2/16/2023 Office

Administration &
Management
Course Outline

Mr. Philip Pook

LIONS COLLEGE
 Office Administration and Management Course

Course Overview

How do you become a very effective and successful Office administrator? Office administrative
responsibilities deal with overseeing the daily functions of various inter-disciplinary departments to have
operations flow smoothly and reduce the workload from higher-level managers.

The major job responsibility of an office administrator is to guarantee the efficient functioning of all
connected departments within an organization. They perform as a connecting linkage between
departments and between the employees and the management. Your position and role demand from you
to keep operations moving effortlessly.

You are also required to be the face of the company and be on the front lines of customer relations. So,
do you have the skills to multi manage the entire office? To become an efficient office manager, executive
secretary, or administrative officer you will have to sharpen your interpersonal skills related to these jobs
and tasks.

This training will help to empower you with these skills and provide you with the knowledge of how to
remain in total control and achieve your task deadlines in a well-timed manner.

This Office Administration and Management Course offered by Lions College is a very interactive and
knowledge-sharing training program. Participants will learn skills to manage an office atmosphere
effectively and thereby contributing to their organizations as well as their own growth and success.

This course gives crucial and in-depth knowledge that will empower you to outshine as an effective
manager of office at your workplace. You will discover the best practices such as being an excellent
coordinator in your office space, a great multi-tasker, and an outstanding communicator.

In this program, you will also learn the importance of delivering outstanding customer service experience
to see a cascading impact on the business. You will also learn the effects of stress at the workplace, and
how to manage them by setting priorities that will empower you to be more energetic and productive.

In this training program, you will also master the efficient use of time to enhance your productivity and
lower work pressure. You will learn to be an excellent coordinator and facilitator of team and business
meetings. With communication Skills modules, you will learn to be effective with phone and email
etiquettes and techniques.

Course Objectives

By the end of the Office Administration and Management Course, the participants of this course will be
able to:

 Identify different types of office layouts, their settings and ergonomics

 Understand the importance of their role in an organization
 Learn different tactics when dealing with tasks concerning the management and individuals from
different departments
 Develop action plans to complete their tasks more effectively
 Understand the techniques of Planning, Organizing and Controlling

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 Office Administration and Management Course

 Learn the techniques to manage records and documentations

 Learn how to control emotions during stressful situations
 Enhance your multi-tasking Skills
 Learn the skills of Priority Management
 Implement verbal and written communication approaches
 Coordinate and organize meetings effectively
 Manage telephone calls efficiently and professionally
 Learn to make quick decisions and resolve office-related matters
 Develop relationships throughout the organizational structure
 Develop a customer-centric and service attitude and mindset
 Learn the main causes of stress and apply the practices to control it
 Employ time management techniques for better efficiency
 To submit information in a more effective manner
 Manage time efficiently and be able to think proactively
 Perform basic HR functions and roles
 Think and perform like a manager for effective managerial tasks

Training Methodology

Lions College has designed this training program on the Office Administration and Management Course
for individuals at office administrative and managerial levels.

The lessons to be taught in this course will be very interactive as participants from all cultures participate
in this training program and share their own office experiences and challenges. Customized modules can
be arranged for organizational specific learning requirements. This program involves group discussions,
case studies, and role-plays.

At Lions College, we follow the Do–Review–Learn–Apply Model to incorporate the learnings into daily
office workspace.

Organizational Benefits
Organizational benefits of employees who participate in this Office Administration and Management
Course will be as below:

 Improved productivity and creativeness among employees

 They will be able to communicate effectively
 Develop skills to build a network of working relationships
 Employees learn to be more proactive
 There is increased productivity in office management
 Improved time management is noticed
 There are improved office optimism and satisfaction
 There is a reduction in employee absenteeism
 Reduction in office stress is experienced
 Employees improve their written communication
 Administrators are able to manage and present information more effectively
 They are able to work on office systems and technology in an efficient way

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 Office Administration and Management Course

Personal Benefits
Participants who enroll in this Office Administration and Management Program will benefit in the
following ways:

 There is an increased sense of self-confidence that leads to self-satisfaction

 Participants become more goal-oriented in all aspects of life
 Increased assertiveness is observed
 Improved organizational skills overflow outside the workplace
 There is an improve inter-personal skills
 Individuals have a reduced stress level and improved stress management skills
 There is an increase in self-value and therefore an increase in motivation
 Their presentation and public speaking skills are developed
 Individuals are able to manage time for themselves and for others

Who Should Attend?

