A perfect office – Career in Office Administration
— By | Aug 31, 2015 12:01 am
No office would be able to function effectively with the structural backbone – the administrative staff. Knowledge looks at the career
Sector overview
Technology can make the various jobs easier, but the fact remains, that there needs to be a person to run the technology effectively. The job in question here is one that you watch happening in every office in every city or town in every country. Whichever office you go to, one thing is common. Virtually every business needs office support personnel. This is needed and is not likely to change anytime soon. Many small businesses started out by working without support staff (admin or assistants), but with expansion, they had to give in and hire.
It is understandable that when dealing with the employees internally and in dealing with other business parties externally, businesses need the services of such personnel, apart from the day-to-day office administration functions. Whatever the number of people working in the administrative capacity in an office, the role could mean looking after several functions. It could all include handling the telephone, dealing with difficult phone calls from customers or other parties, handling challenging clients, presentation and storage of documents, maintaining reports, accounting for petty cash, mail and file management, banking work, sometimes handling computer data entries for the organisation, and so on.
In fact in several companies and professions, a trusted administrative assistant is looked upon as a confidante. Many managers prefer assistants who know everything about them, about their lives and especially about their style of work. And that’s why effective and efficient administrators are in great demand, and once they gel with the employer, seldom are they let go. There is something deeply comforting about having everything in office run smoothly, and meetings happening on time, with the correct coffee and snacks. And for that, you need personnel!
To get there
Since a formal education may not be necessary to get a job, there is no single route to becoming an administrative assistant. There are several ways in which one can go about it. It often happens that people get a job, and learn on it and develop expertise while working. Even then, there are certain soft and behavioural skills, apart from technical skills that assistants are supposed to have.
Aspirants should ideally think of taking a professional course, since the curriculum is designed to look into particular job descriptions and so training will be offered in those areas. This training provides an upper hand in many cases in terms of getting a good job. In either case, the skills are essential. When hiring office support personnel, many companies look for employees with a combination of the types of technical skills that are needed in the particular job as well as a positive attitude and strong communication skills. With technology now ruling the roost, most positions look for personnel who not only display the soft skills to work on the job, but also have a fair knowledge of operating computers and the required software on them. Often, before recruitment, companies ask applicants to take several tests to gauge their abilities in handling the tasks that lie ahead. These may include tests for typing speed, skill with basic software like Microsoft Word and Excel, drafting emails, handling mock telephone calls, accounting for petty cash (basic maths) and so on.
The most important skill that you should be looking to develop is that of working to perfection and learning how to gel with others, since you will be working with (or even as a subordinate) with someone else, who might often give a few ‘orders’ every now and then. Undoubtedly, they expect the tasks to be done!
Institutes and courses
- S.N.D.T Women’s University at Premlila Vithaldas Polytechnic – Diploma in Administrative Services
- Indian Institute of Hospitality & Management – Certificate/Crash Course in Front Office
- Apeejay Institute of Hospitality Professional Development Programme
- Maniben Nanavati Women’s College – Certificate Course in Secretarial
- Avalon academy – Certificate Course in Personality Development
- KES College of Arts and Commerce – Certificate Course in Business English Skills
- Shailesh J. Mehta School of Management Career and Leadership Development Programme
- Davar’s College – Certificate Course for Professional Secretaryship. This is offered for three levels – Executive Assistants, Millennium Secretaryship and Executive Personal Assistants
- The Department of Lifelong Learning and Extension, Mumbai University – Certificate in Office Administration Market and remuneration
Whatever the designation or the title, the person in charge of office administration (management) carries a lot of responsibility. The diverse duties comprise those that must be performed on a daily basis, and some that need to be handled on a case-to-case basis. The role may vary with the business and the size of the office, but the primary duty is to ensure that the daily running of the office is smooth. Among other things, the office administrator is responsible for collecting and sending out mail, for directing the calls to the appropriate offices or extensions, and making sure that the documentation is in place.
There job prospects are usually high for those who are qualified, since offices will always need administrative personnel, and with expansion, they tend to take on more and more people. Openings can be found at departments and offices in the public as well as private sectors, no matter the industry. A variety of positions are available depending upon the work and the kind of hours to be put in. Usually, the office administrators and assistants have fixed hour jobs. It is a good option for those looking for a little flexibility, or even a single shift, and they should be able to work something out with employers.
Salaries vary like night and day. They depend heavily on the size of the organisation, the duties involved, the tasks assigned and most importantly, the experience the person has. A new entrant to the profession is can draw a pay cheque of an amount anywhere between Rs. 14,000 and Rs. 20,000. Individuals seeking high-level positions will face increased competition for jobs during the same period.
An aspirant asks
Sulekha Karande / FYJC student
I am not going to be able to complete my graduation from college, since I have to work to help with the family responsibilities. I want to pursue a course in office administration and try and become a secretary. I am worried that due to my limited skills in the English language, I might not be able to get a good job. Please advise.
Professional Najma Memon answers: I do feel that you have perhaps taken an appropriate decision keeping your duties in mind. My first piece of advice to you is that even if you land a job, please finish your graduation via distance education. Although it might seem quite unnecessary in the short run, you will find it extremely helpful in future when you are looking to advance in your career.
As far as your concern for the English language skills go, I advise you to hone them immediately. Anyway, you will be able to take up a good administrative course only after your HSC, so you have at least a year and a half to improve your English. Join a course or try and learn online. The best way would be to read a newspaper every day, and read magazines whenever you have the time. Look up the difficult words in the dictionary and try and remember how to use them. If you have the willingness, you will succeed.
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