Masterclass in Office Administration and Secretarial Course

Why select this training course?

Do you want to enhance your productivity and that of the personnel in your organization? Are you interested in working as an office administrator or secretary? A secretary, or office administrator, is responsible for various tasks, from organizing meetings to creating business proposals. Recruiters look for people with the necessary abilities and experience to fill these positions. The responsibilities of today’s office managers and administrators are evolving at a rapid pace. However, there are numerous similarities between the abilities needed by administrators and secretaries and the responsibilities of executive-level employees. Administration, office management, and secretarial positions require employees to have a strong foundation of knowledge and abilities to succeed in their positions. In many cases, visitors will initially encounter the organization’s receptionists. As a result, they must always maintain a professional appearance.

A successful office administrator must ensure the smooth operation of an organization’s interconnected divisions. Overseeing the everyday activities of numerous interdisciplinary divisions to ensure smooth operations and lessen the strain on higher-level managers is the main responsibility of office administrators. They are a vital link between departments, the workforce, and upper-level executives. They are also expected to be the company’s public face and serve as all clients’ primary contact points. This Rcademy training course for office administrators and secretaries will equip potential and existing office administrators with the competencies they need to function effectively in their role, thereby making them more valuable to their organization.

What is the importance of office administration in an organization?

Office administration is vital to an organization because it seeks to discover innovation trends in work strategies, activities, behaviors, etc. while applying them promptly and appropriately.

Is administrative and secretarial the same?

Administrative and secretarial duties share some similarities and benefits, but they are not the same. For example, secretarial obligations are fixed, while administrative obligations extend beyond secretarial tasks.

The Masterclass in Office Administration and Secretarial Training Course by Rcademy is designed to help participants learn the required abilities to impress recruiters in office administration or secretarial roles. Individuals who participate in this masterclass will learn the essentials of office administration and can improve their organizational skills tremendously. Additionally, as part of this masterclass, participants will learn about the importance of interpersonal and individual skills in the workplace and how they may enhance their productivity.

Who should attend?

The Masterclass in Office Administration and Secretarial Training Course by Rcademy is designed for the following:

• Office administrators administrative supervisors 
• Secretaries, personal assistants
• Administrative support staff
• Office managers

What are the course objectives?

By the end of this highly impactful training course by Rcademy, participants will be able to:

• Identify, develop, and relearn the essential competencies required for office management
• Improve ability to think creatively, solve problems, and make decisions
• Hone comprehension and note-taking abilities
• Create a strategy for personal growth
• Learn the foundations of administrative assistance
• Become proficient in administrative management abilities
• Organise time and resources better
• Improve on how to run meetings and manage time effectively
• Enhance your knowledge of the Microsoft Office suites
• Learn how to keep and handle documents and records
• Acquire proficiency in managing priorities
• Make use of both written and spoken methods of communication
• Learn about the primary causes of stress and implement the techniques to alleviate the symptoms

How will this course be presented?

The Rcademy course on office administration and management is designed for high-level interaction among the participants. Participants from various backgrounds get together to discuss their own workplace experiences and concerns in this training program. An organization’s particular training needs can be met by arranging customized modules. This course includes group discussions, case studies, and role-plays.

The Do–Review–Learn–Apply Model will help employees apply what they have learned in this masterclass to their workplace. Participants will learn using various methods such as lecture-style presentations, hands-on activities, psychological and work inventories and case studies, and various exercises and discussions. This Rcademy training course focuses on introducing and reinforcing skills at regular intervals. This reinforces and strengthens the skills and abilities of the students. One-on-one meetings are also available for delegates to voice any questions or concerns.

What are the topics covered in this course?

Module 1: Introduction to Office Administration 

• Overview
• Role and significance
• General job description and expectation
• Prerequisite skills-
  – Soft skills
  – Hard skills
• Effective office management: Office best practices
• Handling requests and conflicts

Module 2: Time Management Strategies 

• Introduction to time management
• Schedules and Appointments
  – Daily planner
  – Planning tools
  – Scheduling software
• Reminders
  – Deadlines
• Delegation
• Spotting and avoiding time-wasting engagements
• Managing interruptions
• Time-wasting events
  – Distraction
  – Protecting productive time
  – Creating routine
• Setting Priority
• Multi-tasking

Module 3: Supporting Team Work

• Introduction to teamwork
• Team roles
• Mind mapping and brainstorming
• Accountability
• Communication channel
• Collaborative workspace
  – Physical
  – Virtual
• Human Resource Management
• Conflict management and resolution

Module 4: Communication and Meetings 

• Organizational communication strategy
  – Communication medium
  – Frequency of communication
  – Communication policies
  – In-house communication
  – External media
• Brainstorming sessions
  – Townhall meetings
  – Bonding time
• Setting up meetings
  – Notice
  – Reminders
  – Venue
• Creating agendas
• Managing meeting time
• Taking minutes
  -Communicating meeting action points

Module 5: Managing Working Relationships  

• Rapport building
• On-job training
  – Entry workers
  – Colleagues and staff
  – Continuous training
• Conflict resolution
• Motivation and engagement
• Delegation
  – Giving
  – Receiving
• Networking

Module 6: Managing an Organisation

• Understanding the structure of an organization
  -­ Organisation culture
  – Organisation structure
  – Flat
  – Hierarchy
  – Functional
• Communication with stakeholders
  – ­Customers
  – Colleagues
  – Management and directors
  – Partners
  – External communication
• Developing trust
• Process management
• People management
• Resource management

Module 7: Creating a Successful Office Management System

• Elements of office management
  – Planning
  – Organising
  – Guiding
  – Communicating
  – Directing
  – Coordinating
  – Controlling
• Standard procedures for tasks
• Technological devices
  – Using Outlook
  – Schedulers
  -­ Planners
  -­ To-Do lists
  -­ Office Assistant
• Workplace framework management

Module 8: Information and Budget Management  

• Introduction to information management
• Principles of information management
  -­ Scheduling
  – Filtering
  – Digesting
• Information interpretation
• Dissemination of information
  – Presentation
• Financial management
• Budget monitoring

Module 9: Customer Service System 

• Introduction to Customer Service System
• Effective communication
  -­ Verbal
  – Email
  – Messages
  – Live chats
  – Phone
  – Self-service/Help desk
• Customer service software
  – Customer Relationship Management (CRM)
• Feedback
• Technical support