MODULE 1

INTRODUCTION TO ADMINISTRATIVE OFFICE PROCEDURES &

MANAGEMENT

OVERVIEW:

Administrative procedures are a set of formal objective rules enacted by a private or

governmental organization that govern management decision-making. They help establish
the
legitimacy of management action by ensuring that management decisions are objective, fair,
and
consistent.

Administrative office procedures and management is an application on how to develop

time management techniques, demonstrate communication skills, and identify the basic skills of
an administrative professional. It covers personality traits, work habits, attitudes, values,
communications skills, and human relations skills, as well as business ethics that prepare them
to respond to the needs of the contemporary office.

LEARNING OUTCOMES:

After successful completion of this module, you should be able:

A. Identify the difference between administrative office procedures and management.

B. Describe office administrators
C. Explain the expectation of employer
D. Identify the employer and employee’s responsibilities

COURSE MATERIALS:

ADMINISTRATIVE PROCEDURES are important because they provide an objective set of rules
by which an organization is governed.

ADMINISTRATIVE OFFICE MANAGEMENT DEFINE

Administrative office management is the way of dealing with the things in the office in an
efficient way. Running the company by doing administrative duties is a form of office
management

FUNCTIONS ADMINISTRATIVE OFFICE MANAGEMENT

a. Organizing the Office,

b. Laying down Office Routines and Systems,
 c. Form Designing and Control, Procurement
d. Supply of Stationery, Selection
e. Purchase of Office Appliances and Equipment.

ADMINISTRATIVE DUTIES AND RESPONSIBILITIES.

An Administrator provides office and administrative support to either a team or individual.
This role is vital for the smooth-running of a business.
Duties may include fielding: Telephone calls, receiving and directing visitors, word
processing, creating spreadsheets and presentations, filling

Basic administrative skills?

The purpose of this article has been to show that effective administration depends on
three basic personal skills, which have been called technical, human, and conceptual.
a. Technical Skill - Technical skills are the abilities and know-how required to operate
specialized software, tools, or equipment. Technical proficiency usually relates to mechanical,
information technology, engineering, or scientific fields. Typical technical skills are practical
and demand in-depth training.
Some specific examples of technical skills might include: Programming languages,
Common operating systems. Software proficiency, Technical writing, Project management
Data analysis.
b. Human skills are the skills we use in order to relate with one another. Someone
who possesses strong human skills is likely very adept at social media for business
purposes. A person with strong human skills easily engages the audience, potential
customer or current customer. They're able to connect with people and those people feel
like they know the individual personally. Example of interpersonal skills are:
dependability, adaptability, motivation, problem-solving, and analytical skills.
c. Conceptual skills are abilities that allow an individual to understand complex
situations to develop creative and successful solutions. In other words, it is a natural talent
that addresses difficult scenarios with an innovative approach.

How to develop conceptual skills

a. Observation
b. Identify problems within the organization and treat them as case studies.
c. Attend seminars/ training on business management and network with people from within
and outside industry.
d. Read about successful businesses / new technology & processes and how they will
affect
future business
e. Discuss ideas with people.
f. Find a mentor –
g. Simple tools such as drawings, flowcharts, mind maps etc. guide thinking and assist in
conceptual thinking.
h. Volunteer for cross functional assignments or job rotations to get exposure of different
functions within an organization
ADMINISTRATIVE PROFESSIONALS DEFINES

Administrative professionals as individuals who are responsible for administrative

tasks
and coordination of information in support of an office related environment and who are
dedicated
to furthering their personal and professional growth in their chosen profession.
They perform work that includes: writing business correspondence, developing and maintaining
paper, electronic filing systems, managing individual projects, conducting research online
and
offline, creating and maintaining databases, scheduling for managers and executives,
maintaining
calendar.

OFFICE ADMINISTRATORS

The work of an office administrator is vital to an organization due to the duties and
responsibilities entrusted to them. Specialized training and right attitude is required for them to
deal with a diverse workforce, and to work effectively and efficiently.

EMPLOYER EXPECTATIONS.
Employer hired employee with an expectation that he has a set of qualities, attributes,
and skills that can contribute to the success of the organization. The technical skills required
depends on the job position, however the personal and professional qualities may likewise be
similar for all employers. Such as: Open-mindedness, Flexibility, Commitment, Reliability and
Accountability and proactive.
.
THE EMPLOYER’S RESPONSIBILITIES.
Employer has the responsibility to his employee once he was hired. These are the main
ones:
1. A prepared job description is already set tailored to the position and the employee. The
vision, goals and objectives of the company must be explained clearly to the new
employee.
2. Employers must see to it that the employee has a comfortable place to work with.
3. Employers must pay his employee according to the salary and benefits they agreed to,
including other monetary benefits such as vacation leave, holidays and other mandatory
paid leaves.
4. A safe working condition is to be taken care of by the employer. An inspection of the
workplace should be done annually.
5. Employer must give the employee written notice of concern regarding his employment.
6. Employer must treat his employee with respect.

THE EMPLOYEES’ RESPONSIBILITIES

The responsibility works two ways, employee have also responsibility to his
employer.
These are the main responsibilities of employees:
 1. Obedience. Obeying rules and policies of the company;
2. Dealing honestly with the employer, not lying or stealing from the employer.
3. Work with reasonable care and skill at the job assigned during the time required. In
other words, giving full value of the time for which the employee is being paid.
4. Not to disclose confidential employer information to others.
5. Not to disclose any possible conflict of interest, such as work for a competitor or
a relationship that could compromise the employer.
6. To care for the employer’s property, equipment, and facilities.
7. To be loyal

AN OFFICE is generally a room or other area where administrative work is done, but may also
denote a position within an organization with specific duties, such as the president,
manager,
supervisor, secretary and the staff.