You’ve wondered “What is Office Administration?” but there is so much information out there that it can be difficult to sift through it all and find just what you need. This article will give you all the information you need to understand what Office management is all about.
Skills Academy Offers the Following ICB Accredited Office Administration Courses:
Office Administration Courses
What is Office Admin?
Office admin is the daily tasks done in an office to make sure operations run smoothly. They could be preparing and scheduling meetings, bookkeeping, record keeping, and so much more. Office administrators are valuable in a business. They help with the flow of things and keep track of everything (invoices, deadlines and meetings).
Office administrators could also be responsible for supervising some employees, providing them with tasks to complete.
What Does an Office Administrator do?
Office Administrators are important to every company. They help to make sure that the day-to-day workings run smoothly. They perform a lot of different tasks to make sure everything is on track.
What are Office Administration Duties?
Office Administrators have many different tasks to take care of to make sure that an office functions properly. These tasks include:
- Coordinating activities in the office to make sure they obey company policies.
- Managing the admin staff and delegating work.
- Setting up meetings.
- Drawing up agendas.
- Making travel arrangements.
- Answering phones.
- Creating and updating records.
- Making sure the office has all the supplies it needs.
- Ordering the supplies that the office needs.
- Creating and submitting reports.
- Helping all staff whenever possible.
Tasks like these need to be done properly to ensure that the office environment runs smoothly. Office Administrators also need to be skilled in things like time management and record keeping.
What Skills Does an Office Administrator Need?
Being an effective Office Administrator takes a wide variety of skills. This is because of all the different things that an Office Administrator has to do on a daily basis. Some of the most important skills include:
- excellent communication skills
- outstanding interpersonal skills
- excellent organizational abilities and skills
- strong leadership skills
- being familiar with office management procedures
- having an understanding of basic accounting principles
- having a high level of skill in the different software programs that you will use such as the MS Office suite.
As you can see, these skills are essential to being able to effectively perform all the duties that are expected of an Office Administrator.
Other things that are needed to be an amazing Office Administrator are:
- being detail oriented
- being able to anticipate the needs of their superiors and colleagues
- excellent time management skills
- being flexible
However, you might be wondering what some of those skills actually mean so let’s take a look at them in a bit more detail.
Being Detail Oriented
This is simply paying attention. An office administrator works with many different people and a huge amount of information. This means that you need to be very careful and precise when you write down or enter information, catching mistakes like typos in emails and documents before they get sent out, and making sure no detail is left out of an email, memo, or a report. If you don’t do this it will create a very bad impression of you and of your company.
Being Able to Anticipate Needs
This is the ability to make sure that your superiors and colleagues have what they need when they need it without needing to ask. To do this all you really need to do is pay attention to what is happening around you. For example, you know that when there is a meeting there needs to be water and glasses in the meeting room. So instead of waiting until you get asked to bring it, you make sure it is there when people first enter the room. You will order supplies that are needed before they run out. Small things like that not only make everyone’s life easier but they also help the office run more smoothly.
Time Management Skills
As an Office Administrator, you will have a lot of tasks that need to be done every day. However, you will also be given unexpected tasks. These will need to be done as well as your normal day-to-day responsibilities. You need to be able to plan and manage your time well to make sure everything gets done. This is not always easy but that is why time management skills are so important.
Every day as an office administrator will bring you new and different challenges. No two days will ever be the same. You will need to be able to adapt to any situation and challenge that comes your way. If you aren’t flexible you won’t be able to do what needs to be done.
In any office, there are processes and procedures in place that explain what to do in most situations. However, what do you do when something unexpected happens or the normal processes and procedures won’t help? For example, maybe you need to print documents for a meeting later today but the printer is broken. You call the repairman like usual but he tells you that he will only be able to come and fix it tomorrow. What do you do? Sometimes you will need to think creatively or “outside the box” to achieve your tasks, fix a problem, or perform your responsibilities. This is why you need to be resourceful.
These skills might not seem very important but they are some of the most important skills that employers look for when they want to hire someone as an Office Administrator.
Can I Study Office Administration?
Yes, you can. There are many different places where you can study Office Administration. You can do full-time, part-time, and even distance-learning courses. One of the most popular options is doing it through distance learning. You can find out more about the advantages and disadvantages of distance learning by reading our ICB Distance Learning Courses article.
Office Administration Distance Learning Courses
Some of the most popular distance learning courses are the courses offered by the Institute of Certified Bookkeepers (ICB). The ICB offers three different Office Administration courses namely:
- ICB National Certificate: Office Administration
- ICB Higher Certificate: Office Administration
All three courses and several other ICB courses are offered by Skills Academy. You can see all the ICB courses that Skills Academy offers on the ICB Courses page.
These courses are designed to give you a high level of skill in a very short time. One of the benefits of the ICB courses is that the qualifications you will receive are recognised qualifications. This means that employers all over South Africa will recognise your qualification. What’s even better is that ICB courses are also internationally recognised. That makes your employment options even greater.
Office Administration Entry Requirements
The fact is that the requirements depend on the course and the college where you choose to do the course. Some colleges require you to have finished Grade 12, while others might even require as little as Grade 10. With so many courses are out there it can be difficult to decide what the best choice, of course, will be for you.
Do They all Have the Same Entry Requirements?
No. Every course you can find will have different requirements. This is because they are offered by different colleges and the courses focus on different things. The entry requirements depend on the intended outcome of a course. The ICB courses also have their own requirements.
ICB Certificate: Office Administration
This is the first of the three ICB Office Administration courses. To enter this course you will need to have at least completed Grade 12. You also need to be at least 16 years old. During this course you will also learn some bookkeeping skills, however, you don’t need to have any prior accounting knowledge to study this course. This course is 18-months long.
ICB Higher Certificate: Office Administration
This is the second ICB course in the field of Office Administration. You need to have finished the ICB Certificate: Office Administration before you can do this intermediate level course. The duration of this course is nine months.
ICB Diploma: Office Management.
The final ICB course in the field of Office Management. To study this course you will need to have finished the ICB Higher Certificate: Office Administration. This course also takes nine months to complete.
What Does This Mean for me?
The ICB is an internationally recognised organisation. This means that your qualifications are internationally recognised by employers and learning institutions worldwide. These courses also give you a very high quality of education. You could also register with the Chartered Institute of Management Accountants (CIMA) or Association of Chartered Certified Accountants (ACCA) once you have completed one of the finance-focused ICB courses.
Are you interested in studying an ICB Office Management course but want more information? You can find more information about the ICB courses on this page. If you are ready to get started you can call us toll-free on 0800 39 00 27 and one of our course consultants will call you back to help you register today!
Written by: Clifford Ekron
Last Updated: April 18, 2019