| SUBJECT CODE |
: COA104 |
| SUBJECT NAME |
: OFFICE PROCEDURES I |
| SEMESTER |
: 1 |
| CREDIT HOURS |
: 3 |
| SCHOOL |
: School of Secretarial Studies |
| COURSE |
: Certificate in Office Administration |
| Lecture Notes : |
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| Past Exam Paper : |
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| Syllabus : |
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OBJECTIVES
- Handle mail room equipment
- Organise incoming and outgoing mails
- Handle reception duties
- Organise stationery and stock control
- Prepare and understand the use of business documents
LEARNING OUTCOME
Upon completion of this unit, students will be able to:
- Co-ordinate work efficiently with colleagues
- Appreciate health and safety at work
SYNOPSIS
Unit 1 - Functions of an Office
General nature and content of office work and functions:
- Receiving and collecting information in various formats.
- Sorting and processing information, manually and with the help of machines.
- Communicating information – verbally, in writing and via technological means.
- Recording information for future reference.
- Safeguarding the assets of a business.
Unit 2 - Staff
- Roles of essential clerical, secretarial, administrative and supervisory staff.
Unit 3 - Health and Safety
- Work practices designed to maximise a safe and healthy working environment.
- Potential hazards in an office environment and their prevention.
- Report procedures for hazards and accidents.
Unit 4 - Telecommunications
- Current telecommunications facilities, eg telephone systems, fax, view data, electronic mail.
- Advantages and disadvantages of different telecommunication services.
Unit 5 - Mail Handling
- Procedures to process incoming and outgoing mail including the kinds of postal services and provisions associated with despatching mail.
- System for circulating mail and internal communications within an organisation, including electronic mail.
Unit 6 - Mail Room Equipment
- Equipment found in larger scale mailing departments, viz letter openers, date stamping machines, addressing machines, folding machines, sealing machines, scales/weighing machines and stamp affixing/franking machines.
Unit 7 - Stationery and Stock
- Stock control procedures for ordering, handling and issuing of office stationery and supplies.
- Requisitions and stock control cards.
Unit 8 - Reception
- Receiving and assisting visitors
- Personal qualities of a receptionist
- Role of the receptionist in receiving visitors with and without appointments
- Other duties of the receptionist
Unit 9 - Management of Appointments
- Essentials of booking appoints and maintaining office diaries
Unit 10 - Methods of Payment
- Methods of payment used in a business transaction
- Principal and financial services offered by commercial banks
- Services offered to current account holders
- Standing orders, direct debits and credit transfer
- Different types of cheques
- Preparation of a Bank Reconciliation Statement
Unit 11 - Business Documentation
- Documents used in a business transaction
- Purpose of the basic business documents
- Types of discounts
Unit 12 - Security
- Possible security problems in the office
- Importance of maintaining confidentiality
- Ways in which security might be improved
- Safeguards a secretary/receptionist might operate
- Precautions to safeguard computerised data against loss or corruption
Semester & Subjects
Calendar & Timetable
Video Seminars
