REPORT

NEED ANALYSIS OF ENGLISH SPESIFIC PURPOSE FOR

SECRETARY STUDENT IN VOCATIONAL HIGH SCHOOL 7 BATAM

Submitted as one of the conditions

Tasks of English for Specific Purpose Courses
Bachelor of English Language Education Program
Faculty of Education Department

MEMBER’S NAME
1. Balqish Ar-Roffiah Su’ut (1761020)
2. Kurniati (1761013)
3. Wulandari Kristantiningsih (1761011)

BACHELOR OF ENGLISH LANGUAGE EDUCATION PROGRAM

FACULTY OF EDUCATION DEPARTMENT
INTERNATIONAL UNIVERSITY OF BATAM
(2019)
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NEED ANALYSIS OF ENGLISH SPESIFIC PURPOSE FOR

SECRETARY STUDENT IN VOCATIONAL HIGH SCHOOL 7 BATAM

Wulandari Kristantiningsih1), Balqish Arrofiah Suut2), Kurniati3)

1
English Language Education Department,
email: wulan.tanti14@gmail.com
21
English Language Education Department,
email: arrofiahbalqish20@gmail.com
3 1 English Language Education Department,
email: niawaterproofing@gmail.com

Abstract
The job of a secretary is probably one of the most popular vacancies advertised in Indonesian
mass-media. Many profit and non-profit organizations seek for professional secretaries
because of the central role the profession holds. A secretary is an assistant to her employer,
and oftentimes she becomes not only "the hands" but also the eyes" of her employer,
indicating the wide range of work a secretary carries out. Despite of the heavy workload of
the profession, there are still many female undergraduates who do not hesitant to begin or
make a career as a secretary. Perhaps that is because basically the job requires administrative
skills, which can be simply acquired through a lot of practices. Responding to the
phenomenon, universities that run English Department have offered an English for Secretary
(hereinafter referred to as EFS) course. Unfortunately, to date there have not been many
books on EFS available in Indonesia. As a result, EFS teachers have to create the syllabus
and prepare the materials themselves or use the old version of any EFS book available.
Factually, the EFS syllabus should be created based on an actual and careful needs analysis
so that the students taking the course would enjoy maximum benefit.

Keywords: EFS, ESP, needs analysis, speaking skill

Background (Richards and Schmidt, 2010). ESP

Introducing of ESP prepares the learners to use English in

English for Specific Purposes (ESP) is academic (students of different fields),

defined as “a language course or program professional (people of different

of instruction in which the content and professions such as doctors, engineers, and

aims of the course are fixed by the specific nurses), or workplace (technicians for

needs of a particular group of learners” example) settings. the appropriate

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developed ESP materials will enrich the ESP as English for Academic Purpose
students not only with knowledge but also (EAP) and English for Occupational
with specific skills needed for certain jobs Purposes (EOP). These sub-branches
they desire to take after the evolved to include English for Secretary,
accomplishment of their study (Dovey English for Economics, English for
388). Having equipped with practical skill Technicians and English for Medical
such as English, Business, Secretarial, or Studies which continue up to the present
Communication, for instance, these day. The underlying factors behind this
students will hold certain qualifications development are the essence to address the
required by the competitive world of work needs of learners.
they are about to enter. In so doing, the
higher learning institutions have made an ESP For Secretary
attempt to adapt to the dynamicity of the In the English Faculty is English for
labor world today (Usher, cited in Dovey Secretary (EFS). EFS is considered to be
2006:388). the exemplification of English for

According to Hutchinson and Waters Occupational Purposes, and aimed at

(1987), ESP is an approach to language preparing students with necessary

teaching in which all decisions as to qualifications to make a career as secretary

content and method are based on the (Jordan 1997 :3), (Dudley-Evans and St.

learners’ reason for learning. Since 1960’s, John 1998:6). So, students taking the EFS

as stated by Dudley-Evans and St. John Course are presumed to have an

(1998), ESP has become a vital and expectation of learning English and

innovative activity within the Teaching of secretarial skills needed for doing the

English as a Foreign and Second Language secretarial work (Dovey 2006:397).

movement. In the beginning, English for Therefore, care must be taken so that the

