Office Administration

Introduction

Are you always the ‘organised one’ in your friendship circle or at work? Are you always sorting out every detail of your life, from booking dinners, sorting out travel arrangements and even filing the receipts afterwards? And do you find yourself secretly enjoying it? Have you ever thought about a career as an office administrator as you are well suited?

The Challenge

Are you extremely busy all day and yet at times wonder what you have achieved? If you are caught up in what is called “The Activities Trap” then this course is for you!

Course Objectives

The aim of this course is to develop the knowledge, skills and capabilities for being an effective and efficient office administrator. This course is suitable for office administrators, office managers and clerical staff.

Upon completion of this course, the participants will be able to:

• Plan and organize work

• Have excellent telephone etiquette

• Match the type of communication with the appropriate method

• Develop filing systems

• Use electronic filing systems

• Understand the various administrative systems required by an organisation

• Control and evaluate ordering and distribution of office resources

• Handle office documents and a diary with appropriate confidentiality

• Implement control measures with individuals when needed

• Manage documents efficiently through an effective filing system

Course Outline

What does it mean to be an Office Administration?    

• Knowing myself – strengths and weaknesses

• Understanding personality styles

• The purpose and methods for communicating with clients

• Listening skills

• Effective communication skills

• Business communication skills

• The Greeting

• Professional speech / choice of words

• Language; articulation; voice control

• Transferring calls; taking messages; distribution of messages

• Cell phones

• Intelligent Emails
• Reports
• Minutes of meetings

• Understanding a diary
• Prioritise urgent and important tasks
• Time management

• Why do we file documents?
• What do we file?
• How do we organise files?
• Labelling each file?
• The filing index?
• Filing rules?

• Electronic Filing
• MS outlook (optional)
• My documents
• Scanning documents
• Searching for documents
• Alphabetical filing

• Archiving
• Security
• Confidentiality
• Filing systems
• Indexing

• Administrative systems for organizations
• Develop efficient administrative systems

• Simple systems and routines
• Plan your work
• Routines/procedures, checklists
• Be professional/confident
• Being organized
• Preparing Invoices

• Systems and procedures for keeping information confidential
• Keeping documents secure
• Security breaches

• Image and Grooming

• Professional dress

• Speaking professionally
• Professional behaviour
• Ethics

• Managing your boss
• Routines for the beginning of the day
• Routines for the end of the day

• Ordering, maintenance and distribution of office stationary
• Administrative operating procedures
• Reporting deviations
• Implement control procedures with individuals
• Procedures for dealing with non-conformances

WHO SHOULD ATTEND?

All Administration Staff

Individuals looking to enter or recently appointed into the following positions: Receptionists, Office Assistant, Office Administrator, Public Relations Assistant, Marketing Administrator, Executive Personal Assistant and administrative support staff who need to expand their management skills so they can better support their organization and enhance their careers

TRAINING METHOD

Our training is based on creating an environment where the learner is the most important person. The trainer is there to guide and facilitate. Within our programs, participants become engaged in an experience that mirrors the pressures and challenges faced in a real-world situation.

Enquire and Book 5 or delegates before the end of April 2015 , and you will enjoy a 20% preferential discount.