Administration Courses Singapore
Training Courses for Administrative Professionals. Knowles Training Institute Delivers Office Administration Course, Short Administration Courses, Administration Training Courses in Singapore.
Administration Courses Singapore. Administration Courses. Administration Courses in Singapore. Administration Course. Administration Workshops Singapore.
Administration is the area of activities connected with planning, organising and supervising the way that an organisation or companies functions. Business administration is the administration of a business. It includes all aspects of managing and supervising business operations. From the view of leadership and management, it also covers fields that include finance, accounting, project management and marketing. The administration of a business involves the performance or management of business operations and decision-making, as well as the effective group of people and other resources to direct activities towards common goals and objectives. In general, “administration” relates to the broader management function, including the associated finance, personnel and MIS services.
Administration can transfer to the bureaucratic or operational performance of routine office tasks, normally internally oriented and reactive as compared to being proactive. Administrators, speaking broadly, engage in a common set of functions to meet an organisation’s goals. Henri Fayol (1841-1925) called these “functions” of the administrator as “the five elements of administration”. Sometimes producing output, which includes all of the processes that create the product that the business sells, is added as a sixth element. Alternatively, some studies view management as a subset of administration, specifically associated with the technical and operational aspects of an organisation, and distinct from executive or strategic functions.
An office administrator has the duty of ensuring that the administrative activities in a business run efficiently, by implementing structure to other employees throughout the company. These office activities can range from being accountable for the management of human resources, budgets & records, to tackling the role of supervising other employees. These responsibilities can differ depending on the employer and level of education.
An individual responsible for providing various kinds of administrative assistance is called the Administrative Assistant, Admin Assistant, or sometimes an Administrative Support Specialist. Admin assistants do clerical duties in almost every industry. Certain administrative assistants, such as those in the legal industry, maybe more specific than others. Most administrative assistant duties orbit around managing and distributing information within an office. This commonly includes answering phones, taking memos and maintaining files. Administrative assistants may additionally be in charge of sending and receiving correspondence, as well as receiving clients and customers.
Records management is liable for the efficient and orderly control of the creation, receipt, maintenance, use & organisation of records, including processes for capturing & maintaining evidence of & information concerning business activities & transactions in the form of records.
Bookkeeping is the recording of financial transactions & is a component of the process of accounting in business. Transactions involve purchases, sales, receipts, & payments by a person or a company. There are various standard methods of bookkeeping, including the single-entry & double-entry bookkeeping systems. While these may be seen as “real” bookkeeping, any process for recording financial transactions is a bookkeeping method.
The ability, in a place of business, to present yourself such that you get others relaxed around you and are regarded seriously, is known as business etiquette skill. It is, in fact, the ability to satisfy the explicit as well as implicit standards or expectations of individual behaviour that is set in order to help the interaction between people in the workplace and nurture a jointly civil atmosphere. Business etiquette skills comprise but are not limited to showing courtesy and respect towards one’s coworkers and employers. Explaining the self-control needed for a particular job, as well as expressing one’s understanding of various business situations without treating others with disdain, is fairly crucial for mastering the business etiquette skills.
Meetings are too frequently the most unpleasant and least productive part of a manager’s day. When done well, meetings can be an efficient and effective tool for communication and decision making. Sessions can also provide a portrayal of a company’s decision-making method as well as the structure in place to monitor and reach its goals.
Minutes, also identified as minutes of meeting, abbreviation MoM, protocols or, informally, notes, are the instant written record of a meeting. Minutes normally detail the events of the meeting and can comprise of a list of attendees, a statement of the issues deemed by the participants, and related responses or decisions for the problems.
The best productivity method can make a tremendous contrast in your work. A friction-less workflow can take you from being overwhelmed, unfocused, & unproductive to feeling calm, in control, & equipped to take on even the most significant projects. The great news is, new techniques are being developed, twitched, and shared all the time. There’s bound to be a method out there that fits your unique personality and projects. But wading through the thousands of articles about different productivity systems can be a massive time commitment — time you could be using actually to get things done.
Proper telephone etiquette an essential facet of communication, since you represent not only yourself but often your organisation and your department. Remembering to use good telephone etiquette, whether answering or making calls, leaves your respondents with a positive impression of you, your company in general.