Science and Technology was the most EFS materials are not designed only based

desired area of ESP with a particular on the assumption or common knowledge

attention being paid to specific varieties of of the course designer, or the teacher. Its

written scientific and Technical English. not mean that the method is totally

Furthermore, Lattore (1969), Swales incorrect, but it is imperative for the EFS

(1971) and Selinker and Trimble (1976), in teachers to match what they have

their tree of ELT (English Language presumed or known to the actual

Teaching), they developed sub-branches of circumstances of secretaries' duties and

responsibilities
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Robinson argues that some of the needs skills, and pertinent to the behavior and
that encourage learners to take an ESP attitudes a secretary should have:
program is their study or the job reliability, fast working, honesty, and
requirements they wish to pursue; the autonomous learning.
learners' objectives in joining the course, Research method
and the lacks, or "what the students do not
“Data for the needs analysis can be
know or cannot do in English" (1991: 7-8).
collected through questionnaires, detailed
there were eight secretarial tasks that were
interview, participating observation
routinely done, i.e. making and receiving
including a case study (Robinson 1991:12)
telephone calls, corresponding, filling
(cf. Dudley-Evans and St. John 1998:134),
documents, preparing meetings, taking
and press ads or advertisements of job
minutes, scheduling, welcoming visitors,
vacancies which indicate the language
and arranging travels.
needs of the jobs. Previously Robinson
ESP course establishes its purpose, creates
mentions that the information provider for
its syllabuses, prepares its material and
the needs analysis might be potential
chooses the suitable teaching methods and
students, language-teaching institution
techniques (22). The three mostly used
(teachers and administrators), those who
approaches for conducting a needs analysis
are or will be concerned with the students'
are the Present Situation Analysis (PSA),
specific job or study situation, students'
Target Situation Analysis (TSA) and
sponsors, and past students (1991:11)”
Strategy Analysis.
based on this article we make research and
Purpose
analysis for secretary by interview and
In this article, we make research to know
questionnaire.
all about ESP for secretary by doing on
interview with professional secretary, Interview

student secretary and teacher on secretary. An interview can be defined as a

interviewed about the secretarial job gentleman conversation between two
description, skills, and behavior and people or more where questions are asked
attitudes. The result is hitherto a secretary to a person to get the required responses or
still goes to the following routine: answers. Interviews are primarily done in
handling callers, corresponding, filling, qualitative research and occur when
organizing meeting, and scheduling, which researchers ask one or more participants
are relevant to the essential skills such as general, open-ended questions and record
communication, computer and language their answers. Often audiotapes are
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utilized to allow for more consistent social science research. Author make
transcription (Creswell, 2012). The research by this method with 13 secretary
researcher often transcribes and types the students grade 12th in SMKN 7 Batam.
data into a computer file, in order to
analyze it after interviewing. Interviews
are particularly useful for uncovering the
story behind a participant’s experiences
and pursuing in-depth information around
a topic. Interviews may be useful to
follow-up with individual respondents
after questionnaires, e.g., to further
investigate their responses. (McNamara,
1999). Author make research by this
method with professional secretary
interview miss Windy Sulistyaningsih and
with teacher secretary in SMKN 7 Batam
Mrs. Astri

Questionnaire

A questionnaire is defined as a research

instrument that consists a set of questions
or other types of prompts that aims to
collect information from a respondent.
These typically are a mix of close-ended
questions and open-ended questions; long
form questions offer the ability for the
respondent to elaborate on their thoughts.
Questionnaires were developed in 1838 by
the Statistical Society of London.
Questionnaires have many uses, most
notably to discover what the masses are
thinking. These include: market research,
political polling, customer service
feedback, evaluations, opinion polls, and
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Chart.2 Burden/Problem Students find on Learning English

Findings and discussion
8%
lack of vocabularies
Findings from Questionnaire
39%
difficulity on creating
The questionnaire was given to 12th grade a sentence
in Vocational High School Batam to insecure about
grammar
discover current students’ capability on 53%

learning English language.

Based on chart 2 students have an issue on
creating and forming a sentence. Students
Chart.1 English skill/ability of students
find it hard to arrange the vocabularies
orderly and form it into one sentence
7.7%
because students are afraid of word-
30.8% week misplaced the second issue is students are
fair
less confident on using grammar. Apart
good
very good from that, vocabulary is not the big issue
61.5% for students to deal with.
Writing skill (writing a letter)

50.00% 46.20%
Based on the responses of questionnaires,
40.00% 38.50%
students’ English skill result shown the
30.00%
highest number presented in yellow part
20.00% writing letter
which is section fair. Below is the chart
10.00% 7.70% 7.70%
from responses of questionnaires to 0.00%
very hard easy very
determine the burden or problem of
hard easy
students on developing their English skill
in secretary field. Chart.3 Student Writing Letter Skill

