LEARNING MODULE NO.

1
OFFICE AND SYSTEM MANAGEMENT

Courses: Competencies

A. Office and System Management - Office Manager

B. Organization and Management -Functions if the Office Manager:

C. Ethics -recruitment of staff, training of staff,

devising methods of work measurement,
coordinating, discipline, controlling
stationery and supplies

Learning Outcomes
 Define and discuss knowledge, skills and functions of the administrative office and staff and
manager Discuss basic concepts of politics.
 Explain the main skills needed in office management.
 Perform oral communication in the field of business.

Learning Competencies:

 Function of the Office Manager

1. Recruitment of staff.
Office manager is entrusted with the task of recruitment of staff. While making a final
selection, he would be required to do quality rating in order to determine the suitability of the man. Once
a person is finally selected for the job, a service agreement is to be prepared.
2. Training of staff.
The training programs are to be devised not only for the new recruit, but also the old
hands to be kept in touch with the latest appliances, techniques and process of office management. For
this, suitable refresher courses might have to be devised; or refresher courses devised by management
institutions or universities can be used.
3. Devising methods of work measurement.
This is a fundamental function. Suitable methods of compensation should be devised by
the Office Manager to secure efficiency and cooperation of the staff.
4. Coordinating.
Coordinating the task of various workers in the office is essential for its existence.
5. Discipline.
The Office Manager should see to it that people come in time, observe rules of telephone
calls, dress and behavior.
6. Controlling stationery and supplies.
He is required to enforce proper control over stationery and supplies into the office. In
large offices, there should be a separate storekeeper and normal procedure of keeping store3s must be
followed. Sources of supplies must be determined properly. In the case of an item where no procedure is
laid down, he should lay down a suitable procedure for its purchase.

Other Function

Duties of an Office

Managerial Duties Supervisory Duties

Managerial Functions/Duties

Following are some of the important managerial function:

i) To assist in formulation and implementation of the policies of top management.

ii) To design and implement new systems and procedures.
iii) To review the system and procedures.
iv) To ensure that adequate staff are provided to meet the workload, the redeployment of surplus
staff, etc.
v) To conduct interviews for and arrange appraisal interviews regularly.
vi) To purchase equipment when necessary.
vii) To prepare, estimate and ensure that budgets are aqdhere to.

I. Learning Activities

1.1 Answer the following diligently.

1. Cite the Supervisory functions/duties of a manager and discuss through power point presentation.
Use 2 to 3 slides; submit in hard or soft-copy for the output.

II. Learning Evaluation

Excellent Good/satisfactory Need improvement

1
3 2
Essay/statement Brilliant Well composed, Answer is too dull
Content composition of words are and not properly
statement. properly used composed.

Relativity to the topic, Feedback/answer Fair, Answer is expressed

question, statement is done with Thoughts are just to comply.
excellence. properly
Reached or expressed but not
surpassed the fully competent
expectation
III. Enrichment/ Application Activities

III.1. Explain why training of staff is very essential for an office and for the trainee/staff. Use minimum of
3 sentences.

III 2-3. If you are the office manager of a certain office, what is your way in promoting good discipline
towards the staffs? Add some relevant examples and consume minimum of 5 sentences.

“When the righteous increase, the people rejoice, but when the wicked rule, the people groan”

-Prov 29:2

Prepared by; Recommending Approval: Approved by:

CHRISTIAN ACEVEDA DR. LOMELYN B. PRADO DR. JAY MARK J. ATIENZA, LPT.
Instructor 1 Program Dean, BPA DEPARTMENT College Administrator