Time management is the method of planning & exercising conscious control of time spent on specific activities, especially to increase effectiveness, efficiency, and productivity. It requires a juggling act of various demands upon a person relating to work, social life, family, hobbies, personal interests & commitments with the finiteness of time. Using time efficiently gives the person “choice” on spending, managing activities at their own time and expediency. Time management can be accomplished by a range of tools, skills, & techniques used to manage time when performing specific tasks, projects, & goals complying with a due date. Initially, time management related to just business or work activities, but eventually, the term broadened to include personal events as well. A time management method is a designed combination of processes, techniques, tools. Time management is usually a requirement in any project development as it determines the project completion time & scope. It is also crucial to understand that both technical & structural differences in time management exist due to variations in cultural concepts of time.
Researchers Doris Fay & Michael Frese define initiative as “work behaviour described by its self-starting nature, its proactive approach, and by being persistent in surmounting difficulties that arise in pursuit of a goal.” When you exhibit initiative, you do things without being told to do so; you find out what you need to know on your own; you keep going when things get difficult, and you recognise and take advantage of chances that others pass on. You act, rather than reacting, at work. Some of us have seen the initiative in progress. Perhaps you’ve seen a young manager who fills her boss’s shoes when she’s sick, and the rest of the team is uncertain what to do, or perhaps you’ve seen a team member proposing a process reform plan to the executive board. The initiative has become increasingly important in today’s workplace. Companies want employees who can think on their feet and take action without waiting for someone to tell them what to do. After all, this sort of flexibility and courage is what pushes teams and companies to innovate and to overcome competition.
You write on the job all the time. Proposals to clients, emails to senior executives, a constant flow of memos and notes to colleagues. But how can you guarantee that your writing is as sharp and compelling as possible? How do you get your communications stand out from the rest? Business writing is an exciting form of writing. It’s highly pragmatic. Developing your business writing can thrust both careers and businesses in a good direction. It is the channel that carries nearly all business work and insight and interaction. It flows up, down, laterally, internally, and externally to customers. It’s the foundation of a business. Business writing is a type of writing that seeks to elicit a business response. It’s a purposeful piece of writing that provides relevant information to help a reader know something or do something. It must be substantive, clear, correct, and easy to scan. Practical Business Writing develops the writing skills of individuals to empower them to communicate efficiently. This business writing course aims to equip training participants with the skills to write clearly, concisely and correctly.
Organisational skills are deemed necessary for any employee, but several, more specific skills together give a person “strong organizational skills.” Someone with powerful organisational skills is usually considered to have the ability to manage his duties through wise planning, time optimisation, detail adjustment and prioritisation. Your ability to see a project through smoothly from early planning to completion will certainly be noticed in your company.
As an essential member of the team, a skilled secretary must keep high levels of service delivery to achieve the company’s objectives. This personal assistant course highlights the importance of the role and aims to prepare personal assistant with the necessary information to handle their duties and manage the demands of their role successfully. Our assistant and Secretarial Training is designed to provide comprehensive training for a full range of secretarial skills and functions. In business, personal assistant and secretaries can often have similar roles that can cross over; however, there are some differences in terms of responsibility. Generally speaking, a secretary may also be known as a receptionist. They are usually the initial point of contact in an organisation for people contacting an office, directing calls or showing people visiting in person where they need to go. A secretary’s work is often clerical and administrative, involving typing, record keeping and data entry. They can report to one or multiple people and will generally be lower down the organisational chain than a personal assistant. A personal assistant is a more senior position, answering directly to a specific person, often high up in the company structure. A personal assistant will assist this professional with their daily tasks, by organising meetings, managing their boss’s time, responding to phone calls directed to them and taking down notes. Some personal assistants can also carry out other functions for their managers or boss such as organising accommodation and transport or even buying items they require.
Administrative work can incorporate a variety of tasks. Administrative workers are those who contribute assistance to a company. This support includes general office management, answering office phones, speaking with customers, assisting management, clerical work (including maintaining records and date entry), or a variety of other tasks.
Because administration is such a wide category, there are several different administrative job titles. Some of those titles, like “administrative assistant” and “program administrator,” attribute to jobs with very comparable duties. Nevertheless, some job titles describe very diverse types of jobs. Administrative work can include a wide variety of duties. Administrative workers are those who give support to a company. This assistance might include general office management, answering phones, speaking with clients, supporting an employer, clerical work (including preparing records and entering data), or a mixture of other tasks.
An administration department is responsible when it comes to providing administrative assistance in certain areas of a business or organization: human resources, payroll, procurement, and communication. The purpose of an administration department is to hold all departments within a company operating at the highest capacity.
