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Certificate in Office Management and Effective Administration

Course Code Standard Fee NYSC Fee Degree Type

CGC20

N10,000.000

N4,000.000

Certificate

Description

This course is an exciting and highly interactive course designed to provide office administrators, supervisors of clerical and administrative staff, executive secretaries and personal assistants and those interested in such field the opportunity to review, refine and develop the interpersonal and professional skills needed to be effective – thereby contributing to personal and organisation’s success. This course will explore in depth the interpersonal and behavioral skills necessary to ensure you are well prepared for the challenges of working with a variety of management styles. On this course, you will also learn how to stay in control whilst dealing with conflicting priorities. Becoming more effective as an Office manager will definitely make your job easier and make you more valuable in the eyes of your managers and the company stakeholders. Office Managers need to be expert multi-taskers – even if you’re doing more than four things at once, that’s probably still not enough! You need to be indispensable – to know exactly who to call to fix that pesky problem your boss has. And to be truly indispensable you need to be organised, be an excellent communicator, and be able to deal with whatever challenging situation your working life presents you with. This course will help you to do that.

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Entry Requirements

Diploma and First Degree (Waiver: High School (O’Level) with minimum of 2 years work experience in a related field can apply).

Learning Outcomes

By the time you complete this course, you should be able to:

1. Manage a network of working relations

2. Communicate effectively

3. Manage time for yourself and others

4. Manage the performance of admin staff

5. Improve written communications

6. Manage and present information

7. Organise and improve office systems

8. Effective communication and interpersonal skills

9. The importance of time management and streamlining work flow

10. Building personal resilience and an ability to handle stress in a challenging work environment

11. Using techniques to help you think creatively, solve problems, plan, and make decisions

12. Understand the importance of effective administration skills within an organization

13. Identify the roles of an Office Manger Manage time efficiently and be able to think proactively

14. Describe the essentials of an effective office system

15. Perform basic Human resources Functions

16. Understand the basic management functions of Planning, Organizing and controlling

17. Understand the basic office administration functions

Course Outline

Module 1: Taking Control of Your Work Life

Understanding and Clarifying Purpose, Vision and Mission

External and Internal Customer Service

The Secret to Working Smarter rather than Harder

Controlling, Prioritising and Organising Your Work

Gaining an insight into your Strengths and Weaknesses

Making Your Office User-friendly and Efficient

Module 2: Essential Administrative Skills

Mind Mapping Techniques

Right Brain / Left Brain Theory

Managing Larger Projects to Meet Deadlines

Planning and Problem Solving Skills

Managing Meetings Effectively

Working with more than One Manager

Module 3: Vital Communication Skills

Communication Styles and When to Use Them

Communicating with Confidence

Win-Win Conflict Resolution

Understanding and using Body Language

Understanding Gender Differences in Communication

Understanding Different Personality Types and How to Deal with them

Module 4: Developing as a Professional

Listening Skills – seek first to understand then to be understood

Creating a Professional Image

Leadership Skills

How to Make Presentations with Confidence and Power

Painless Methods for Giving Corrective Feedback

Best Practices for Delivering Positive Feedback

Module 5: Self-Empowerment and Self-Management

Understanding the Main Causes of Stress

How to Build Self-confidence and Strengthen the Ability to Respond to Difficult Situations

The Essential Skills of Emotional Intelligence

Using Emotional Intelligence at Work

Becoming a more Proactive, Responsible and Self-aware Person

Continuing Professional Development - where to go from here

Module 6: Programme Introduction/Roles, Competences and Personal Effectiveness

Programme introduction and objectives

Action planning

The ‘competence’ model of skills, behaviours and values

Emotional and Chronistic Intelligence

Personal competence review

Time management constraints – resources, systems, other people and self

Handling requests and conflicting priorities

Module 7: Team Working, Communication and Meetings

Team working and team roles

Briefing skills – giving, receiving and passing on

Organising and participating in meetings

Notes, minutes and follow-up

Module 8: Managing Working Relationships /Communication Skills/Supervising Admin Staff

Delegation – giving and receiving

Coaching and training colleagues and staff – skills of on-job training

Communication and listening skills – lessons from NLP

Building rapport

Developing a network of working relationships – influencing skills

Assertiveness and conflict

People problems and problem people

Helping others perform – case study

Practical motivation

Criticism skills

Module 9: Managing Time/Desk Management and Office Technology/Writing Skills

Planning and priority setting

Office layout and ergonomics

Managing the paper-load and developing paperless systems

Getting the best from office technology

Letter writing

E-mail efficiency and etiquette

Writing and editing reports

Proof-reading skills

Setting up/developing writing layout and style guidelines for the organisation

Writing & designing presentation slides

Module 10 - Managing Information & Budgets/Improving Customer Service and Systems

Principles of information management – scheduling, filtering and digesting

Interpreting and presenting statistical information

Designing and using graphs

Designing surveys, presenting findings and interpreting meaning

Basic concepts of financial management

Monitoring budgets and variance

Improving customer service and systems – continuous improvement

Action planning

Note

Due to emerging global trends, changes in the world and globalization across borders, our course outline, regularly change from time to time to meet up with this development and gives you leverage in a competitive world.

Teaching Methodology

The concepts in this course will be taught using a combination of lecture, discussion, and dialogue around cases, with emphasis on active learning. A case is a comprehensive exposition of a real managerial situation describing a set of problems and requiring a plan of action. The case method provides a pragmatic framework for the learning process. Its success depends heavily on student preparation and active participation in class discussions.

Course Assessment

To complete this course successfully, students must achieve a passing grade of 50% or higher on the overall course. This will include assignments and option test exam.

Study Modes

Classroom Online

4 Weeks

2 Weeks

Study Tips

  • 1. Come to class regularly and on time
  • 2. Be fully prepared and ready to participate in every class.
  • 3. Find learning and positive experiences with your classmates and the instructor.
  • 4. Read, prepare and turn in your assignments on time.
  • 5. If asked by the instructor to give your opinion on a topic, give your best answer.
  • 6. Willingly and unselfishly share your ideas, experiences, and opinions to the class.
  • 7. Appreciate the opinions and values of your classmates and be respectful
  • 8. Don’t be noisy; don’t interrupt anyone and do well to keep your argument professional.
  • 9. Keep what happens in class professional and confidential.
  • 10. If you cannot make it to class, please let the instructor know in advance.

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