1.     COURSE OVERVIEW

Learn how to efficiently organise, manage and administer the office and the workplace environment, including both personnel and office equipment and systems.

This very practical Program provides expert training on the most important duties of modern office managers, administrators, supervisors and personnel; it aims to produce office managers/administrators who can effectively and efficiently supervise services essential to the smooth running of the enterprise.  The office and its personnel must be well managed, which requires training, supervision and control of personnel, equipment, and computer systems; and management of the communications network, the reception, the mailroom, cashiering, accounts work, stationery, office layout, and much more.

2.     COURSE OBJECTIVES

By the end of the course, participants will be able to:

• Define and apply the new roles of executive assistants and administrators to meet modern challenges
• Use technology to get more done and to stay connected with the office and their boss
• Plan and organize work flow effectively by filing, documenting, sorting, indexing, and retrieving corporate documents in the most appropriate manner
• Create quality standards for a motivating and productive office environment
• Demonstrate a better command of the English language including the meaning and spelling of words, grammar, and the rules of writing
• Identify and improve the competencies they require to keep generating added value services

3.     TARGET AUDIENCE

This course is designed for people who have graduated from an office administration program or have several years of documented work experience in the secretarial or office administration fields. It will also benefit those interested in qualifying for entry level supervisory or managerial office positions, as well as those currently in related positions and seeking to improve their professional knowledge and skills in order to succeed in today’s high technology offices.

4.     TARGET COMPETENCIES

• Administration of computer applications
• Time management​
• Telephone, email and office etiquette
• Motivating and improving productivity
• Writing skills
• Dealing with diversity
• Indexing and archiving
• Meetings and events management

5.     COURSE OUTLINE

Module 1 – The Office and Management

• The Office in enterprises, its activities, its concern with information
• Efficient management of the Office, what modern management involves
• The ‘technical’ and the ‘human’ aspects of a manager’s job
• Policy formulation, planning, organising, co-ordinating resources, motivating, controlling

Module 2 – The Office Environment

• Modern commerce and industry, the public and private sectors, trading and service enterprises
• The organisation of enterprises, organisation charts, office location, office layouts
• The Office work environment, space, distractions, comfort, O&M studies, supervision
• Preventing accidents in the Office, Office furniture and furnishings

Module 3 – Office Activities and Responsibilities

• Gathering and recording information from internal and external sources, records and their importance
• Collating, analysing and presenting information in suitable formats
• Storing information, filing systems, filing schemes, referencing, indexes, filing equipment
• Communication, definition, principles, two-way, vertical and horizontal, lines of communication

Module 4 – Human Resource Management

• The importance of selecting, training and retaining good staff, internal and external recruitment
• Job analysis, job descriptions, employee specifications, advertising vacancies, application forms
• The selection process, employment interviews, their aims and conduct, selection tests
• Letters of appointment, terms and conditions of employment, trial or probationary periods

Module 5 – The Management of Personnel

• The induction process, workgroup members, developing good relations, training, training methods
• Remuneration, fair balance, job evaluation, job grading, ability, knowledge, skill, experience
• Managers and subordinates, honesty, understanding, encouragement, delegation of responsibility
• Disciplinary action, employee counselling, resignations, stress, equal opportunity, trade unions

Module 6 – Office Equipment, Telecommunications and Computer Mediated Communication

• Office machinery and equipment, factors in buy or rent decisions, supplies, training users
• Computer systems, characteristics, telecommunications, phones, cellphones, SMS messaging
• Email advantages, problems, networks, remote access, firewall, data processing, database systems
• Data security, antivirus software, cyber security, data backups, disaster recovery, the cloud

Module 7 – Forms and Business Documents

• Forms as the basic ‘tools’ of Office work, uses of forms, factors in designing forms
• Accurate completion of forms, guidance on completion, copies of forms, serial numbers
• Computerised forms, files, records and fields, master data, file updates, invoice systems
• Quotations, estimates, order form, invoices, statements of account, receipts, delivery notes

