Career: Office Administration
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Type of job |
Job specification |
Suggested AIBS Online Courses |
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Office Manager |
• arranging travel, meetings and
appointments;
• delegating work;
• ordering stationery;
• dealing with post and emails;
• writing reports;
• supervising the work of clerical and secretarial staff, monitoring the
workload and work rate;
• liaising with members of the senior management team;
• keeping personnel records;
• organising the recruitment of new staff;
• chairing meetings;
• controlling the office budget;
• dealing with complex queries and complaints on the telephone, by email
and in person;
• conducting appraisals;
• administering payroll systems;
• discussing problems with staff;
• meeting with senior managers to review office performance;
• devising and conducting induction programmes;
• ordering office furniture;
• organising office maintenance and repair work;
• supervising the implementation of new office systems;
• arranging for health and safety equipment to be tested on a regular
basis;
• reviewing and updating health and safety policies
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| Personal Assistant (PA) |
• screening telephone calls,
enquiries and requests, and handling them when appropriate;
• welcoming and looking after visitors;
• organising and maintaining diaries and making appointments;
• dealing with incoming email, faxes and post;
• dealing with correspondence and writing letters, and taking dictation
and minutes;
• producing documents, briefing papers, reports and presentations;
• carrying out background research and presenting findings into subjects
the manager is dealing with;
• organising and attending meetings, and ensuring the manager is
well-prepared for meetings;
• liaising with clients, suppliers and other staff;
• standing in for the manager and making decisions and delegating work to
others in their absence;
• devising and maintaining office systems to deal efficiently with paper
flow;
• organising and storing paperwork, documents and computer-based
information;
• arranging travel and accommodation and, occasionally, travelling with
the manager to take notes or dictation at meetings, or to provide general
assistance during presentations.
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| Facilities Manager |
• developing an organisation's overall
property strategy;
• developing a strategy for a single building;
• managing the maintenance of buildings;
• advising on health and safety of a building's environment for the
occupants and users;
• advising on property relocation;
• maintaining communications networks;
• managing budgets;
• advising on energy efficiency;
• advising on effective use of space;
• managing services, such as cleaning, catering and car parking. |
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