Occupational Certificate: Office Administrator

NQF Level: NQF Level 05
Minimum Credits: 445

Entry Requirements:

Level 4 with Communication

Purpose:

This occupational qualification provides an opportunity for the learner to acquire a range of administrative skills to coordinate the activities of an office including information management and operational processes.

Qualified learners will be competent to support management with office and information administration demonstrating a range of administrative and communication skills. They will be able to function in Human Resource, Marketing, Public Relations or Financial departments/unit which will enable them to accomplish tasks professionally and efficiently in the increasingly computerised environment of a business office in accordance with national and international standards in the field. The learner will also understand cultural diversity, multicultural communication and the principles of a professional image and grooming to promote the image of the organisation.

The occupational qualification is to equip students with the broad based knowledge and skills to be able to be employed in a small business or a large corporation, public or private and advance their personal and career management skills to enhance their employability.

The qualified learner will be actively engaged in becoming a well-rounded, multi-skilled office administrator, prepared for further, more specific study in the various fields, which enables easier progression routes.

Qualified learners will be competent to support executive management with:

• Office Administration and record management.
• Communication skills.
• Multicultural customer and client relational skills.
• Resource/facilities management.
• Tender administration.
• Skills development administration.
• PR and advocacy and social and digital media.
• Computerised project management skills.
• Staffing and people support administration.
• Fundamental life and work skills.

A qualified learner will be able to:

• Manage resources according to good governance policies and procedures to facilitate the smooth and effective operational activities within the organisation.
• Manage, coordinate and assist in the administration and clerical support of the specific departments to facilitate the smooth running thereof by using computerised systems and practices.
• Assist in selection process, induction, employee wellness and skills development of employees.
• Process given data to complete a Workplace Skills Plan.
• Assist in the administrative function of the marketing, public relations and advocacy of the organisation.
• Communicate effectively using appropriate methods to maintain effective customer relationships according to organisational standards customer service of internal and external stakeholders.
• Plan, administer and provide support services to a special project within an organisation.

Rationale:

This qualification is a response to current legislation, which states: Programmes offered to meet industry needs, including those supporting apprenticeships and N-Courses, are reviewed, updated and made available to and accessed by employers.

Globally, new standards of governance are emerging. Governance and institutional quality are one of the performance indicators. In this regard, industry, business, government, and professions are in need of well-trained and competent Office Administrators to meet the needs of well-managed companies, departments, and offices. Office Administrators are able to work in nearly every industry. Their specific responsibilities vary per unit or directorate. In a small organisation, they may direct all support services and may be called the Business Office Manager. Large organisations may have several layers of Office Administrators who specialise in different areas.

Qualified learners will be able to operate in the following occupations or jobs, depending on their level of experience:

• Administration Officer (Local Government).
• Business Administration Officer (Local Government).
• Office Supervisor.
• Office Coordinator.
• Administration Clerk/Officer.
• Administrative Assistant.
• Client Services Administrator.
• Operation Services/Support Officer.
• Planning Support Officer/Site Clerk.
• Tender Coordinator.

Certain skills affect the employability of learners such as the following: People Management, Accounting, Office Management, Human Resources, and Administration. This qualification enables the learner to be able to function in Human Resource, Marketing, Public Relations or Financial departments/unit. They are also prepared to be able to operate professionally in the increasingly computerised environment of a business office in accordance with national and international standards in the field. Learners will be able to manage work teams and office projects. This qualification will develop the depth of knowledge of learners through hands-on application in order to develop their practical skills, which will enable them to apply their skills in the workplace.

This qualification will assist in addressing national skills shortages and is listed as an occupation in high demand.

All parties involved in this industry were consulted in the development process, such as Technical and Vocational Education and Training (TVET) lecturers, Professional Bodies and Associations and relevant SETA's.

EXIT LEVEL OUTCOMES

1. Manage resources according to good governance policies and procedures to facilitate the smooth and effective operational activities within the organisation.
2. Manage, coordinate and assist in the administration and clerical support of specific departments to facilitate the smooth running thereof by using computerised systems and practices.
3. Assist in selection process, induction, employee wellness and skills development of employees.
4. Process given data to complete a Workplace Skills Plan.
5. Assist in the administrative function of the marketing, public relations and advocacy of the organisation.
6. Communicate effectively using appropriate methods to maintain effective customer relationships according to organisational standards customer service of internal and external stakeholders.
7. Plan, administer and provide support services to a special project within an organisation.

Horizontal Articulation:

• Certificate: Office Administration, Level 5.
• Higher Certificate in Administration, Level 5.
• Higher Certificate in Business Administration, Level 5.
• Higher Certificate in Business Management, Level 5.
• Higher Certificate in Business Principles and Practice, Level 5.
• Higher Certificate in Entrepreneurship, Level 5.
• Higher Certificate in Export Management, Level 5.
• Higher Certificate in Facilities Management, Level 5.
• Higher Certificate in Human Resource Management, Level 5.
• Higher Certificate in Human Resource Practices, Level 5.
• Higher Certificate in Marketing, Level 5.
• Higher Certificate in Marketing Management, Level 5.
• Higher Certificate in Marketing Practice, Level 5.
• Higher Certificate in Office Administration, Level 5.
• Higher Certificate in Office Management, Level 5.
• Higher Certificate: Business Studies, Level 5.
• Higher Certificate in Supply Chain Management, Level 5.
• Higher Certificate in Public Sector Procurement, Level 5.
• Higher Certificate in Project Management, Level 5.

Vertical Articulation:

• National Diploma: Office Management and Technology, Level 6.
• Diploma: Office Management and Technology, Level 6.
• Diploma in Office Management, Level 6.
• Diploma: Office Administration, Level 6.