Administrative, Personal Assistant and Secretarial Duties
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Administrative, Personal Assistant and Secretarial Duties Course
Introduction:
The primary responsibility of a secretary or administrative assistant is to provide administrative support to senior managers within an organization.
This broad description implies that they may be assigned a diverse range of tasks and responsibilities based on the specific needs of their organization.
Additionally, they may be required to take on various secondary duties.
Experienced and efficient administrative assistants, personal assistants, and private secretaries are highly valuable to both their executives and the organization they work for. As a result, they are in high demand and receive competitive salaries and other benefits. Skilled and well-trained secretaries/PAs/administrators are highly sought after, as no enterprise can function effectively without one or more of them.
The scope of their responsibilities can be extensive and can vary significantly. This training program provides essential knowledge and training on a wide range of duties, including office management principles, staff management, accounts, and IT.
The Administrative, Personal Assistant & Secretarial Duties training course also covers topics such as office personnel supervision and how to prepare for promotion to managerial positions.
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
- PA’s and Secretaries who wish to increase their portfolio of skills and competences
- 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, 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.