Administrative, Personal Assistant and Secretarial Duties
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Administrative, Personal Assistant and Secretarial Duties Course
Introduction:
The main duty of a secretary or other administrative assistant is to provide administrative support to the senior managers in an organization.
This general description means that they may be given a wide range of tasks and responsibilities, based on the specific needs of their organization.
They may also be asked to take on a variety of secondary duties.
Knowledgeable, efficient administrative assistants, PAs, and private secretaries are very valuable to their executives and to the enterprise for which they work, so they are in great demand and command good salaries and other benefits - good, well-trained secretaries/PAs/administrators are valued and sought after - no enterprise can get along without one (or more) of them.
Their range of duties can be wide, and can vary considerably; this Program provides essential training and knowledge about many of them, including office management principles, staff matters, accounts, and IT.
The administrative, Personal Assistant & Secretarial Duties training course also teaches about the supervision of office personnel, and how to prepare for promotion to managerial posts.
Course Objectives:
By the end of the Administrative, Personal Assistant & Secretarial Duties training course, participants will be able to:
- Have a clear understanding of the job role of Office Administrator, learn to adhere to relevant standards, and conduct yourself professionally
- Schedule and coordinate meetings and tasks set priorities, and meet specific deadlines.
- Provide operational support to the administrative department.
- Managing diaries and making appointments.
- Booking rooms and travel arrangements.
- Preparing and distributing papers and documents for meetings.
- Taking minutes.
- Dealing with the post.
- Drafting letters and other documents, such as PowerPoint presentations.
- Maintaining filing systems.
- Learn how to use a proper filing system for documents and records to support daily office operations.
- Use interpersonal skills to respond to and support the vision of the organization.
- Learn how to apply information technologies to support communication with stakeholders
Who Should Attend?
The administrative, Personal Assistant & Secretarial Duties training course, is ideal for:
- Ambitious PA’s and Secretaries who are confident in their current position
- Those who wish to be more proactive, grow in their position, and take on more management responsibility
- PAs and Secretaries who wish to increase their portfolio of skills and competencies
- Senior Administrators who wish to improve their effectiveness or promotional prospects
Course Outlines:
The types and roles of the PA/Secretary.
- Personal attributes and skills, work relationships, adapting to change.
- The office environment: layout, design, environmental factors, health and safety concerns
- Furniture and furnishings, equipment and machinery, and their functions.
- The world of commerce; public, private, types of enterprises.
Business letters and their preparation; desktop publishing.
- Communications including memos, emails, forms, reports, and other business documents.
- Filing systems, data, and information.
- The uses and control of office machines
- Computer systems: data, databases, hardware, software, and data security.
Incoming mail: sorting, opening, distributing; dictation, checking typed and word-processed work.
- Outgoing mail, dispatching mail, options, postage, posting options, and machinery.
- Reception work, visitors, appointments, deliveries.
- Arranging meetings, and representing the organization.
- Meetings: arrangements, notices, agendas, taking minutes, preparing minutes.
Making travel arrangements; the appointments diary.
- Conferences, managing events, logistics, and travel.
- Effective communication: oral, visual, written, and electronic.
- Principles of bookkeeping, the ledger, sales documents, petty cash, banking.
- Invoices and receipts, checking and passing bills for payment, issuing cheques, and records.
Wages and remuneration.
- Advertising for and recruiting office personnel: job analysis, job descriptions.
- Interviewing, selection tests, induction, training, supervising, controlling, and counseling.
- The functions and principles of management; technical and managerial aspects.
- Setting good examples, and attitudes. Preparing for promotion.
