00:02 Good day, student.

00:16 My name is Achusin Blessing.

00:18 I am your business studies teacher.

00:21 I'm here to take you on the topic clerical stuff.

00:30 Let us look at this objectives first.

00:33 At the end of this lesson,

00:36 the students should be able to, one,

00:40 define clerical staff,

00:43 two, state functions of a clerical staff,

00:49 three, mention qualities of a clerical staff,

00:55 four, state consequences of revealing office secret.

01:00 Okay, let's go ahead.

01:03 Let us look at the meaning of a clerical staff first.

01:08 A clerical staff is one whose duties involves receiving,

01:14 receiving meals, keeping records

01:20 of incoming and outgoing correspondence,

01:25 filing, attending to visitors, inquiries,

01:30 collection and typing of office correspondence,

01:35 handling the telephone,

01:38 and other related reaching jobs carried out in the office.

01:43 So these are the duties of a clerical stuff.

01:50 It's a person employed to carry out all the clerical works

01:55 in an office, which include all of these we have mentioned,

02:01 like receiving of meals, keeping records of those meals,

02:07 both incoming and outgoing,

02:11 attending to visitors, filing documents,

02:16 typing, collection, and handling the telephone correspondence

02:21 and so forth and so forth.

02:24 Okay, let us now look at the functions of a clerical stuff.

02:29 All right, one is collect papers or documents.

02:37 The first function of a clerical staff

02:41 is collection of papers or documents.

02:46 It is her duty or his duty to do so.

02:50 Second point is handling of telephone calls.

02:55 It is her duty to handle or to receive calls

03:00 coming into the organization.

03:03 Third, her point is to keep office meals

03:06 like letters and correspondence.

03:10 Then the fourth function is to operate some office machines.

03:15 It is her duty or his duty to know how to operate those machines.

03:20 Again, her function is to represent the organization

03:26 in all administrative matters.

03:28 She has to give the impression

03:31 of first impression of what has been done in the organization.

03:36 Then the sixth point is for her to dispatch

03:40 all official correspondence.

03:43 It is the duty of the clerical stuff

03:45 to make sure that those correspondence

03:49 received or giving out are properly dispatched.

03:54 All right, let us go ahead and look at the qualities

04:00 of a clerical stuff.

04:02 Actually, we have to broad qualities of a clerical stuff.

04:08 One is what we call personal qualities

04:13 and the second one is what we call job qualities.

04:17 Okay, let us go to qualities of a clerical stuff.

04:23 Actually, we have to broad qualities of a clerical stuff.

04:32 One is called personal qualities

04:37 and the second one is called job qualities.

04:41 Let us look at the personal qualities of a clerical stuff.

04:46 What we mean by that is the qualities he or she has to possess.

04:52 Number one is honesty.

04:56 She has to be an honest individual.

05:01 She has to be honest to her work.

05:05 She has to be honest to the boss.

05:08 She has to be honest to the visitors

05:12 or other co-workers in the office.

05:16 Okay, she has to be honest in dealing with people and money.

05:20 Another quality is this obedient and ready to learn first.

05:26 A clerical stuff should be ready to learn

05:31 any modern official machine that are available.

05:36 Okay, she has to be also obedient to instructions

05:41 given to him or her.

05:42 All right, then the personal quality

05:47 of a clerical stuff is being friendly and polite.

05:51 Being friendly and polite.

05:55 A clerical stuff most always wear cheerful look.

05:59 He or she must be easily appreciable, polite and friendly

06:04 and the cause of carrying out his daily duties.

06:07 This is one of the quality of a clerical stuff.

06:12 Then let us look at another point.

06:15 Needness and good appearance.

06:17 A clerical stuff must be neatly dressed all the time

06:23 because he gives first impression of the organization.

06:28 So he has to be responsible,

06:30 pleasant at onsite, give good impression

06:35 or his employer and owners telling people

06:39 what the company stands for.

06:42 All right, then a clerical stuff should pose

06:46 a sound educational background.