The everyday duties of operating a business require time and expertise. The administrative department of an organization can provide systematic and sometimes technical support in all areas of an organization without any interference in services.
Administrative employees are the backbone of 99% of corporate companies, performing the kinds of tasks necessary for companies to function and operate but which can be too time-consuming for managers to perform.
There are many different administrative job titles because the category “administration” is such a broad category. Many of these jobs have similar duties. On the other hand, some job titles represent very different types of jobs.
Here are a list and a meaning of each administrative job title:
Administrative Assistants and Secretaries: They perform a variety of administrative and clerical duties. They answer phones and support customers, classify files, make documents, and plan appointments. Administrative assistants usually have more responsibility than secretaries. Administrative assistants are responsible for organising meetings and conferences, doing bookkeeping tasks, and even administering the office budget, on top of doing secretarial work.
Bill and Account Collectors: They manage the finances of a company, by handling payments received, record financial information, and settle for payment of overdue bills. They often support debtors to find solutions for paying their overdue bills. They might also do other related clerical duties.
Financial Clerks: This job type involves bookkeeping, accounting, and auditing clerks. These clerks create and maintain financial records for companies. Some financial clerks do less specified duties, such as carrying out financial transactions and helping customers. These clerks usually require a high school diploma, while bookkeepers, accountants, and auditing clerks need some postsecondary education. They often require at least some coursework or background in accounting.
General Office Clerks: They perform a range of administrative tasks, such as answering telephones, filing records, type and maintain documents, and support clients. They may also do some basic bookkeeping and financial transactions.
Information Clerks: Information clerks do a variety of clerical duties, and often find information to help the company. This role might include searching databases, retrieving files, or keeping records. They usually need some coursework or experience with spreadsheet computer programs.
Mail Clerks: They receive, sort, and deliver mail. They may assist customers either on the phone or in person.
Material Recording Clerks: They track product information, and ensure shipment of items goes smoothly, track shipments, and maintain inventory. They do some data recording in an office and track inventory in the company’s warehouse.
Receptionists: They are often the first contact that clients and customers encounter. They answer phones, greet customers, and address questions about the organisation.
Data Entry clerks: Data entry is the act of entering and recording information from a book or page into a computer database by sometimes, manually entering data from one software application into another.
Although the general public mentions their titles interchangeably, secretaries and administrative assistants perform different jobs. In most companies, an administrative assistant has more responsibilities than a secretary.
Here is a discussion of the distinctions between the role of secretary and administrative assistant.
What does a secretary do?
A secretary is the first person a client or customer will meet when entering the office. They usually are in charge of answering all incoming calls before directing the call to the right person. They focus on administration work: writing letters, reports, processing documents, and filing. Some secretaries will report to the administrative assistant.
What does an administrative assistant do?
Tasks of an administrative assistant can overlap with those for secretaries. However, the administrative assistant will have more responsibilities and have one or more people working under them – usually the secretarial team. The administrative assistant will create many of the documents for secretaries to process or fill, and they may also be in charge of bookkeeping, budgets and planning. They ensure that things are caught in time. Administrative assistants have a more proactive and accountable role in an office, can work independently and are excellent at problem-solving. A secretary generally will follow the tasks that the administrative assistant lays out for them, rather than acting independently.
Both secretaries and administrative assistants can play an essential role in any business. They can form the backbone of the company and the day-to-day running of the office. Both roles need someone with experience or background in office administration work. Administrative assistants are usually more experienced in running a team, delegating and making crucial decisions for the company.
A secretary can climb the ladder to become an administrative assistant, either by more training and qualifications, but principally through experience working in the role.
Major Basic Functions of Administration:
An organisation needs the administration department as its bedrock. This department is critical because it facilitates communication across departments. Thus without a competent administrator, a company would not be able to run correctly.
Hence, an administrator should be able to:
- Have general concepts of administration
- Lead the staff to handle and coordinate the office effectively
- Adhere to filing rules
- Adopt an appropriate office management strategy
- Develop administrative procedures
- Plan and control budgets
An administrator’s job scope differs from company to company. The primary job responsibility of an administrator is to guarantee the efficient performance of all departments in an organisation. They act as a connecting link across the management and the employees. They motivate the workforce and make them realise the goals of the organisation.
Office administration is one of the critical elements associated with a high level of workplace productivity and efficiency. It is tough to run an organisation without a proper administration faculty. It is an administrator who makes the rules & regulations and applies these rules in an organisation.