Writing a letter task can determine how

advanced the students writing skill is.
According to chart.3 the data result show
that 46,2% of the respondents are find it
hard to write a letter, 7.70% of respondents
are find it very hard, 38.50% find it easy
on writing letter. Most of students state
that lack of vocabularies is the main
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difficulty on writing. In contrast, as in From data shown, students are

chart 2 shown that vocabulary is not the incompetent on speaking skill. As it is
main problem. Meanwhile speaking skill known, speaking activity requires a
show a different result. Here the spontaneous and responsive act which has
comparison from the result of writing and less time for preparation. Students are
speaking skill can be distinguished. usually not ready for spontaneous act due
Speaking Skill (Handling Guest) to students’ less confident. Students
should facilitate by an activity or task that
40.00% 38.50%
35.00%
can stimulate students speaking ability.
30.80%
30.00% Create an interactive activity, task or
25.00% 23.10%
20.00%
teaching method is the effective way to
15.00% handling guest develop and improve students speaking
10.00% 7.70%
5.00%
ability, boost students’ intrinsic motivation
0.00% and confidence.
very hard easy very
hard easy
15% teacher explain the
Chart.4 Student Handling Guest Skill material
31%
presentation
Chart 4 shows that 23.10% of respondents
role play
find that very hard using English while
handling the guest, 38.50% of respondents taught by expert
8%
feel it hard to handle the guest. It is an 46%
obvious result that students are lack on Chart.6 Students’ favorite teaching method

speaking ability. Below is the chart that

supports the statement. Role play is the method that students liked
the most. This method allows students to
do a role play like an actual secretary to do
23% a task in front of the class. Role play
writing
creates an environment as in the actual
listening
speaking working situation. Holt and Kysilka (2006)
62% 15% explain that surrounding or the situation
the student will face, can impact his/her
way of acting.
C hart. 5 The hardest competence skill on Learning English
for secretary
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0%
teacher explain the
material
31%
presentation some task about secretary both in English

role play
and Bahasa Indonesia, unfortunately at
the time the students present themselves,
0% taught by expert
69%
their confidence decreased.

Chart.7 Present Teaching Method Findings from Professional

This following data is collected from
Based on the present teaching strategy that interview with a professional secretary
the teacher used in class, data shows that
works in Multinational Company in
How was your UKK Tangerang Selatan, Ms. Windy. She said
test?
Very hard 0% that as secretary, grammar is not the main
Hard, but still 76.9% focus. The job desks that is usually
capable
capable 23.1% appears in the office are mostly related to
speaking; distribute information through
Current teaching strategy helps students
telephone or directly, handle guests,
through assessment test called UKK (Ujian
communicate with stakeholders and
Kompetensi Kejuruan) is a final
clients, join a seminar and so on.
assessment for vocational high school
Speaking skill is the most important part
student to determine students’ skill. Data
since communication is the key of
shows 69% for teacher explain the
interaction either with internal and
material and 31% for students do a role
external stakeholder.
play help students to be able to pass the
Findings of Research
test.
 Speaking skill is the most
Findings from Teacher
important part. Students still lack
Data is collected through interview with
of speaking ability
teacher who is qualified on teaching about
 Grammar is not the main focus to
secretary task and assessing students while
conduct secretary daily job desks.
doing a role play/individual task both in
English and Bahasa Indonesia , Mrs. Asri.
Students already have a good competence
skill even it needs to be improved. Mrs.
Asri stated that students are lack of self-
confidence which is the requirement for
developing speaking skill. Students are
already good in preparation for doing
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Conclusion later and have understood what needs to be

The information is collected through done as a secretary.
needs analysis, data from questionnaires Acknowledgement
and teacher interview, students from Authors would like to say thank you to Ms
Batam 7 Vocational School in the field of Leil Badrah Zaki for supporting and
secretarial majors and also with a facilitating us hence this report paper can
professional secretary. Those students be completely done. Authors would like to
from 7 Vocational Schools who have say thank you to Mrs. Asri the qualified
carried out the Vocational High School teacher on secretary major for the
Competency Test (UKK) the result show information. Thank you to Ms. Windy for
that speaking skills are very important to the explanation related to secretary job in
them. But in this case it also shows that real situation. Thank you to secretary
they have many difficulties in terms of students of SMKN7 Batam whose answers
self-confidence in interacting with many help us to conduct this paper.
people, vocabulary both from English,
accents etc. mainly related to speaking
skills.
In this case it is strongly recommended
that there be an approach to the
participants after studying this intensive
course it might give the maximum output
during working hours. The approach must
be prepared or designed carefully, with
more emphasis on learning using the role
play method, direct practice with fellow
friends, ranging from groups or
individuals. From this way, a thorough
preparation is created for students to jump
directly into the world of work, because
they are ready from internal and external,
self-confidence has also built it to always
be confident to interact and respond
directly to people who will be met at work
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