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Introduction to Office Procedures

This document provides an overview of administrative office procedures and management. It discusses key topics such as the importance of administrative procedures in establishing objective management decision making. Administrative office management involves skills like time management, communication, and administrative duties. The document also outlines the responsibilities of both employers and employees, with employers responsible for providing clear expectations, safe working conditions and respect, while employees are responsible for obeying rules, working carefully, and maintaining confidentiality.

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946 views5 pages

Introduction to Office Procedures

This document provides an overview of administrative office procedures and management. It discusses key topics such as the importance of administrative procedures in establishing objective management decision making. Administrative office management involves skills like time management, communication, and administrative duties. The document also outlines the responsibilities of both employers and employees, with employers responsible for providing clear expectations, safe working conditions and respect, while employees are responsible for obeying rules, working carefully, and maintaining confidentiality.

Uploaded by

th y
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
  • Introduction to Administrative Office Procedures & Management
  • Administrative Duties and Responsibilities
  • Definitions and Expectations of Administrative Professionals

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.

Common questions

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Employer and employee responsibilities are mutually reinforcing essential factors for maintaining an effective workplace. Employers are responsible for providing clear job descriptions, ensuring fair compensation, and maintaining a safe and respectful working environment . Meanwhile, employees are responsible for adhering to workplace rules, demonstrating honesty in their dealings, and not engaging in conflict of interest activities. This mutual fulfillment of responsibilities fosters a productive and harmonious work environment that contributes to the organization's overall success .

Conceptual skills are crucial for administrative professionals as they enable the understanding of complex situations and the development of creative solutions, which are essential for addressing organizational challenges innovatively. These skills can be improved through various activities such as engaging in observation, treating organizational problems as case studies, attending business management seminars, and discussing ideas with mentors. Additional methods include volunteering for cross-functional assignments and using creative tools like flowcharts and mind maps to guide thinking .

Failure to adhere to administrative office procedures can lead to arbitrary decision-making, declining trust in management, procedural inconsistencies, and potential legal issues. Organizations can mitigate these risks by strictly implementing and regularly reviewing their administrative procedures, providing training to ensure understanding and compliance, and fostering a culture of transparency and accountability where deviations from established procedures are promptly addressed and corrected .

The role of an office administrator is vital due to the diverse responsibilities needed to ensure smooth operations within an organization. These duties include providing administrative support, managing appointments, conducting research, and maintaining filing systems. An effective office administrator requires specialized training and the right attitude to work efficiently with a diverse workforce, thus contributing to the organization's operational excellence and overall success .

Administrative procedures enhance the legitimacy of management decisions by providing a consistent and objective set of rules that guide the decision-making process. This framework helps prevent arbitrary or biased decisions, ensuring that all management actions are fair and consistent with organizational goals. By adhering to these formal procedures, organizations can promote transparency and accountability, thereby strengthening trust among stakeholders and legitimizing authority in the administrative process .

Office administrators enhance communication within an organization by organizing meetings, managing schedules, maintaining accurate filing systems, and facilitating the smooth flow of information between departments. This role is significant because effective communication fosters collaboration, reduces the likelihood of misunderstandings, and ensures that everyone in the organization is aligned with its goals and objectives, ultimately increasing productivity and achieving better organizational outcomes .

Employers commonly expect administrative employees to possess a set of personal and professional qualities such as open-mindedness, flexibility, reliability, accountability, and proactiveness. While specific technical skills depend on the job position, these overarching qualities ensure that employees can contribute positively to the organization's goals and adapt to changes whenever necessary .

Human skills and technical skills serve different functions in administrative roles. Human skills are those that facilitate interaction with others effectively, such as dependability, adaptability, and motivation, which are essential for engaging and managing relationships with colleagues and customers . Technical skills, on the other hand, are specific abilities related to operating specialized software, tools, or equipment relevant to a particular field, and usually require specialized training, such as proficiency in programming languages or data analysis .

Employers have several responsibilities towards their employees to ensure a conducive working environment: they must have a clear job description tailored to the position, offer a comfortable and safe working space, pay agreed salaries and benefits, perform annual safety inspections, and treat their employees with respect. They must also provide clarity on the company’s vision and goals and give written notice of any employment concerns .

Administrative office procedures refer to the set of formal objective rules that govern management decision-making, ensuring these decisions are objective, fair, and consistent. These procedures establish legitimacy in management actions . In contrast, administrative office management involves the practical aspects of coordinating and implementing these procedures effectively within the office environment, encompassing tasks such as organizing the office, laying down office routines and systems, and managing office supplies .

MODULE 1 INTRODUCTION TO ADMINISTRATIVE OFFICE PROCEDURES & MANAGEMENT OVERVIEW:
c. Form Designing and Control, Procurement d. Supply of Stationery, Selection e. Purchase of Of
ADMINISTRATIVE PROFESSIONALS DEFINES Administrative professionals as individuals who are responsible for
1. Obedience. Obeying rules and policies of the company; 2. Dealing honestly with the employer, not lying or steal

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