretary.

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 joint stock company, co-operative society, partnership firm etc.

2) DUTIES Over a period of time, the role of secretary has also undergone a major change. A

secretary has to perform following duties: i. Routine and administrative duties such as correspondence, conducting

meetings, maintaining records and providing information. ii. Day to day routine duties related to the employer or organization such as

clerical work, fixing appointments, giving reminders, replying to other employees queries etc.

The role of secretary is not just limited to above areas. The duties vary according to the nature of work of the organization or employer. In recent times, secretary has to ensure legal compliances as well.

3) INDIVIDUAL Only individuals can be appointed as secretary of the organization. In other words,

a company or firm or institution cannot be appointed as secretary. A secretary has to be an individual as per the provisions of the Company Law. Besides, the skills required to fulfill the duties and responsibilities of a secretary are possessed by an individual only.

Answer the following questions Q.1.

A D I C A R Q2 SMART CODE


SAMPLE C

ONTENT


4

4) CONFIDENTIAL OFFICER Secretary, being integral part of an organization, has access to confidential and

crucial information related to the organization. He is also involved in making & executing important policy decisions and is closely connected to top management as well. All such important decisions regarding business activities are required to be kept confidential. Secretary guards the secrets of the organization and does not disclose it to anyone unless required and authorized to do so. Hence, secretary is often referred to as ‘confidential officer’.

5) A PAID EMPLOYEE Secretary is an employee of the individual or an organization which has

appointed him. Despite being an employee, secretary holds a very important position in the organization. He is paid salary or honorarium (professional fees) as remuneration.

6) REPRESENTATIVE A secretary acts as a representative of the organization. Personal secretaries

represent their employers. Institutional secretaries represent their organizations. 7) QUALIFICATION Any person who is appointed as a secretary 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, 2013. Similarly, the secretary of a government department needs to have prescribed qualifications as per the government rules and regulations.

8) 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 concentration, tact, loyalty, accuracy, intelligence, honesty, leadership, pro-activeness, patience, compassion etc. All these abilities will help in smooth and efficient working of the organization.

2. Define a secretary and explain the importance of a secretary. (T) Ans: According to the 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 Secretary under this Act.’’

The need and importance of the secretary can be highlighted with the following points:


SAMPLE C

ONTENT


5

1) FULFILLMENT OF SECRETARIAL STANDARDS AND SECRETARIAL AUDIT Secretarial Standards and Audit aim at checking whether the company is adhering

to the legal and procedural requirements. Secretary ensures that these standards are followed and met.

(Secretarial Standards and Secretarial Audit (SS and SA) are discussed in Chapter 6) 2) EXPERT ADVICE AND GUIDANCE 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. The secretary also provides able guidance to the management and helps to achieve expected growth of business.

3) CONDUCTING MEETINGS Every business organization has to conduct meetings where people meet and take

important decisions. In a company form of organization, there are various meetings like board meeting, annual general meeting, 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.

4) 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 to visitors, replying to queries, etc. All the day to day operations and duties are looked after by secretary so that the management is free to think about new business areas, expansion plans, framing new policies etc. Besides, secretary also handles executive duties like assisting in policy formation, preparation of plans, supervision and execution of plans etc.

5) LEGAL COMPLIANCE OFFICER 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.

F E M A L E C S SMART CODE


SAMPLE C

ONTENT


6

6) EFFECTIVE COMMUNICATION BETWEEN MANAGEMENT AND STAFF 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 communicated effectively to all levels of the organization. Secretary acts as a link between management and staff and helps in effective communication. He also ensures that these decisions are successfully implemented.

7) CORRESPONDENT Correspondence generally refers to written communication by one person with

another person or business organization. Every business organization has to communicate business matters with its shareholders, directors, banks, employees, suppliers, clients etc. The secretary is a correspondent of the organization and is therefore responsible for inward and outward correspondence.

8) SAFE KEEPER 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 unless required and authorized to do so. Therefore, he is often referred to as ‘confidential officer’.

TYPES OF SECRETARY The role of secretary is becoming more and more important now. The growth of industrialization and modernization has led to various types of organization. The organizations prefer people with specialized skills. They need someone whom they can entrust with the responsibilities. The concept of secretary has now expanded and is required by almost all types of organization.

John Nicolay was the personal assistant of Former US President Abraham Lincoln. It is said that he was an extremely crucial part of the White House and enjoyed close relations with the President. He was so talented that he later pursued his own political career and was US

in Paris and also headed the United State Supreme Court Police. This example shows how important Personal Assistants can be.

A company has to file its annual return with the Registrar of Companies (ROC) in form MGT-7 within 60 days from the date of AGM. The company secretary has to ensure that this return is filed on time. The company has to pay a penalty of ̀100 per day if this return is not filed within the time specified.


SAMPLE C

ONTENT


7

Following are the various types of secretaries:

3. Write a brief note on Personal Secretary. Ans: Industrialist, businessman etc need some individual to handle their personal work as well

as routine office work on daily basis. These people cannot use their time to manage the day to day work. Hence, they appoint various individuals to help them. One of such individual appointed by them for business correspondence and other personal work is known as personal secretary. Personal Secretary is the one who assists the employer in daily business and personal task.

Appointment: Individuals with a busy schedule like lawyers, doctors, engineers, politicians, actors, leaders etc appoint secretary to reduce their day to day work.

Qualification: There is no prescribed qualification to be a personal secretary. The requirement varies from employer to employer. However, graduation degree, good command over language, good communication and correspondence skills, internet skills and computer knowledge are few basic requirements.

4. Explain briefly the various types of Institutional Secretaries. (T) Ans: With advancement in technology, increase in size of organizations and increasing

competition, there is a need for individuals having specialized knowledge and skills in their respective fields. One of such specialized individual is known as “Secretary”. A secretary appointed by an institution or an organization is called institutional secretary. Some institutional secretaries are as under:

1) SECRETARY OF A NON-PROFIT ASSOCIATION A Non-Proft Association means any club, society or a group of persons engaged in

promoting social, educational, cultural, arts, sports activities with an intention of providing services and not to earn profit. Its activities are service and welfare oriented.

E.g.: Rotary Club, Lions Club, Sports club, Cultural clubs, Chamber of Commerce, etc. Appointment: A non-profit association is managed by a managing committee. This

committee is elected by the members themselves. The secretary may be a full time or part time person working on salary basis or honorarium basis.

Secretary

Personal Secretary or Personal Assistant

Institutional Secretary

Secretary of Non-Profit Association

Secretary of Co-operative

Society

Secretary of Joint Stock Company

Secretary of Government Department

Other Body Corporates


SAMPLE C

ONTENT


8

Qualification: There is no prescribed qualification to be a secretary of a non-profit association. However, the secretary should be acquanited with the objects and basic functioning of the organization. Besides, a graduation degree, good command over language, good communication and correspondence skills, internet skills and computer knowledge are few basic requirements.

2) SECRETARY OF A CO-OPERATIVE SOCIETY Co-operative society is a voluntary organization formed by minimum ten or more

members. It is formed to promote, protect and safeguard the interest of members. E.g. New India Co-operative Bank, Credit society, Housing society etc. Every co-operative society needs to be registered under the Co-operative Societies Act. In Maharashtra, the societies are to be registered under the Maharashtra State Co-operative Societies Act, 1960.

Appointment: Managing committee is the governing body of co-operative society. This committee is elected by the members themselves. One of the members of the managing committee is appointed as secretary. Generally such secretary works on honorary basis (no payment). For large scale co-operative organization, secretary may be appointed as a full time employee on salary basis.

Qualification: There is no prescribed qualification to be a secretary of a co-operative society. However, the secretary should have a good knowledge of the Co-operative Societies Act and should atleast be a graduate.

3) SECRETARY OF A JOINT STOCK COMPANY Joint Stock Company is the most suitable form of organization for carrying out

operations on large scale. Hence, it requires specialized services of company secretary. The secretary is one of the most important member of the organization. Every listed company and all other companies having a paid up capital of ` 5 crore or more should have a full time company secretary.

Appointment: The Company Secretary is appointed right from the time of incorporation of company to look after various aspects of business. Secretary usually works directly under the control of the Board of Directors. The appointment of Company Secretary is as per the Companies Act 2013.

The concept of Key Managerial Personnel (KMP) has been introduced in the Companies Act 2013. Company Secretary is included in the definition of KMPs. The Board of Directors cannot look after the day to day affairs of the company and therefore the task is given to certain managers and executives of the company.