Some may say the role of an administrator is not essential in the company. However, without an administrator, a company can never work well. All the tasks & all the departments are related to the administration.
The key differences between Management and administration:
- Management is an activity of interest and practical level, whereas Administration is a high-level venture.
- The Administration describes as an act of serving the whole organization by a group of people, whereas Management is a system of handling people and things internally in the organization.
- Administration focuses on making the best possible utilization of the organization’s resources. On the other hand, Management focuses on managing people and their work.
- While Management focuses on policy implementation, policy formulation performs the Administration.
Administrative professionals represent a fundamental part of holding a team together, and a lot of organisations would fall apart without them. Professionals who possess well-developed administrative skills support to ensure the organisation runs efficiently and create a critical factor in the management of projects and growth initiatives. Functions such as office manager, customer service officer and human resources administrator need specific skills to guarantee they can support staff and meet the team’s needs.
The Robert Half Salary Guide aids in establishing not just what administrative staff should be paid, but also what skills are required for the job. There is no such thing as a ‘typical’ administrative role. Businesses are always looking for administrative professionals who fit in particularly with their unique corporate goals and culture. Nonetheless, there is a number of must-have abilities that are at the top of the list for most organisations. Below is the most sought-after administrative skills for any prime candidate in this field. Having a great handle on the following administrative skills will not only permit you to perform your duties effectively and efficiently but will assist in developing your career, making you a more sought-after candidate for employers.
The 7 Must-Have Skills That Administrators Need are:
- Microsoft Office
- Communication Skills
- The Ability To Work Autonomously
- Database Management
- Enterprise Resource Planning
- Social Media Management
- Strong Results Focus
As an office assistant, you will be tasked with general office duties such as collecting and distributing mail, greeting clients, and assisting other staff like managers and the office administrator. As an office administrator, you will need to have experience with a number of computer programs and office management processes, which will make you invaluable in any office environment. You’ll have opportunities for salary increases and promotions, and at some point may find yourself working in a highly rewarding role that you love.
Admin assistants perform administrative duties in all industries. Some administrative assistants, like those in legal enterprise, maybe more qualified than others. Most administrative assistant duties rotate around handling and distributing information within an office. This generally entails answering phones, taking memos, and maintaining files. Administrative assistants are usually also in charge of sending and receiving messages, as well as greeting clients and customers.
Admin assistants complete clerical duties in almost all industry. Some administrative assistants, for example like those in the legal industry, perhaps more specialised than others. Most administrative assistant duties rotate around managing and distributing information inside an office. This usually includes answering phones, taking memos and maintaining files. Administrative assistants may likewise be in charge of sending and receiving messages, as well as receiving clients and customers.
Admin assistants in certain offices may be entrusted with monitoring and recording expenditures. Duties can range from creating spreadsheets to reporting expenses to an office manager. As such, some administrative assistants must be required to be knowledgeable in office bookkeeping software, such as MYOB and Microsoft Excel.
Planning and scheduling
Planning events like board meetings and luncheons can also be the responsibility of admin assistants. This may require researching vendor prices or inquire about participants’ availability. Some other duties may include scheduling appointments as well as preparing presentation materials.
Admin assistants may further help office members with documentation. Apart from storing, organising and managing files, assistants may be required to type, edit and proofread documents. Some assistants may be required to take dictation as well as to record the minutes of meetings
The main difference is the level of duty. Clerical jobs are almost always entry-level positions with few requirements for previous education or training. Secretarial or clerical roles cover duties such as sorting mail, filing documents, greeting customers, and responding to phone calls. Administrative positions require education and training for more complex tasks and a higher level of responsibility.
It is easy for people to confuse the difference between clerical and administrative work. However, they are many differences that are important to note, especially if one operates in any of these positions.
However, clerical positions are an excellent chance for high school graduates that are looking at their opportunity in business.
Clerical workers should aim for administrative positions when beginning their careers, or a great job opportunity for people who are studying most careers.
Administrative skills improve organisation, communication and customer service skills. While administrative skills are undoubtedly necessary for administrative roles like office managers and receptionists, they are also essential skills in nearly any job.
Administrative skills are qualities that assist in completing tasks related to managing a business. These tasks might involve responsibilities such as filing paperwork, meeting with internal and external stakeholders, presenting relevant information, developing processes, answering employee questions and more. Many administrative skills help to perform these responsibilities in an efficient, quality way.
Why are they essential?
Administrative skills are essential because they maintain the smooth process of businesses. Any successful organisation should have both administrative professionals who have strong skills in this area, as well as individual contributors who have excellent administrative skills.
Many soft and technical skills contribute to a robust set of administrative skills. While these skills may vary from business to business, there are several soft or “interpersonal” skills common among these administrators, listed below:
- An organised workspace, computer, and calendar can help to accomplish administrative tasks in a time-efficient manner. Administrative professionals might be in charge of organising supply closets, filing systems, and processes.
- Communication is a critical skill to have when doing administrative tasks. Communication includes: describe processes and information to others, respond to questions and requests, use different types of interaction, including nonverbal, written, verbal, and visual communication.
- Having strong teamwork skills can help when co-operating on administrative projects, forming a new process, communicating and putting a new process into place or delegating tasks. Being a good teammate includes exercising empathy and humility.
- In administration, it is reasonable to answer people’s questions or do specific tasks that others are unable to do. These responsibilities can be done well with excellent customer service skills which include active listening, setting expectations and communication.
- Tasks related to administration are often essential to have a business running smoothly. So, having the responsibility to accomplish tasks on time and in a quality manner without much oversight is crucial.
- Because there are many different responsibilities involved in business administration, managing time is a crucial skill. Using the calendar, planning time to complete tasks and to set proper timeline expectations are all elements of being a firm administrator.
Examples of administrators:
- President of the United States and the individuals he appoints to support him.
- Principal in the school managing the faculty and staff and employing the rules of the school system.
5 Principles Of Administration:
- Unity Of Command
- Separation Of Powers
- Chain Of Command
Also, thanks to pioneers like Henri Fayol who lived from 1841 to 1925, managers can use these tools for leading and managing more effectively.
Fayol’s principles of management administration are listed here:
- Discipline – Uphold discipline in all organisations – although the methods of upholding discipline can vary.
- Command Unity– Employees, should only report to one immediate supervisor.
- Direction Unity – Teams with the same purpose should be working under the administration of one manager, with a single plan. This unity properly co-ordinates action.
- Forgoing Individual Interests to the General Interest – The interests of a single employee should not become more important than the interest of the group – this applies to managers
- Remuneration – The satisfaction of employees depend on fair remuneration for everyone – including cash and non-cash compensation.
- Order – Keep workplace facilities clean, tidy and safe for everyone. It should be easy to find things when necessary.
- Equity – Managers should be fair to staff at all times, both maintaining discipline as necessary and acting with kindness whenever appropriate.
- Division of Work – Output will increase when employees are specialised because they are skilled and efficient at their speciality.
- Authority – Although managers have the authority to give orders, they must remember that with authority comes responsibility.
- Low turnover of Personnel – Managers should strive to reduce employee turnover. Prioritise personnel planning.
- Initiative – Give employees the necessary level of freedom to create and carry out plans.
- Centralisation – How close should employees be to the decision-making process? It is vital to aim for an appropriate balance.
- Scalar Chain – Employees must know where they stand in the organisation’s hierarchy or chain of command.
- Esprit de Corps – Promote team spirit and unity.
Several skills makes for an exceptional office administrator. They include Organization and Time Management., Communication, Leadership, Computer Know-How, Customer Service.
Hiring the best talent is indeed everything in saturated industries. The people being haired can easily make or break the business, and success of the business depends on getting the best talent. It is best to create a culture of engagement and an environment where people want to spend their time. The office administrator is a difficult position. It takes a set of skills – and an excellent individual – to thrive in the role.
The administrator will not encounter a ‘typical office day’.
The ability to adjust and adapt is important.
Stellar Organization & Follow-Through
This second tip might seem very obvious, but being organised is one of the most significant factors when it comes to achievement in this role. Again, the administrator’s role is so full and varied that it can be easy to lose track of the tasks at hand. Moreover, because the administrator is often supporting executives, most things are a high priority, and the margin for error is slim. It is not just being organised – it is caring enough to make sure that the tasks get done on time and are performed well.
An office manager should be accessible – in terms of availability and warmth of his or her personality. Colleagues should feel comfortable approaching the administrator for tasks that he or she owns.
People often overlook communication as a (but no less critical) skill when it comes to shining in the administrator role.
The job often requires taking ideas from upper management and translating them for the rest of the organisation – especially true when in charge of implementing company-wide policies. The administrator must be careful to communicate the reasoning behind the office policies in order to ensure the highest possible buy-in from colleagues. The administrator must also anticipate questions and be ready to answer them on the fly
As the name implies, an office assistant’s only job is to ensure the office runs as smoothly and efficiently as possible. Generally, he will work on administrative tasks. This role is an entry-level position for anyone looking to cut their teeth in office culture. He will learn admin, operations, and customer service. A few years of experience is good enough experience to move on to administrative assistant and executive assistant roles.
The typical duties of an office assistant?
An office assistant’s primary role is to keep the office running smoothly.
That will include handling incoming phone calls, as well as taking and delivering messages. His role includes photocopying, scanning, and faxing, to quickly gain a working knowledge of how to use essential office equipment. Being organised and thorough is essential for the job, as office assistants often do filing, basic typing and correspondence, and data entry.
However, countless things may need to be done—whether that means picking up lunch for co-workers or ordering office supplies.
The ideal person for the job
The role of an office assistant is suitable for someone with a sociable personality. Because you’ll be working with many different personalities on a day-to-day basis, you need to be able to adapt quickly and work with “all types.”
Be prepared for anything and everything. “You can have last-minute jobs, so you need to be able to work on the fly without getting stressed out.”
You’re more likely to excel in your role as an office assistant if you’re detail-oriented, organised, and practical. Be eager to learn the ropes—especially for advancing to become an administrative assistant or executive assistant role.
Typical day at the job
There is no typical day for an office assistant. In the morning, an office assistant may answer phones and take messages. At the same time, in the afternoon, he could be tasked with sorting mail and preparing invoices and correspondence.
The type of work received will vary, and it will all depend on the type of company and how much responsibility they want to give.
In most cases, a high school diploma (or equivalent qualification) will be all that you need to qualify for a position as an office assistant. Of course, to have prior experience is perfect, but for entry-level jobs, that is not essential. Demonstrate fast typing skills and working knowledge of standard software programs such as Microsoft Office suite. Also, demonstrate a good command of English (oral and written) and basic customer service skills.
Top 10 Skills Of An Administrative Assistant:
- Verbal & Written Communication
- Time Management
- Strategic Planning
- Detail Oriented
- Being Able To Anticipate Needs
- Adept In Technology
- Organizational Skills
- Dependability & Reliability
Here are some elaborations on the points above:
Foresight and Anticipation
The best Admins do not need to be told what to do. They expect the solution before the problem even becomes a problem. These Admins rise from being helpful to being indispensable – the secret weapons bosses cannot live without.
It is the ability to anticipate that makes an admin shine.
Knowing all the resources
All employees will turn to the administrative assistant for a solution to their problems.
Great admins stay forward by keeping an Excel database of helpful tools, go-to resources, and a to-do list.
Creative Problem Solving
A good administrative assistant will have problem-solving skills mastered. Problem-solving is an essential skill because an administrator’s principal job is to keep things in check. Today’s modern workplace needs a new kind of creative thinking, as remote work and flexible schedules are part of today’s working culture.
Admins talk with many kinds of people every single day.
Like Office Managers, They are one of the few people in a company that communicates with employees at every level.
Of course, this is not limited to internal interactions. The Admin role is almost always forward-facing. An Admin is usually the gatekeeper for a department or executive, handling incoming calls, reaching out to vendors, or speaking directly with high-level execs at other companies.
That is why good manners and etiquette are so important.
Emotional intelligence refers to a talent for understanding emotions in one’s self and others. The most successful Admins have high emotional intelligence for the following reasons:
- Useful for conflict resolution. Comprehension of emotions helps to manage negative emotions more easily. The know-how of managing emotional employees or managers gives the tools to resolve whatever conflict that may arise.
- Facilitating collaboration with other people. Admins who are aware of other people’s emotion produce more results from negotiations and other interactions. Emotional intelligence translates to better results in dealing with many people and all situations, making it a must-have skill for Admins. They have to request work, perform work, and negotiate about work with many people.
- Gives the ability to read other’s emotions. Admins with this ability can foresee the needs of managers and other associates. For instance, predicting that a boss is unhappy with a report provides the chance to win favour by redirecting the conversation.
- Easier stress management. Emotionally intelligent people can recognise the signs of their stress and realise it is time for a reflection break.
An administrative assistant’s role is to help manage an office and assist the operations of secretaries, office clerks, and receptionists. As an admin assistant, you take on more responsibilities and must be able to multitask to accommodate the needs of an office while an office assistants are trained to produce a wide range of clerical and also administrative tasks in several kinds of office settings. They may go by other related designations, such as administrative assistant, office clerk, or secretary. In general, their purpose is to support other staff members in the office and take care of the various tasks necessary to allow the office to run efficiently.
An office assistant usually has general office duties such as receiving and circulating mail, welcoming clients, and supporting other staff like managers and the administrative assistant. This role commands a limited salary range. Although it can lead to other career opportunities, and advancement into higher-level roles may have its limits.
The role of the administrative assistant covers practically everything as the role of assistant. The difference is that an administrative assistant will have a more robust skill set and ready to take on extra responsibilities much more quickly. Consider an administrative assistant as the heart of any office environment. The role includes managing telephones, emails and other communications, creating company documents, organizing schedules for staff and executives, and maintaining an efficient filing system for essential company records.
An administrative assistant requires experience with several computer programs and office management processes – invaluable in any office environment. Opportunities for salary increases and promotions will come by, and at some point may work in a highly rewarding role. In conclusion, it is obvious that the administrative assistant is a route with more options.
Here is what a standard admin assistant job scope looks like:
- Duties such as filing, typing, copying, binding, scanning etc.
- Organising travel arrangements for senior managers.
- Writing reports and emails on behalf of other office staff.
- Booking conference calls, rooms, taxis, couriers, hotels etc.
- Processing accounts sheets and invoices.
- Monitoring stationary levels and ordering office supplies.
Administrative Duties Overview
The bulk of most administrative duties is, well, administrative. It often comes down to managing and distributing information.
Handling technology is crucial for performing administrative duties. Technology includes computers, fax machines, scanners, copiers, and telephones. The position requires software such as word processing, spreadsheet, database and desktop publishing software. It is not unusual for administrative professionals to be called upon to solve paper jams or replace the toner in printers and photocopiers. Troubleshooting problems with equipment is also part of many administrative job descriptions.
Another crucial administrative duty requires communication. Administrative assistants must communicate in writing and verbally. They will write memos, communicate with colleagues or customers using email, update company handbooks or websites or edit and proofread others’ work. Assistants are also responsible for answering the phone, making calls on behalf of their boss and communicating with visitors. Hence, a successful administrative assistant should have exceptional communication abilities and the ability to write and speak clearly and professionally.
Bookkeeping and Purchasing
Keeping track of expenses is essential in any business. That task often happens to an administrative assistant, who will record expenses into a spreadsheet or bookkeeping program, collect expense reports from employees, and handle reimbursements. An administrative assistant might also manage accounts receivable, sending bills and processing payments, and receiving deposits for the company.
Research and Planning
Many administrative professionals need to manage research projects and gather information. It could be as simple as looking for a phone number, or a more complex project might involve looking up customer information and creating detailed spreadsheets or reports. These projects typically require working within tight deadlines and presenting the information.
In many cases, administrative duties also include planning. From weekly staff meetings to significant events, administrative assistants are called upon to take care of details. Administrative duties may also include booking a room for a meeting, managing room reservations, ordering refreshments, or making sure all equipment is ready and working. Travel planning is another big responsibility.
There are usually no educational requirements to become an administrative assistant other than a high school diploma or GED, formal education programs are available. Some employers may require an associate’s degree.
An administrative assistant is heavily sought after in the office environment. They facilitate an organisation’s operations with general administrative support to a department or manager. Usually, a high school diploma suffices as qualifications to become an administrative assistant. There are formal education programs available. Depending on the industry, some companies may require an associate’s degree.
Many schools do offer 2-year programs leading to an associate’s degree in administrative assisting. Although the duties and responsibilities of an administrative assistant may vary depending upon the size and nature of the organisation, there are several aspects that are common to each setting. There are essential office-related topics, in addition to general education requirements.
The first year is usually an introductory period. Keyboarding skills are emphasised as students become familiar with the basics and essentials of computer operating systems. Algebra and business mathematics are covered. Because communication is essential in the job, English and business writing is also covered. Students cover beginning features of word processing and spreadsheets.
During the second year, students proceed to advanced word processing, desktop publishing and database management. More detailed instruction is presented in office procedures and business communication, along with transcription, proofreading and accounting systems. Web design and management may also be included in the curriculum.
You do not high qualifications to become an administrative assistant, though, you will usually be expected to have a diploma, at least.
