Secretary of the Superannuation (GUSSS) Hall at the University of Cape Coast, Ms. Lauren Baaba Annan has launched the first-ever “Secretaries in Training” programme to equip student secretaries with modern leadership, communication, and digital skills as part of efforts to strengthen student governance across tertiary institutions.
Held at the UCC campus on Saturday, July 12, 2025, the event, themed “Pen, Power & Purpose: Equipping the Next Generation of Secretaries,” brought together dozens of aspiring and current secretaries from various student representative councils, associations, and clubs.
The goal was to reimagine the role of the student secretary as more than a record-keeper, as a dynamic communicator, an ethical leader, and a vital bridge between student governance and institutional progress.
A Vision Rooted in Purpose
In her address, Ms. Baaba Annan indicated that the programme was not just about minutes and memos adding that it was about building confidence, competence, and character.
She said it was about creating a new generation of secretaries who understand that their words can shape narratives, decisions, and legacies.”
“Secretaries are often behind the scenes, but their impact echoes loudly in every policy and every decision,” she stated.
She emphasized the transformational potential of student secretaries when equipped with the right tools and mindset, stressing the importance of responsibility, clarity, and integrity in how student leadership is recorded and communicated.
Ms. Baaba Annan expressed her hope that the “Secretaries in Training” programme would become an annual fixture on the UCC leadership development calendar, potentially expanding to include inter-university collaboration and partnerships with professional secretarial bodies.
“As we equip students with 21st-century skills, we must also raise their sense of responsibility and ethical leadership,” she said.
She hinted that the initiative is expected to set a precedent in student-led training efforts, reinforcing the idea that leadership begins not only at the top but in every office, desk, and notebook where duty is carried out with diligence and purpose.
Leadership Through Service
In an address, Mr. Valis Boateng Howe, the Secretary-Elect of the Graduate Students’ Association of Ghana (GRASAG-UCC), urged participants to rethink the purpose and influence of the secretarial role.
He encouraged them to transcend the narrow view of secretarial work as merely clerical or administrative.
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Instead, he challenged them to embrace their roles as custodians of institutional integrity, stewards of memory, and pivotal actors in leadership.
“Being a secretary is not just about writing minutes or drafting letters, it is a profound responsibility, one that places you at the heart of decision-making processes, accountability systems, and the historical record of your institution.” Mr. Howe stressed
He further elaborated on the immense weight and value of the secretary’s work, noting that every memo, minute, or communiqué drafted becomes part of the institutional archive, shaping not only how events are remembered but also how actions and decisions are explained and justified over time. “
A secretary holds the institutional memory of an organisation, hen you write, you shape how the past will be remembered and how decisions will be justified in the future”, he remarked
Mr. Howe reminded the participants that their role was not simply supportive but strategic, capable of influencing organisational culture and guiding institutional direction through careful documentation, accurate reporting, and clear communication.
Skills Development for the Digital Era
The day-long workshop delivered a comprehensive and practical learning experience, carefully designed to address the evolving demands of the modern administrative landscape. Participants were engaged in a well-structured programme that seamlessly blended theoretical instruction with hands-on training, ensuring both relevance and applicability to real-world secretarial functions.
Led by seasoned facilitators and subject matter experts, the workshop featured five core modules. The first focused on leveraging Artificial Intelligence (AI) in secretarial work, equipping participants with insights on how to use AI tools for scheduling, drafting documents, and processing information efficiently. This was followed by a session on Cloud-Based Data Management, which introduced attendees to digital platforms such as Google Workspace, emphasizing file security and collaborative documentation practices.
A particularly engaging module on Public Speaking for Secretaries provided confidence-building techniques for addressing audiences, managing Q&A sessions, and articulating institutional positions with clarity and poise. Another key session centred on Official Correspondence and Letter Writing, where participants learned the art of drafting professional communication addressed to university authorities, government agencies, and external stakeholders.
The final session, Minute Writing Essentials, offered a practical guide to recording accurate, neutral, and legally sound minutes during meetings, a vital skill in maintaining the integrity of institutional records.
The workshop was widely commended for its relevance and structure, with many praising its effectiveness in highlighting and demystifying the often underappreciated yet vital role secretaries play within student leadership and governance.
Stakeholder Engagement and Lasting Impact
The event also attracted interest from university staff and student affairs administrators who commended the initiative’s alignment with the university’s broader vision for holistic student development.
Officials from UCC’s Student Representative Council and the Dean of Students’ Office described the programme as “a model for leadership training that should be replicated across other portfolios.”
Participants lauded the event for being both inspiring and practical.
“This has changed how I see the role entirely,” said Judith Mensah, secretary of a campus association. “Now I understand that secretaries don’t just take notes — we shape conversations.”
SOURCE: ATLFMNEWS