Qualification: As per Section 203 of Companies Act 2013, the Company Secretary must be a member of the Institute of Company Secretaries of India (ICSI).


SAMPLE C

ONTENT


9

4) SECRETARY OF A GOVERNMENT DEPARTMENT Government departments are the departments working under various ministers of

State and Central Government. Appointment: In the functioning of Government of India and State Government, a

secretary is the administrative head of a Ministry or Department. The secretaries hold positions as heads of the departments like Finance Secretary, Defence Secretary, Home Secretary etc.

Qualification: The secretary of a government department needs to possess a graduation degree. The secretary should pass the Civil Services Examination conducted by the Public Service Commission and be in Indian Administrative Services (IAS).

5. What are the functions of secretary ? OR State any four functions of a secretary. (T) Ans: 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.’

The secretary performs various tasks and is entrusted with office responsibilities of a company, department or an individual. The role and functions of a secretary is extremely important in smooth functioning of business.

The functions of secretary are as under: 1) FINANCIAL FUNCTIONS Secretary undertakes banking and accounting related work. He / She keeps a track

of receipts and payments and ensures timely payments to creditors. Secretary further provides necessary information to employer, management, banks and government.

2) ASSISTANCE IN FORMULATING POLICIES Secretary works closely with Board of Directors and reports to them. Secretary also

helps them in formulating policies by collecting relevant statistical data and information.

Did you know that approximately 10,00,000 students appreared for Union Public Service Commission (UPSC) exam in 2017 and only 1960 candidates were finally selected. The UPSC exams are one of the top five toughest exams in the world.

F A A S O S C A R SMART CODE


SAMPLE C

ONTENT


10

3) ARRANGING MEETINGS Secretary is responsible for arranging meetings. These meetings can be with vendors,

stakeholders, banks or any other parties. He also arranges general meetings, meeting of board of directors and managing committee meetings as per the provisions of the respective Acts. Secretary ensures all the legal compliances are followed while arranging meetings including notice, agenda and minutes of meetings.

4) STATUTORY FUNCTIONS Secretary has to comply with all the provisions of the Acts applicable to the

organization. E.g.: Co-operative Societies Act for co-operative societies, Companies Act, 2013 for joint stock companies etc. He also has to comply with the Income Tax Act, Stamp Act, Shop & Establishments Act, Goods and Services Tax Act etc.

5) OFFICE MANAGEMENT With increasing size of organizations, a dedicated person is required for its smooth

functioning. Secretary is responsible for the efficiency of the entire office routine. Secretary guides, supervises and controls the staff. Secretary is also responsible for training, promotion and transfer of the office staff.

6) SECRETARY PROVIDES INFORMATION Stakeholders of organization like management, vendors, department heads, banks,

government heads, shareholders etc require various information on timely basis. Secretary makes sure that the information reaches them in timely and accurate manner.

7) CORRESPONDENCE A business organization or an individual has to correspond with various vendors,

clients, banks, government departments etc. Correspondence is an integral function of a secretary. The secretary looks after inwards and outward mail, replying to inquiries from outsiders, government department and other stake holders. Secretary also looks after the various records of the organization.

8) ADMINISTRATIVE FUNCTIONS There are lot of administrative functions like appointing employees, distribution of

office work, supervision, training, promotion etc. in an office. Secretary assists in carrying out such functions. Besides, secretary also maintains all statutory books under proper custody.

9) RECEPTION FUNCTION Personal secretary is responsible for carrying out reception functions. This includes

welcoming people who come to meet, attending phone calls, solving their queries, giving information, fixing appointments etc.


SAMPLE C

ONTENT


11

6. Describe the qualities of a secretary. (T) OR Describe any four qualities of a secretary (T) Ans: A secretary should possess certain qualities apart from academic qualifications to be able

to fulfil the employer’s or organization’s goals. They are as follows: 1) ACCURACY Accuracy means correctness. The employer or management of an organization

depend on the secretary for a lot of important work. Therefore, a secretary must be accurate in his work like drafting letters, recording minutes, maintaining records etc. ‘Accuracy’ is one of the qualities of an ideal secretary.

