Career

Secretarial Practice and Office Management

The secretarial role has developed extensively in recent years, with the scope of job responsibility in a management or executive role. An efficient secretary is highly skilled, and indispensable as an executive secretary in the office environment as she/ he competently deals with secretarial and office administration jobs, ensuring the smooth running of the office.

The course on Secretarial Practice and Office Management is designed to introduce trainees to the efficiently handle the secretarial and office duties.

Role of a secretary, identifying the role, basic skills, duties, responsibilities, and developing the role.
Modern Office - departmentalizes - office service - office organization- filling and indexing devices- office machines and labor saving devices- office stationary.
The functions of the office, office environment, layout, furniture and furnishings, office equipment.
Communication, oral and written, business letter, memorandum, forms and other documents, good telephone techniques and principles to follow, relaying messages difficult callers. Using directories, telephone charges- local and international, useful telephone service numbers, information sources. Sending telexes, faxes and electronic mail (E-mail).
Secretarial support services- making appointments and keeping diaries addresses & telephone book. Effective oral communication, receiving visitors reception duties, dealing with delays, difficult situations. Travel arrangements, planning, documents for foreign travel, methods of payment, accommodation and car rental, health notes.
Mail handling- mailroom. Receive, sort distribute and handling of incoming mail. Dispatch outgoing/internal mail. Inland and Overseas and other postal services. Franking machine, postage book.
Office equipment and use, reprographic and copyright law, in-house and external printing agencies. Electronic equipment and care.
Communicating on paper-company stationery, letter writing: layout standard letters, skills in writing, business letter, addressing envelopes, titles and forms of address. Memorandums, proposals, business forms, notices, invitations.
Report writing. Arranging meeting, notice of meeting, agenda, taking and preparation of minutes-organizing arrangements for conferences, exhibitions and social functions.
Ordering and storing stationary, prevention of loss and damage.
Books of account, sales documents, keeping petty cash, banking, checking bills, issuing checks.
The place of computers in the office, using them to improve efficiency and output.
Public relations- importance and benefits of good public relations, advertising, dealing with the media, visitors and callers, PR role of the executive secretary.

Business Mathematics

Numbers fundamental operations, relationship and systems.
Common, decimal fractions and aliquot parts.
Percentage-percent equivalent, percentage equation, finding rate and base applications.
Simple interest, profits and merchandising.
Valuation of Tangible and Intangible assets-computing, straight-ling and other methods of depreciation & depletion of natural resources.

Business ownership & distribution of earnings.
Payroll Taxes-introduction, methods of computing gross pay, net pay, taxes and other deductions.
Sales and property taxes and calculation of rate.
Compound interest and annuities.
Insurance-introduction, fire, premiums rates. Life, policies, premiums, dividends, non-forfeiture values.
Values, policy loans, options, automobile insurance, types of cover, premiums.

Nex Page