Module 8 – Business Letters

• Objectives of business letters, style, tone, special features of business letters
• Wording and layout, importance of attractive appearance of business letters
• Pre-planning and drafting letters, stock sentences and paragraphs, shorthand, recording and dictation
• Letter-writing by compute, letters of complaint, references, postscripts, copies to others

Module 9 – Memoranda, Reports & Meetings

• When and why memos might be written, differences from business letters, features of memoranda
• Management information, statistical and financial reports, producing reports, compiling data, spreadsheets
• Formal meetings, organisation, notices of meetings, agendas, the chairman, minutes of meetings
• Audiovisual equipment, computer software, presentations, conferences, conventions, video-conferencing

Module 10 – Checking Letters, Word Processing, Text Editing, Outgoing Mail and Despatching

• Types of errors to look for, features to be checked, enclosures and attachments, letters and emails
• Word processing advantages, software, spell checks, OCR and scanning, circulars, printer choice
• Despatch by post, postage rate, types of mail, special postal services, courier services
• Electronic and manual scales, stamps, franking machines, the despatch department, online services

Module 11 – Incoming Mail, The Office Reception, Stationery and Printing

• Types of mail received, procedures for deliveries, sorting mail and their contents, distributing mail items
• Visitors and callers, appointments, the reception area, duties of reception staff, telephone operators
• Ordering stationery items, printing orders for reprints and new jobs, desktop publishing (DTP)
• Storing stationery and printed items, protection and security needed, managing stocks, stock records

Module 12 – Financial Matters, Final Accounts, Cash and Cashiering, Budgets

• Bookkeeping, the ledger, the cash, sales, purchases and returns books, journals, computerised accounts
• Why final accounts are prepared, trading accounts, profit & loss accounts, balance sheets
• Cashiering Work, methods of payment, banking, checking and paying bills, receipts, petty cash control
• Budgets, budgetary control, budget review statements, investigating variances

Module 13: Mastering data management, indexing and archiving

• Mastering filing systems
  • Five secrets to organize files better
  • Electronic archiving
• Records management
  • The records and information cycle
  • Common problems in records management
  • Rules for indexing personal and business names
  • Cross referencing personal names

 

Module 14: Creating a motivating and productive office environment

• Design and productivity
  • Feng Shui office design: the art of working (tips and basic steps)
• Dealing with and managing diversity
  • Communicating across cultures
• Six steps to great time management
• Dealing with difficult bosses
• Inbox zero: managing emails effectively

Module 15: Advanced communication skills for administrators

• Business communication
  • Communication defined
  • Types of communication
  • Tips for smart communication
• Creating powerful short presentations
  • Tips for powerful presentations
  • Key characteristics of dynamic speakers
  • The four step communication process
  • The ‘A-U-D-I-E-N-C-E’ analysis
  • The anatomy of a good presentation
• Advanced business writing
  • Managing the expectations of readers
  • Using positive and courteous language
  • Preparing meeting agendas and minutes

Module 16: The executive assistant success tool box

• • Basic modern office etiquette
    • Telephone etiquette
    • Email etiquette
  • Event planning and execution
    • Preparing for meetings and conferences
    • Major event planning elements
    • The event tool box
  • Team and leadership skills
    • Team formation stages
    • Situational leadership

For more information, please contact:

PIERRE DUPLIS BRENNER

The Admission Director

AFRICA INSTITUTE FOR CAPACITY DEVELOPMENT (AICD)

 

HEAD OFFICE:

21 Detroit Plaza |Pretoria Road|Kempton Park|

Gauteng. SOUTH AFRICA

Telephone : +27 733797377

Whatsapp Number : +27 733797377

 

Email:info@aicdtraining.com

https://aicdtraining.com/

 

OUR SERVICES:

TRAINING| SHORT COURSES| CONSULTANCY| RESEARCH| RECRUITMENT| MANAGEMENT CONSULTING

IN PARTNERSHIP WITH:

SADC Institute of Commerce and Industrial Practice
Gauteng. SOUTH AFRICA