2) ADAPTABILITY Change is law of nature. Adaptability means ability to adjust oneself to the

changing situation. The situation changes due to change in government policy, management policy etc. Secretary must be able to adjust with the changing situation and also encourage others to adjust to the situations.

3) CO-OPERATIVENESS Co-operativeness refers to the willingness of the part on the secretary to assist

others in achieving the objectives of the organization. Secretary must be co-operative. He must help others and try to solve their problems. This will help in developing team spirit and sense of togetherness in the organization.

4) COURTESY Courtesy means politeness and kindness. A secretary should be courteous while

dealing with people. This approach creates a positive impression about the employer and the organization. At times, the entire tone of the meeting is set by the way the secretary interacts with a visitor.

5) INITIATIVE Initiative means a person’s tendency to take efforts voluntarily to accomplish a

task. Secretary is one of the important employees of the organization. Hence, he is required to always lead from front. He has to take initiative to take quick and right decisions if the employers are not present.

6) LEADERSHIP Leadership is an important quality for a secretary as he is required to get the work

done through others. He must be able to guide, advise, inspire and motivate others to complete their work in an efficient manner. It will help in creating team spirit. If the leader is strong, only then the staff will be confident and motivated to achieve the organizational goals.


SAMPLE C

ONTENT


12

7) LOYALTY Loyalty means faithfulness. Secretarial work is confidential in nature. A secretary

has knowledge of many confidential matters. He should not disclose these matters to anyone. He must be loyal and give top priority only to organizational goals.

8) ORDERLINESS It means doing the work in a systematic manner. Secretary has a lot of work in

an organization. He will be able to complete his tasks efficiently and in time only if he works in an orderly manner.

9) PLEASING PERSONALITY A secretary should have a pleasing personality. It includes his way of talking,

mannerisms, calmness in handling a situation, good temper, confident approach and willingness to accept challenges.

10) KNOWLEDGE SEEKER The role of secretary is very dynamic. It is necessary that the secretary keeps upgrading the

knowledge so that he / she can discharge the duties and statutory functions efficiently. 11) PUNCTUALITY Punctuality is related to the time sense and refers to doing things at the

appropriate time. Secretary must complete the assigned work in prescribed time. Any delay in completing the work creates a bad impression for the organization.

12) SOUND JUDGEMENT Secretary should have a good sense of judgement. He / She should be able to

judge the situation and accordingly take correct decisions. The secretary should also be able to judge the effectiveness and performance of his sub-ordinates.

13) TACTFULNESS Tactfulness is the ability of a person to handle a situation in a right manner.

Secretary should be able to handle people & situations in such a manner that one does not feel offended. Secretary must have this quality as he is required to communicate with employees and outsiders on regular basis. This quality will help secretary in acting and reacting in a wise and sensible way.

Secretary must be able to adjust with the changing situationand also encourage others to adjust to the situations.

Adaptability

Secretary must be accurate in all the work assigned. Accuracy


SAMPLE C

ONTENT


13

1. Personal Secretary and Company Secretary (T) 2. Secretary of co-operative society and Secretary of government department (T) 3. Company Secretary and Secretary of Government department (T) 4. Secretary of non-profit association and Secretary of co-operative society (T)

Distinguish Between Q.2.

Secretary should not disclose confidential matters to anyoneand should be loyal to organizational goals. Orderliness helps in completing the work in proper order andtimely manner.

Lack of punctuality creates a bad impression about theorganization.

Secretary should have pleasing personality.

Punctuality

Secretary should be able to judge the situation and takecorrect decision. This quality will help in handling different persons andsituations properly.

Loyalty

Secretary should keep updating his knowledge. Knowledge seeker

Pleasing personality

Orderliness

Sound judgement

Tactfulness

Secretary must be able to adjust with the changing situation and also encourage others to adjust to the situations. Helps in developing team spirit as well as sense oftogetherness It creates a positive impression about employer andorganization.

Adaptability

Co-operativeness

Courtesy

Initiative Secretary should take initiative to take decisions.

Leadership Leadership skills help in creating team spirit.

Secretary must be accurate in all the work assigned. Accuracy


SAMPLE C

ONTENT


14

Personal Secretary

Secretary of Non-profit organization

Secretary of Co- operative society

Company Secretary

Secretary of Government Department

1) Meaning Personal Secretary is an individual appointed by professionals or busy persons to assist them in their work.

