| SUBJECT CODE |
: COA204 |
| SUBJECT NAME |
: OFFICE PROCEDURES II |
| SEMESTER |
: 2 |
| 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
- Understand financial transactions and services
- Operate manual and computerised filing
- Operate office equipment
- Document proceedings in meetings
- Sources of research
- Presenting information effectively
LEARNING OUTCOME
Upon completion of this unit, students will be able to:
- Organise events
- Administer office work flow
- Monitor and implement work procedures
SYNOPSIS
Unit 1 - Filing Systems
- Filing and indexing
- Methods of classification
- Principal classification systems, viz alphabetical, numerical, subject, geographical and chronological, and their advantages and disadvantages.
Unit 2 - Rules
- Essential elements of a good filing system.
- Basic rules for operating a filing system, including a retention policy.
- Selection of items in the requested filing and indexing of orders.
- The need to operate a tracer or out guide system.
- Cross reference cards.
Unit 3 - Filing Equipment and Storage
- Range of storage media available (including reference to electronic filing and microfilm).
- Vertical and lateral filing.
- Different indexing systems, eg visible card, strip indexing and rotary.
Unit 4 - E-Filing
- Concept of electronic or computerised filing
- Various forms of storing computerised data eg floppy disks, hard disks and optical disk storage
- Advantages and disadvantages of electronic or computerised filing
Unit 5 - Text Production
- Care and routine maintenance of typewriters and other text producing equipment (particularly disk care).
- Basic hardware and software associated with word processors and personal computers, ie VDU, CPU, disk drives, keyboards, printers and disks/programmes.
- Features of word processing software.
Unit 6 - Reprography
- Equipment for reproducing documents, stating special features and limitations.
- Principles to be applied in maintaining quality, avoiding wastage, achieving economy and meeting deadlines.
- Range of support equipment found in a reprographics section, eg joggers, collators and binders.
Unit 7 - Petty Cash
- Operation of a petty cash system.
- Petty cash book form, including petty cash vouchers.
- Petty cash book using the Imprest system.
Unit 8 - Sources of information
- Sources of information and research which practising secretaries may call upon in the course of their work.
- Suitable reference books to which a secretary may refer.
- Appropriate resources for given circumstances.
Unit 9 - Meetings Documents
- Principal documents required in connection with meetings.
Unit 10 - Banking services
- Principal and financial services offered by commercial banks.
Unit 11 - Travel Arrangements
- Essential travel documentation.
- Preparation of itinerary.
- Booking flights and choosing and making hotel accommodation.
- Financial arrangements for travel.
- Useful travel reference sources which a secretary may consult.
- Checklist on inland and overseas travel.
- Duties of the secretary before the executive's departure, in his/her absence and when he/she returns.
Unit 12 - Presentation of Data
- Different ways of presenting and displaying data or researched information.
Unit 13 - Events Management
- Procedures in organising and managing conferences, seminars and functions.
Semester & Subjects
Calendar & Timetable
Video Seminars