Although not compulsory, you could take a course in business administration prepare you for work. You may also be able to start this job through an apprenticeship scheme or as an intern.
Attention to detail and organisation
Most of the coordination work of an office is the responsibility of administrative assistants – bosses want expert organisers who make little or no mistakes.
Hence, to give that impression, write a typo-free resume and cover letter that showcases that skillset.
Reliability and self-sufficiency
Being an excellent administrative assistant means to win trust. Start with being on time and available to help when needed. An administrator should not allow herself to be managed carefully.
Start to show reliability by being on time for the job interview, and answering quickly to messages from a potential company.
Beside a slate of responsibilities that require working with people across an office, administrative assistants are often the first person anyone needs to go through before speaking directly to the manager.
Highlight excellent skills in the job interview, such as working with challenging personalities
A sense of urgency
Administrators will have their fair share of urgent situations requiring attention. The best administrative assistant anticipates hiccups – with a driving sense of urgency. If anything in the work experience demonstrates ability to perform under pressure, be sure to highlight it.
Good communications skills
Communication in difficult situations reflects directly on the manager.
Write articulately and speak firmly and confidently. The cover letter is a great place to showcase the former; the latter should come out in an interview.
Pick a favourite industry and expand personal networks: talk to friends, use alumni connections, and go on sites like LinkedIn. Be clear about the ideal type of position to the job market and ask for advice in achieving that goal.
Take an internship
If still in college or just out, landing an internship is a good stepping stone to an administrative assistant position. It gives a chance to prove organisational skills, communication skills, and able to work under pressure, which sets up opportunities to fill a full-time role when the internship ends.
Temping is a great way to obtain experience in the duties of an administrative assistant, while also getting the foot in the door at several companies. Good temps often get full-time offers — so be sure to make a good impression.
5 Tips For Administrative Assistants To Stay Organized:
- Block Off Some Time Each Day To Organize
- Use The Calendar
- Create An Inbox And Follow-Up Box
- Clean The Clutter
Here are more useful tips:
- Determine the “Prime Time”: Determine what time of day is personally the most productive. See what times of day work best if the flexibility of office hours is available. Schedule the most demanding tasks during those hours, to stay in top shape.
- Use a “Task” Manager: An administrative assistant can be a hectic and demanding job. It can seem like the list of “to-dos” often grows faster than you can check items off of it. Hence, use a “task” manager to make an electronic “to-do” list. Many email programs come with a “task manager”, so that may be a great place to start your first “to-do” lists until finding an application or way to do it better.
- Create Professional Folders: Creating folders for each client can help to keep track of otherwise towering and sometimes disorganised mountains of paper. Organising papers can save wasted time digging for the papers needed because they are intermingled with other papers that are not even related to the specific project at hand.
- Use A Paper Wall Calendar: While a paper calendar is an old method, having a giant calendar that hangs from the wall and using it for significant appointments can assist for remembering them. Check it daily and set reminders on the alarm clock or even on your phone to remember important events such as planning sessions, times set aside to work on specific office projects, or even staff meetings. Only the big stuff needs to go on here.
- Organise Inboxes: Use specific inboxes for specific messages. Organising the inbox is a matter of personal taste – organising emails and setting it up. Hence, emails go to the appropriate inbox can make mountains of emails less intimidating.
- Get Organised Early: Getting organised when entering the office will help to stay organised throughout the rest of the day and to focus on the tasks and the day ahead. It might take 15-30 minutes of personal time. However, that time spent is especially worth it.
This could vary depending on different countries. The salary for an Administrative Assistant on average is reported to be SGD 1,946 per month in Singapore. However, depending on your experience, qualifications and job scope provided by the organization, you can earn up to SGD 3,500 per month in Singapore.
The roles admin assistants play in an company serve as stepping stones to advancement, they are also known as the backbone of every organisation. Because the tasks they perform usually includes communicating with clients directly, research and negotiations, assistants are often placed to understand the full scope of what an organization does and where it may be heading towards–and to follow their company’s upward trajectory.
Administrative assistants keep offices running as technology, and financial budget slashes reshape their roles. They are expected to perform as managers in large organisations.
Planning meetings, sorting out calendars and e-mails, and routing calls use prioritisation skills. They process large amounts of data and reading material for their managers.
Competent assistants are reactive and adaptable to any surprise that may show up.
They are on the front lines when the organisation takes up new technology. They can be the ones coordinating remote teams, running their company’s Web site and acquiring cloud-based applications.
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