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Short Course
on
Office Management
This short learning programme is specifically developed for employees working in an office and administration environment. The course offers “must-have” skills necessary for optimising the office and management capacity. Recent attempts to identify key managerial skills have centered on the notion of managerial competence. A competence can be defined as the “behaviours people need to display in order to perform effectively” (Salaman 1995:33). Competencies and skills inhabit the same ground, but the two are not the same. The term skills refer to the qualities and abilities of the individual. Competencies, on the other hand, focus not on the individual, but on the activity. All competence systems are, therefore, based upon explicit behavioural or outcome based statements. In other words, they focus on actual performance on what people can do rather than what they know. Ideally, we recognise the importance of the full range of management functions and the skills needed. Employees who view their roles too narrowly may ignore, or perform poorly, essential job functions and skills.

Purpose of the course:

Participants should be equipped with competencies and skills such as creating a work ethos in the office, human resource and team-building dynamics, communication and negotiation, project management principles, personal time management, stress management, effective decision-making and establishing a code of conduct for their office.

Admission requirements:

Admission requirements: 
A National Senior Certificate or equivalent qualification.
Learning assumed to be in place: 
Communications at NQF level 4; Mathematics or Mathematical Literacy at NQF 4 & Basic Computer Literacy.

Course outcomes and assessment criteria :

Course outcomes and the associated assessment criteria: 

Study Unit

Outcomes

Assessment Criteria

  After completion of this course, participants will: Participant will be assessed on the following criteria:
 
  • The skill to create a work ethos in the office
  • An appreciation of human resource management and team-building dynamics
  • Skills to communicate and negotiate effectively and to apply information technology
  • An appreciation of financial, procurement and stock management
  • The ability to improve service delivery through the application of project management principles
  • The skill to manage oneself in terms of personal time management, stress management, and effective decision-making.

 

  • Define ethics and a work ethos
  • Explain the need for an ethical and professional Public Service
  • List and explain unique Public Service values and work ethics
  • Describe the origin of ethics or the individual office manager
  • List and explain the guiding values for ethical Office Management
  • Discuss basic human rights and the obligations of government
  • Identify typical manifestations of unethical conduct
  • Identify possible causes of unethical behaviour
  • List and explain measures and mechanisms to ensure ethical conduct
  • Establish a code of conduct for your office
 
  • Explain the framework of human resource management in the public service
  • Comprehensively discuss the role of public officials as supervisors
  • Build an effective work team
  • Understanding group dynamics
  • Lead and motivate your team
  • Explain the dynamics of change management
  • Manage diversity in your team
  • Recruit and select suitable staff for your team
  • Apply performance management and conduct performance appraisals
  • Apply basic training interventions
  • Deal with disciplinary and grievance procedures and issues in the workplace
  • Deal with health and safety issues in the workplace and more specifically with AIDS
 
  • Identify communication principles and processes
  • Explain the role of the supervisor in communication
  • List and describe the barriers to communication
  • Describe guidelines for effective communication
  • Explain specific negotiation skills
  • Describe how to deal with office politics
  • Define and explain basic information management and practices
  • Explain the use of computer technology
  • Explain the use of the Internet, Intranets and electronic email sensitive to computer security
  • Explain what is meant by e-Government and describe how it can improve service delivery
 
  • Explain the legislative framework for financial management in the public service
  • List and explain the various components of office financial management
  • Describe the funding avenues for office activities
  • Explain the budgeting process and the functions of a budget
  • List the type of information required for budgeting
  • Indicate how one should go about to perform cost estimates
  • Explain the objectives of budgetary control
  • Identify and explain internal financial controls
  • Describe the cash flow management process
  • Indicate what a performance report entails
  • Comprehensively discuss the procurement system Supply Chain Management
  • Explain the bidding process
  • Explain the stock management system of the Public Service
 
  • Provide an overview of the service delivery improvement programme
  • Define projects, project management and programmes
  • Explain what is meant by Managing by Projects
  • Describe the strategy implementation/project management interface
  • Identify typical drivers of project-based management
  • Describe how project management could improve service delivery
  • Explain how to plan for office projects
  • List and explain the practical steps in project management
  • Identify typical service delivery challenges
  • Explain the importance of developing service delivery indicators
 
  • Explain how you will manage yourself through effective personal time management
  • Identify typical time wastage which should be eliminated
  • Explain how to compile ‘to do lists’
  • Describe what action planning entails
  • Describe considerations when delegating and monitoring tasks of team members
  • Explain how one should set personal goals and objectives
  • Describe how you should optimise waiting and traveling time
  • List and explain common challenges in time management
  • Explain the importance of managing stress
  • List and describe the logical steps in the decision-making
  • Describe considerations in group decision-making.

 

Assessment: 
Students will have to prove their competence in applying the knowledge, skills and behavior learned during class exercises and group work. Each student must submit an assignment within a specific time-frame. To pass the course, participants have to obtain a final mark of 50% or more.
Method of assessment: 
The attendance of the first day of class, as well as a total minimum of 80% class attendance, is compulsory in order to be eligible to hand in your PoE /Assignment. After the successful completion of this skills programme and the portfolio of evidence (PoE), learners will receive a certificate of competence.

Additional information

H25 100 1
Mode of delivery: 
Contact
Target group: 
Office Managers and Administrators, Personal Assistants & Secretaries, Clerks and Office Assistants.
Contact us
Name: 
UCE-Info
E-mail: 
Telephone number: 
018 285 2325