ADMINISTRATIVE, PERSONAL ASSISTANT & SECRETARIAL DUTIES

STUDY AND CAREER DEVELOPMENT                                                                             

This Program provides the foundation for a solid, reliable career, as well as being the springboard to many HR, supervisory, managerial, event management and administrative positions – the variety of organisations needing efficient and competent personnel to fill all of these types of post is huge.

SUMMARY OF MAJOR TOPICS

• The types and roles of the PA/Secretary; personal attributes and skills, work relationships, adapting to change.
• The office environment: layout, design, environmental factors, furniture and furnishings, equipment and machinery, their functions; health and safety concerns.
• The world of commerce; public, private, types of enterprises.
• Business letters and their preparation; desktop publishing.
• Communications including memos, emails, forms, reports and other business documents.
• Filing systems, data and information.
• The uses and control of office machines
• Computer systems: data, databases, hardware, software, data security.
• Incoming mail: sorting, opening, distributing; dictation, checking typed and word processed work.
• Outgoing mail, despatching mail, options, postage, posting options and machinery.
• Reception work, visitors, appointments, deliveries, arranging meetings, representing the organisation.
• Meetings: arrangements, notices, agendas, taking minutes, preparing minutes.
• Making travel arrangements; the appointments diary.
• Conferences, managing events, logistics, travel.
• Effective communication: oral, visual, written, electronic.
• Principles of bookkeeping, the ledger, sales documents, petty cash, banking, invoices and receipts, checking and passing bills for payment, issuing cheques, records.
• Wages and remuneration.
• Advertising for and recruiting office personnel: job analysis, job descriptions, interviewing, selection tests, induction, training, supervising, controlling, counselling.
• The functions and principles of management; technical and managerial aspects.
• Setting good examples, attitudes. Preparing for promotion.