06:49 Then we said a sound educational background

06:52 with a never the clock to handle files

06:56 recording an ongoing corresponding file recording

06:59 and ongoing correspondence

07:02 and all that duties that may be assigned to him

07:06 from time to time.

07:08 With the good educational background,

07:11 he will be able to know what to do at any point in time.

07:15 Right, the next point is punctuality.

07:19 A clerk must be punctured to his or her work.

07:23 At the right time, right?

07:27 Let us now look at the job qualities of a clerical stuff.

07:32 These are qualities that relate so much to the job

07:38 he or she is doing, okay?

07:42 A clerical stuff must also pose as these qualities

07:45 to be able to work effectively and efficiently

07:50 to some of the work given to her, right?

07:55 So let us look at those qualities, job qualities.

07:58 One is punctuality again.

08:00 She has to be to the office on time.

08:04 Loyalty to the boss.

08:07 Confidentiality, meaning ability to keep secret.

08:12 Okay, good handwriting.

08:15 He or she must have eligible handwriting,

08:20 interest in the job, and self-control intelligence.

08:25 So these are some of the job qualities.

08:30 By looking at this, we can expansionate on those points

08:35 we have mentioned above.

08:37 Like we said something about punctuality.

08:41 A clerical stuff should report at his workplace on time.

08:47 That the clerks should be willing to spend extra time

08:51 to clarify stable before closing for the day.

08:54 This is what we mean by being punctual to the office.

08:59 Another point we mentioned was loyalty.

09:03 A good clerks should be fully committed, devoted,

09:09 and be willing to carry out his work effectively

09:13 with dedication, okay?

09:16 That is what we mean by being loyal to the job.

09:20 Then another one is confidentiality or confidential.

09:25 One of the important qualities of any clerical stuff

09:30 is ability to keep official information brought to his attention

09:35 in the office confidential,

09:38 ability to keep the secret of the organization.

09:42 All right, then in our office, it is very important.

09:47 The staff should also have a good handwriting.

09:53 In the sense that making his handwriting legible

09:57 so that whatever written down by him

10:01 can be easily read by others, all right?

10:05 Then we have interest in the job.

10:08 He should have interest in the job he is assigned to do

10:13 for him to succeed, all right?

10:16 Then we have self-control, self-control.

10:22 A clerical staff should be able to maintain his temperaments

10:26 when customers or visitors are rude to him.

10:30 He should be able to know how to control his or her emotions,

10:35 all right? Then intelligence,

10:39 this also goes a long way to help him or her

10:43 so be able to put some of the work

10:45 giving to her in right order, all right?

10:50 Then we have what we call confidentiality

10:53 of office information.

10:55 What do we mean by that?

10:57 Let us look at it properly.

10:59 In a modern day office before information is met public,

11:04 it is kept confidential by the office.

11:09 So that the matter under consideration

11:11 is not made an issue for the public.

11:15 Before any information will be released from the organization,

11:19 it has to be a confidential issue.

11:23 After looking at it critical by the management,

11:27 then the information can be given out.

11:30 So any clerical staff working in such organization

11:34 should be able to keep those information confidential

11:38 until it is being needed to send to the public, okay?

11:43 Then we are looking at now the evaluation.

11:47 I'm sure by my explanation,

11:50 we have been able to get what we mean

11:53 by being a clerical staff, okay?

11:57 At this point, let us look at the evaluation.

12:00 Number one is this, I would like you to define a clerical staff.

12:08 Give me the definition of a clerical staff.

12:13 Second point, state three functions of a clerical staff.

12:19 State three functions of a clerical staff.

12:23 Then the thought points or question is

12:28 list two broad qualities of a clerical staff.

12:33 List two broad qualities of a clerical staff, okay?

12:39 Fourth point is, give me three job qualities

12:44 and two personal qualities of a clerical staff.

12:50 I repeat, give me three job qualities

12:55 and two personal qualities of a clerical staff.

13:00 Thank you for watching.

13:02 My name is Atchosim Blesin, till the next class.