ADVANCED ADMINISTRATION AND OFFICE MANAGEMENT

COURSE COVERAGE

INTRODUCTION

Administrative managers and assistants are invaluable members of the organisation team. They are charged with overseeing and coordinating the day to day operations of a business. Thanks to the advent of communication technology, the skills these assistants require have become diversified, and the ability to multitask and juggle several different instructions at once have become essential. Other qualities needed by these members include

excellent communication skills, a polished appearance, and good interpersonal instincts. This course tackles all these behavioral skills while focusing on areas related to the use of technology to get things done effectively and successfully.

Course Methodology

The course involves a mix of self assessment tools, showcases of computer applications, brief presentations by the consultant and participants on course related topics, and videos to enhance learning and real life implementation.

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

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.

Target Competencies

• Administration of computer applications
• Time management
• Telephone, email and office communication and etiquette
• Motivating and improving productivity
• Writing skills
• Dealing with diversity
• Indexing and archiving
• Meetings and events management
•  Vendor relations/management
• Personnel administration

Course Outline

(A) New roles for new times

• The changing organization
  • The role of administrative management in the workplace
  • The main tasks of office managers
  • New roles for new times
• Optimizing communication and influence
• Fostering a professional attitude
• Producing results from various activities
• Use of technology to get things done

(B) 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

(C) Creating a motivating and productive office environment

• Design and productivity
• Dealing with and managing diversity
• Communicating across cultures
• Six steps to great time management
• Dealing with difficult bosses
• Inbox zero: managing emails effectively

(D) 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 reader’s expectations
  • Using positive and courteous language
  • Preparing meeting agendas and minutes

(E) Personnel Administration & Vendor Management

• Organization Conflict Management
• Office Policies Implementation
• Work-Life Balance
• Corporate Communication & Administration
• Personnel Administration & Vendor Management
• Facilities and Maintenance Management
• Vendors & Contractors Management
• Procurement Systems in Administration
• Negotiation Principles in Administration
• Office Hygiene, Health Safety & Environment
• Effective Contracts & Project Administration
• Office Logistics & Supply Chain Management

(F) 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

Duration:  2 days

Class Session : 10:00am – 4:00pm each day including Breakfast and Lunch time

Customize Your Training

This training is currently available as residential/in-house option. If you prefer us to customize or have this training in-house at your location, kindly send your request via e-mail to:training@mctimothyassociates.com

Please Note

McTimothy Associates Reserves the right to postpone or cancel a course due to unforeseen circumstances beyond our control. In such cases delegate(s) will be registered for the next run of the Course.

Other Dates

06May