Secretary of non – profit organization is a person appointed to look after the working

of the organization and conduct specified activities for the

organization.

Secretary of a co-operative society is one such member from managing committee. He is appointed to look after the working of the society.

Secretary of a joint stock company is appointed by business organization to ensure legal compliance.

A Secretary of a government department is the administrative head of a department working under a minister of State or Central Govt.

2) Purpose The main role of personal secretary is to assist the busy individuals in their day to day work.

The main role of secretary of non-profit organization is to assist in promoting the activities of the organization.

The main role of secretary of co-operative society is to assist in safeguarding the common interest of the members.

The main role of secretary of joint stock company is to assist the Board of Directors in taking decisions and executive functions.

The main role of secretary of Government department is to assist in carrying out administrative work under the control of ministers of their respective departments.

3) Appointment The secretary is appointed by busy persons like doctors, lawyers, actors, political leaders, businessman etc.

The secretary is appointed by managing committee of the association.

The secretary is appointed by managing committee of the co-operative society.

The secretary is appointed by the Board of Directors of the company.

The secretary is appointed by the State or Central Government.

4) Legal status The secretary has no legal status.

The secretary has no legal status.

Secretary has legal status as per the Co-operative Societies Act.

Company Secretary has legal status as per the Companies Act.

The secretary is appointed by the government and has a legal status.


SAMPLE C

ONTENT


15

5) Qualification There is no prescribed qualification for appointment of this type of secretary.

There is no prescribed qualification for appointment of this type of secretary.

There is no prescribed qualification for appointment of this type of secretary.

The secretary must be a member of ICSI.

The secretary must be in Indian Administrative Services (IAS)

6) Position The secretary is a personal assistant of the employer.

The secretary is usually a member of managing committee.

The secretary is a member of the society and voted to become a secretary.

The Company Secretary is one of the Key Managerial Personnel (KMP).

The secretary is the administrative head of department or ministry.

7) Powers The powers of the secretary are defined and stated by the employer.

The secretary has limited powers for conducting the activities of the organization.

The secretary has the power as per Co-operative Societies Act.

The secretary has statutory and managerial powers as per the Companies Act.

The secretary has statutory powers as per the ministry or department.

8) Duties The duties are according to the work of the employer.

The rights and duties are governed by the managing committee of the Association.

The rights and duties are laid down in the Co- operative Societies Act

The duties are as mentioned in the Companies Act and other work as allotted by Board of Director has to be done by secretary.

The secretary looks after the work of his concerned departments / ministry.

9) Compulsion to appoint There is no compulsion to appoint personal secretary.

There is no compulsion to appoint secretary. The appointment is based on the nature and size of the organization.

It is compulsory to appoint as per the Act.

Every listed company and all other companies having a paid up capital of ` 5 crore or more should have a full time Secretary.

Appointment of secretary for every government department is compulsory.


SAMPLE C

ONTENT


16

10) RemunerationThe secretary is a salaried person.

The secretary may get a salary or work on honorarium.

The secretary may get a salary or work on honorarium.

The secretary is a full time employee and gets a salary determined by the Board.

The secretary is a full time employee and gets salary and perks as per the government rules.

Activity 1: (Textbook Page no. 9) Find out the following: 1) Company Secretary of Mahindra & Mahindra Ltd.2) Principal Secretary of Prime Minister of India3) Chief Secretary, Maharashtra State4) Secretary, School Education Department, Government of MaharashtraAns: 1) Narayan Shankar

2) Nripendra Misra3) Ajoy Mehta4) Smt. Vandana Krishna (IAS) is the Hon’ble Additional Chief Secretary.

(The above is as on 28th June, 2019)

Activity 2: (Textbook Page no. 9) Atmaram Bendre is a secretary of Gokulghar Housing Society. Enlist his duties. Ans: Students should attempt this activity on their own. They should meet the secretary of

their society and try to find out his / her duties.

ACTIVITIES FROM TEXTBOOK


SAMPLE C

ONTENT

https://www.targetpublications.org/std-11th-secretarial-practice-sp-smart-notes-book-commerce-maharashtra-board.html?___SID=U

Sample PDF of Std 11th Secretarial Practice Smart Notes ...

Documents

Transcript of Sample PDF of Std 11th Secretarial Practice Smart Notes ...