This program is designed to provide office administrators, assistants, administrative supervisors/officers
and staff, executive secretaries, personal assistants, records management officers, and office managers
within the office environment, who want to build on their skills and knowledge.

This training program in Office Administration and Management Program allows you to evaluate and
develop your interpersonal and professional skills.

Course Outline

Below is the course outline and the units that would be covered during the Office Administration and
Management Training Sessions:

Unit 1: Office Orientation

i. Roles and functions of the office in business activities.

ii. The size and nature of business influences its office structure and activities.
iii. Types of office layouts.
iv. Ergonomics of the office.
v. The Importance and Purpose of the Office Equipments.
vi. Propose desirable skills, attitudes and attributes of office personnel.
vii. The value of good human relationships.

Unit 2: Communication

1.1 Types of communication channels used in the office.

1.2 Factors affecting the selection of communication channel.
1.3 Factors affecting the flow of communication.
1.4 Barriers to effective communication.
1.5 Business structure type and settings.
1.6 Stationery (selection & purpose + usable).
1.7 Sources of information.
1.8 Techniques for receiving and relaying messages by telephone.

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 Office Administration and Management Course

1.9 Telecommunication service providers.

1.10 Mail dispatching services.
1.11 Procedures for sending and receiving parcels.
1.12 Procedures for dealing with incoming and outgoing mail in large and small offices.

Unit 3: Recruitment and Orientation

3.1 Sources of information on job opportunities.

3.2 Factors to be considered when seeking employment.
3.3 Prepare applications for a job.
3.4 Prepare other types of business letters.
3.5 Interview.
3.6 Demonstrate knowledge of the requirements of the work environment.

Unit 4: Records and Information Management

4.1 Characteristics of an information management system.

4.2 The duties of a records management clerk.
4.3 The records management system by electronic and other means.
4.4 The methods and procedures for dealing with inactive files.
4.5 Governance and control over documents.
4.6 Filing equipment and supplies.
4.7 Characteristics of centralized and departmental records management systems.

Unit 5: Reception and Hospitality

5.1 The importance the reception desk.

5.2 The duties and attributes of a receptionist.
5.3 Connecting executives.
5.4 The importance and use of electronic and manual reminder systems.

Unit 6: Meetings

6.1 Terms used in business meetings.

6.2 Preparation of documents associated with meetings.
6.3 The roles of personnel associated with meetings
6.4 Types of meeting.
6.5 Organizing different types of meetings.
6.6 Legal requirements of Annual General Meetings.
6.7 The follow-up procedures related to decisions made at meetings.

Unit 7: Travel Arrangements

7.1 Information and services required for travel.

7.2 Knowledge on world time zones.
7.3 Procedure for making travel arrangements.
7.4 Travel schedules.
7.5 Requirements for valid travel documents.

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 Office Administration and Management Course

7.6 Monetary instruments for use during travel.

Unit 8: Human Resource Management

8.1 Functions of the Human Resource Management office.

8.2 Duties and attributes of a clerk in the Human Resource Management office.
8.3 The benefits of legislation related to workers’ welfare.
8.4 Types of records used in a human resources office.
8.5 Factors that contribute to employee/labor turnover in an organization.

Unit 9: Accounts and Financial Services

9.1 The roles and functions of the accounts office.

9.2 The duties and attributes of a clerk in the accounts office.
9.3 Documents in the accounts office.
9.4 Resources used in the accounts office.
9.5 Financial Institutions.
9.6 Making and receiving different types of payments.
9.7 Information on cheques.
9.8 Information on bank statement.
9.9 Reconcile bank and cash book balances.
9.10 Petty cash records.

Unit 10: Procurement and Inventory Management

10.1 The functions of the procurement and inventory management office.

10.2 Duties and attributes of a clerk in the purchasing department.
10.3 Procedures for purchasing goods and acquiring services.
10.4 Documents used in the purchase of goods and services
10.5 The importance of inventory management.
10.6 Stock records (manual and electronic).

Unit 11: Sales, Marketing and Customer Service

11.1 Functions of staff involved in Sales, Marketing and Customer Service.

11.2 The duties of a clerk in the sales office.
11.3 Skills required by a clerk in the sales, marketing and customer service offices.
11.4 Preparation of documents.
11.5 Types of Discounts.
11.6 The functions of the Corporate Communications Clerk.

Unit 12: Operations, Dispatch and Transport Services

12.1 The operations, dispatch and transport office.

12.2 The duties of a clerk in an operations, dispatch and transport office.
12.3 Types of documents used in operations, dispatch and transport.

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