KNOWLEDGE, SKILLS,

AND FUNCTIONS OF THE

ADMINISTRATIVE OFFICE
STAFF AND MANAGER
Three (3) Main Skills Needed in Business

 TEAMWORK
 FLEXIBILITY
 COMMUNICATION
Teamwork

 Fostering teamwork is creating a work culture which values collaboration.

 In a teamwork environment, people understand and believe that thinking, planning,
deciding, and action are better when done cooperatively. People recognize, and even
assimilate, the belief that none of usis as good as all of us.

 S. C. Gault on the Law of Countability, teammates must be able to count each other when
it counts”. “We don’t work for each other; we work with each other”.
Flexibility

 Is about an employee and employer making changes to when, where, and how a person
will work to better meet individual and business needs.
 Managers should love flexibility because it reduces absenteeism, overtime, sick leave, and
tardiness, and it reduces stress significantly.
 It improves performance, quality, productivity, and job satisfaction; increases commitment
and job engagement, and curbs turnover.
Communication Skills

 Oral Communication
 Written Communication
ADMINISTRATIVE OFFICE
MANAGEMENT
 It is the way or even the dealing with the things in the office in an efficient way.
 It practices different virtues and accomplishments of different chores and works in the
office within given time.
Administrative Office Management different
from yesterday
 Enterprise-wide System allow an organization to integrate a diverse array of functions
which can provide a powerful tool for managerial decision-making and control.
 Enterprise Resource Planning is company-wide computer software-base system used to
manage and coordinate all resources, information and functions of a business from shared
data store.
What is the most significant new trust in
AOM?
 Information Management (IM)
 It entails organizing, retrieving, acquiring, and maintaining information closely related to data
management.
 Knowledge Management (KM)
 Involves managing the organization’s intellectual capital, human resources, and strategic
relationships. Comprises range of practices used in adoption of insights and experiences.
Components of Knowledge Management are:
 People
 Technology
 structure
Objectives of Administrative Office
Management
1. To ensure that the relevant organizational activities are designed to minimize individual and unit
productivity;
2. To provide effective management of the organization’s information;
3. To maintain reasonable quantity and quality standards;
4. To develop effective work process and procedures;
5. To provide a satisfactory physical and mental working environment for the organization’s
employees;
6. To help the define duties and responsibilities of employees assigned within the AOM function
area;
7. To develop satisfactory lines of communication among the employees within the AOM function
area and between these employees in other areas within the organization.
8. To help employees maintain a high level of work effectiveness;
9. To enhance the effectiveness of supervision of office personnel;
10. To ensure the efficient and proper use of specialized office equipment.
Office Manager

 An employee charged with the general administrative responsibilities of any given office
of a corporation. In small and medium sized companies the task is often given to the
corporation’s financial officer. In large companies there will often several offices in
several geographical areas, and each one will have an office manager.
A Career in Administrative Office Management

 Administrative Office Management is generally considered to be within the middle-

management level of the organizational hierarchy.
 In some organizations, especially in large ones, AOM is an important component of the
functional areas such as administrative services area.

Facility management is another attractive opportunity for those who have training and/or
background on administrative office management.
Facility managers are concerned on the efficient utilization of workspace especially
workforce expands or contracts.
Responsibilities of Administrative Office
Management
 Five (5) Functions of Management
1. Planning Function– is all about planning and development. Assessing the need for
designing and implementing totally new functions and services.
2. Organizing Function– this is necessary to produce effective methods and techniques
when implementing changes to maximize organizational and individual productivity.
3. Staffing Function– this is about the growth and experiences of an employee.
4. Directing Function– this is all about employees to assure that they comply with the
policies and a procedure of their performance meets the expectations of the employees.
5. Controlling Function– this about the quality and quantity of the work. This is where we
take corrective actions whenever necessary. This is also motivates employees to be cost
conscious.
Position is also a combination of the following management
functions:
1. Responsibility of the overall work performance of the company.
2. Management of office management.
3. Gathering, adapting, storing, and distributing information within the company.
4. Using information systems.
5. Providing specialized support to other departments and managers.
6. Providing document and telecommunication management.
7. Planning, organizing providing leadership, and controlling all administrative functions
8. Managing quality and cost control
9. Rendering a service to other functions within the organization
10. Providing training and development for your own staff.
11. Managing the many fields of work which the employee carry out.
12. Ensuring that human and material resources are correctly utilized.
13. Meeting with other members of management and planning for the future.
Qualifications
Some of the competencies which he or she is expected to posses are:

 Thorough understanding of various business management fundamentals

 Leadership
 Educational requirements
 Traits such as integrity, intelligent, energy
 Able to write the normal reports on finances and planning
 Assertivity
 Flexibility
 Accuracy
 Ability to cope with pressure
The Administrative Assistant
 Functions of the Administrative Assistant
The Administrative Assistant maybe responsible for compiling or even composing some
parts of a formal report. The smaller the company, the more likely that an Administrative
Assistant maybe asked to do such tasks. An Administrative Assistant is likely to serve as a
greeter and introduce speaker into formal functions.
Some companies also like to “grow their own” managers by extending such
responsibilities to entry-level personnel, encouraging them to accept the challenge.
 Manager’s Duties and Responsibilities Differ from One Office
Duties ad responsibilities for managers differ according to the position within an
organization.