Chapter 1 Secretary Solutions

Group ‘A’

Group ‘B’

(a) Amatya

(9) Ancient Indian history

(b) Ministry of Finance

(1) Government department

(c) Personal Secretary

(3) Appointed by busy persons

(d) Loyalty

(6) Faithfulness

(e) Financial duties

(5) Maintenance of books of accounts

(f) Secretary

(2) Paid employee

1C. Write a word or a term or a phrase that can substitute each of the following statements.

1D. State whether the following statements are True or False.

1E. Find the odd one.

1F. Complete the sentences.

1G. Select the correct option from the bracket.

Group ‘A’

Group ‘B’

(1) …………………

Personal Secretary

(2) Secretary of Government Department

………………………….

(3) ICSI

………………………….

(4) …………………

Scribae

(5) Custodian of secret

…………………….

Group ‘A’

Group ‘B’

(1) Appointed by busy individuals

Personal Secretary

(2) Secretary of Government Department

IAS

(3) ICSI

Company Secretary

(4) Roman Empire

Scribae

(5) Custodian of secret

Secretary

1H. Answer in one sentence.

1I. Correct the underlined word and rewrite the following sentences.

2. Explain the following terms/concepts.

3. Study the following case/situation and express your opinion.

1. Rajiv and Sanjiv have applied for the post of Company Secretary at Pharma India Pvt. Ltd. Rajiv has experience of 10 years as a Personal Secretary. He later worked as a Secretary at Venus Co-operative Bank for 2 years. Sanjiv has passed his CS examination and is a member of ICSI. He has no working experience. Rajiv is only a commerce graduate.

Question (a).
Who is better suited for the above post? Justify your answer.
Answer:
Sanjiv is suited for the post as he has passed his CS exams and is a member of ICSI which is the basic qualification for a company secretary according to the Companies Act, 2013.

Question (b).
Can Rajiv be selected as a Personal Assistant for one of the Directors?
Answer:
Yes, Rajiv has experience of 10 years as a personal secretary, hence he can be able to assist the director.

Question (c).
Can Rajiv be appointed as Secretary to Pharma India Pvt Ltd.?
Answer:
No, Pharma India Pvt. Ltd. is a private company that can appoint a Company Secretary for its work. Rajiv has experience as a personal secretary so he cannot be appointed as a secretary to Pharma India Pvt. Ltd.

2. Harshada has cleared her CS examination and intends to make her career as a Secretary at the Government department.

Question (a).
Can she apply for the post of Secretary at Government Department?
Answer:
No, a secretary of the Government department must have a clear Civil Services Examination and must be in Indian Administrative Services.

Question (b).
Can she be appointed as the Secretary of ABC Ltd.?
Answer:
Yes, she can be appointed as the secretary of ABC Ltd which is a company, and shehasclearedherCS examination.

Question (c).
As a Company Secretary will Harshada be considered as an employee?
Answer:
Yes, a company secretary is a full-time employee and gets a salary as determined by the Board of Directors.

4. Distinguish between the following.

5. Answer in brief.

6. Justify the following statements.

7. Answer the following questions.

The importance of a secretary are:
(i) Provide guidance and advice:
The secretary provides guidance to the management for efficient working and achieving goals. He also gives advice to the superior on important matters and helps them to take the correct decision.

(ii) Custodian of secret information:
The secretary is closely connected with top management and has access to all the secret and confidential information about the business. He safeguards confidential documents and decisions of the business.

(iii) Correspondent:
Secretary handles all the inward and outward mails of the business. He conducts correspondence with members, directors, registrar, bank, government authorities, etc.

(iv) Conducting meetings:
Secretary carries out all formalities before, during, and after the meeting. He prepares notice, agenda, minutes, etc., and makes all the arrangements for the meetings.

(v) Administrator:
Secretary handles office administration and routine management work efficiently. On behalf of the employer, he looks after the working of day to day work of the business.

(vi) Legal officer:
Secretary performs various statutory duties. He prepares books, reports, registers, documents as prescribed by the Companies Act, 2013.

(vii) Link between management and staff:
The secretary is a link between management and staff. He maintains a balance between management and staff through effective communication and proper coordination.

(ii) Secretary of a Co-operative Society:
It is a voluntary organization formed for the welfare of its members. Managing committee handles or manage the working of the society. One of the members of the managing committee is appointed as a secretary. Secretary of Co-operative society can be appointed as a full-time employee. Secretary must have full knowledge of all the provisions of the Co-operative Societies Act.

(iii) Secretary of a Government Department:
The Secretary of a Government department is appointed by the Central or State Government. Secretary handles the work of various government departments on behalf of the ministers and act as an administrative head of the department. The secretary of the government department should be a graduate and be in Indian Administrative Services [IAS].

(iv) Secretary of a Joint Stock Company:
The Secretary of a Joint Stock company holds a key managerial position and handles the business on behalf of the members. Secretary of a Joint Stock Company is appointed by the Board of Directors. According to the Companies Act, 2013 the Companies Secretary must be a member of the Institute of Company Secretaries of India (ICSI). Joint Stock Company works on a large scale, hence, full-time secretary handles day-to-day work on behalf of the Board of directors.

Activity 1. (Textbook Page No. 9)

Find out the following:

Answer:

Activity 2. (Textbook Page No. 9)

Atmaram Bendre is a Secretary of Gokulghar Housing Society, Enlist his duties.
Answer:
Duties of a Secretary performed by Atmaram Bendre residing at Gokulghar Housing Society, Malad (W), Mumbai are as follows: