Fundamentals of Accounting Office Organization 10. Office Executive: Meaning, Qualifications and Functions This topic will help you understand the meaning of an Office Executive and the Qualifications, Knowledge & skills required to pursue this career. This will also enable you to know the major functions of an Office Executive. Majority of the existing organizations in the Industry of different sectors today recruit Office executives for smooth operations of the office, therefore the knowledge of this profile will help you to work as an efficient executive.
10.0 Objectives After going through this lesson, you will be able to understand: i. ii. iii. iv.
Career Profile of an Office Executive The qualities & skills required to fulfill as an Office Executive Desired Tertiary knowledge & Qualifications requisite for an Office Executive Functions of an Office Executive
10.1 Introduction After having learnt the meaning of an office and functions of Office management it is important to understand that an Office needs a person to manage the 3W’s so that the customers receive quality service & business is a success. Every office needs someone who can manage: Workers Workflow Workplace That someone is an Office Executive
10.2 Office Executive: Meaning
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Office Executives organize and supervise all of the administrative activities that facilitate the smooth running of an office. Office Executives, sometimes referred to as Administrative Services Executives, plan, implement and manage office operations and administrative support services in almost every industry. Although the individual nature of an office executive's work will greatly differ across organizations, the one factor they all have in common is that they are ultimately responsible for ensuring that their office runs efficiently. Personal Qualities of an Office Executive Office executives need to be able to meet deadlines, work under pressure and maintain confidentiality when dealing with restricted information. They must also have an awareness and understanding of different cultures.
Self-Check Questions 1. Name the term which defines the Office Executive? Answer True or False 2. Office Executives are also referred as Administrative Services Executives. 3. Executives work does not differ in various organizations 4. Office executives need to maintain confidentiality when dealing with restricted information. 5. They are not responsible for the efficient & smooth working of the office.
10.3 Qualifications of an Office Executive Although this area of work is open to all graduates, a degree in the following subjects may increase the likelihood: • • • •
business administration; computing and information technology; management/international management; Social administration/public administration. It is unlikely that graduates would be able to secure a job as an office executive immediately after graduation. Although rare, an assistant office executive post may be more appropriate.
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A pre-entry postgraduate qualification is not necessary, but may be considered desirable by some employers. Candidates are often expected to have at least two years' experience of working in an office. Graduates should try to increase their skills through undertaking a period of office-based work experience. 10.3.1 Specialized Knowledge required for this profile • • • • • • • • • • • • •
Knowledge of Modern Office Management concepts and principles. Knowledge of Project management and resource allocation techniques. Knowledge of Operations Management. Knowledge of Financial Management Fundamentals Knowledge of Accounts & Finances Terminology Knowledge of Budget analysis/ Management Knowledge of Effective Business Communications Knowledge of Data management fundamentals Knowledge of Facilitating Effective meetings Knowledge of HR Policies & Fundamentals Knowledge of Maintaining File & Records Knowledge of Report writing Knowledge of Internet & web skills
10.3.2 Specialized Skills required for this profile • • • • • • • • • • • •
Skill in managing office infrastructure and equipments. Skill in Organizational & Planning Skill in Team Building / management Skill in Supervision & management Skill in effectively managing staff, and delegating tasks and authority. Skill in Decision making Skill in Interpersonal Communication Skill in Leadership & Motivation Skill in operating a personal computer utilizing a variety of software applications Skill in Negotiation Skill in Problem solving & Critical thinking Skill in Time & Priority management
Self-check Questions 6. Name the degrees which increase the likelihood to qualify as an Office Executive Fill in the blanks:
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7. Candidates are often expected to have at least _______years' experience of working in an office. 8. A pre-entry __________________qualification is not necessary, but may be considered desirable by some employers. 9. A degree in ___________ __________ increases the chances to qualify as an Office Executive
10.4 Functions of an Office Executive An Office Executive is a person who manages all aspects of administrative functions. Schedules and manages administrative support staff. Develops goals and priorities, and assigns tasks and projects. He develops staff skills and training plans. Counsels, trains and coaches assigned staff. Implements corrective actions and conducts performance evaluations. Provides leadership, direction and guidance in processes and procedures Manages cost center for office administration, including building needs and supplies associated with office operations. Participates and contributes assistance to establish annual budget for office. He functions as a liaison between internal and external infrastructure and compliance agencies on administrative matters. He assists in routine office organization, records maintenance, reception, scheduling, and general duties to facilitate office administration. Coordinates meetings, including packets and agendas; reserves meeting spaces and records and transcribes minutes. Manages special administrative and office projects as required; researches scope of project, assigns resources, and monitors progress of assigned staff. He assists department and division managers with process analysis and developing production measures. Compiles and analyzes data. Prepares and processes special and recurring reports and administrative records.
Self-check Questions 10. List any five major functions of an Office Executive. Fill in the blanks 11. He develops goals & ___________and assigns _____________& __________. 12. He _____________, ____________& coaches assigned staff.
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13. He implements ______________ actions & conducts _____________evaluations. 14. Office Executive coordinates meetings; reserves __________ __________and _______________minutes.
10.5 Summing Up After having learnt the meaning, qualifications and functions of Office executive, it is important to understand that an Office Executive is the most important part of an office and is a stepping stone to higher level management positions It will be helpful if you discuss various types of executives that you have come across in different types of companies and compare them with the structure of the organization.
10.6 Answers to Self-check Questions 1. 2. 3. 4. 5. 6.
Administrative Services Executive T F T F Degree in business administration; computing and information technology; Management/international management; Social administration / public administration 7. Two 8. Postgraduate 9. Business administration 10. An Office Executive: o develops goals and priorities, and assigns tasks and projects. o develops staff skills and training plans. o counsels, trains and coaches assigned staff. Implements corrective actions and conducts performance evaluations. o assists in routine office organization, records maintenance, reception, scheduling, and general duties to facilitate office administration o coordinates meetings, including packets and agendas; reserves meeting spaces and records and transcribes minutes. 11. priorities; tasks; projects 12. counsels; trains 13. corrective; performance 14. meeting spaces; transcribes
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10.7 Terminal Questions 1. Define Office Executive. What is the role of the Office executive in a company? 2. What are the qualifications required for an office executive? 3. What are the various functions of an Office Executive? 4. List any five specialized knowledge required for this profile. 5. List any five specialized skills required for this profile.
10.8 References 1. Crisp: Office Management, Revised Edition : A Productivity and Effectiveness Guide (A Crish 50- Minute Book) by Haddock Patricia ( Paperback – Jan 31 ,2001) 2. Office executive ( Passbook Series) by Jack Rudman ( Paperback – Jun1991) 3. http://www.amazon.com/gp/reader
10.9 Glossary • • • • • •
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Administrative: management of affairs Budget Analysis : Annual estimate /plan & analysis of revenue & expenditure Negotiation: Finding the middle ground Transcribe: record, copy , write down Corrective : remedial Facilitate : assist, make easy