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Office adminstration

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Johannesburg, Gauteng, South Africa

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April 23, 2021

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IIE Learn Module Outline OFAD****/d/p

OFAD5111/d/p

MODULE OUTLINE 2021

(First Edition: 2021)

This guide enjoys copyright under the Berne Convention. In terms of the Copyright Act, no 98 of 1978, no part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any other information storage and retrieval system without permission in writing from the proprietor. The Independent Institute of Education (Pty) Ltd is registered with the Department of Higher Education and Training as a private higher education institution under the Higher Education Act, 1997 (reg. no. 2007/HE07/002). Company registration number: 1987/004754/07.

IIE Learn Module Outline OFAD5111/d/p

Introduction 3 Using this Module Outline 4 This Module on Learn 5 Icons Used in this Document and on Learn 6 Module Resources 7 Module Purpose 8 Module Outcomes 8 Assessments 9 Module Pacer 11 IIE Learn Module Outline OFAD5111/d/p

Welcome to Office Administration 1A.

Office Administration 1A is an introduction module that introduces administration in an office environment. This module will equip you to develop administrative and management skills that are necessary for the workplace. This module will introduce you to administrative management, related functions, the concept, role and tasks of an administrative manager within the organisation. You will also gain insight into the administrative support function and understand communication and its different types. Conducting meetings is a regular practice in the workplace, it is a frequent activity that is essential for an organisation and demonstrating knowledge and understanding of this, is therefore important. This module therefore also includes concepts and principles of the office environment and productivity. Discussions are also provided on virtual offices, the benefits and challenges of these office spaces, and the elements of productivity.

At the end of this module, you will gain an understanding of how to perform a range of office administrative tasks and apply office administrative procedures and protocol in a business environment. Mastering office administrative knowledge and skills will help an administrative manager, to be responsible and ensure that all day-to-day administrative tasks and activities run efficiently and effectively.

IIE Learn Module Outline OFAD5111/d/p

This module outline has been developed to support your learning. Please note that the content of this module is on Learn as well as in the prescribed material. You will not succeed in this module if you focus on this document alone.

• This document does not reflect all the content on Learn, the links to different resources, nor the specific instructions for the group and individual activities.

• Your lecturer will decide when activities are available/open for submission and when these submissions or contributions are due. Ensure that you take note of announcements made during lectures and/or posted within Learn in this regard. IIE Learn Module Outline OFAD5111/d/p

Learn is an online space, designed to support and maximise your learning in an active manner. Its main purpose is to guide and pace you through the module. In addition to the information provided in this document, you will find the following when you access Learn:

• An assessment brief;

• A list of prescribed material;

• A variety of additional online resources (articles, videos, audio, interactive graphics, etc.) in each learning unit that will further help to explain theoretical concepts;

• Critical questions to guide you through the module’s objectives;

• Collaborative and individual activities (all of which are gradable) with time-on-task estimates to assist you in managing your time around these;

• Revision questions, or references to revision questions, after each learning unit. Kindly note:

• Unless you are completing this as a distance module, Learn does not replace your contact time with your lecturers and/or tutors.

• OFAD5111 is a Learn module, and as such, you are required to engage extensively with the content on the Learn platform. Effective use of this tool will provide you with opportunities to discuss, debate, and consolidate your understanding of the content presented in this module.

• You are expected to work through the learning units on Learn in your own time – especially before class. Any contact sessions will therefore be used to raise and address any questions or interesting points with your lecturer, and not to cover every aspect of this module.

• Your lecturer will communicate submission dates for specific activities in class and/or on Learn.

IIE Learn Module Outline OFAD5111/d/p

The following icons are used in all your modules on Learn: Icon Description

A list of what you should be able to do after working through the learning unit. Specific references to sections in the prescribed work. Questions to help you recognise or think about theoretical concepts to be covered.

Sections where you get to grapple with the content/ theory. This is mainly presented in the form of questions which focus your attention and are aimed at helping you to understand the content better. You will be presented with online resources to work through (in addition to the textbook or manual references) and find some of the answers to the questions posed.

Opportunities to make connections between different chunks of theory in the module or to real life.

Real life or world of work information or examples of application of theory, using online resources for self-exploration.

REMEMBER:

You need to log onto Learn to:

• Access online resources such as articles, interactive graphics, explanations, video clips, etc. which will assist you in mastering the content; and

• View instructions and submit or post your contributions to individual or group activities which are managed and tracked on Learn.

IIE Learn Module Outline OFAD5111/d/p

Prescribed Material (PM) for

this Module

Ferreira, E. J. and Groenewald, D. (Eds). 2021.

Administrative Management. 5th ed. Juta.

ISBN: 978-*-*****-*** 3

Recommended Readings,

Digital, and Web Resources

Please note that a number of additional resources and links to resources are provided throughout this module on the Learn platform. You are encouraged to engage with these as they will assist you in mastering the various objectives of this module. They may also be useful resources for completing any assignments. You will not, however, be assessed under examination conditions on any additional or recommended reading material.

Module Overview You will find an overview of this module on Learn under the Module Information link in the Course Menu.

Assessments

Find more information on this module’s assessments in this document and on the Student Portal.

IIE Learn Module Outline OFAD5111/d/p

The module is designed to equip students with knowledge and skills in administration and communication in a business environment. It provides students with tools and techniques that will enable them to communicate efficiently and effectively in a business environment and to perform a range of office administration tasks. Module Outcomes

MO1

Demonstrate knowledge and understanding of the concepts and principles of communication and administration in the business environment. MO2

Demonstrate the ability to perform a range of office administration tasks in a business environment.

MO3 Apply office administration procedures to meetings in a business environment. MO4

Apply the processes of communication to interpersonal relationships and organisational communication in a business environment. IIE Learn Module Outline OFAD5111/d/p

Integrated Curriculum Engagement (ICE)

Minimum number of ICE activities to complete 4

Weighting towards the final module mark 10%

Assignments/Projects Assignment

Weighting 30%

Learning Units covered LU1 – 4

Resources required Textbook and various other sources Tests/Examination Test 1 Examination

Weighting 25% 35%

Duration 1hr 2hrs

Total marks 60 120

Open/closed book Closed Closed

Learning Units covered LU1 –LU3 (Only Theme 1

of LU3)

ALL Learning units

Resources required Prescribed textbook Prescribed textbook IIE Learn Module Outline OFAD5111/d/p

Format of the Assessment

(The Focus/Approach/Objectives)

Preparation Hints

(How to Prepare, Resources to Use,

etc.)

Assignment Please note that in this module

the assignment will be generic,

but will be tied to Learning Unit

1 – 4. It will require the students

to think out of the box and apply

knowledge from the specified

learning units to practical

scenarios.

Consult various sources such as:

• Journal articles;

• Government gazette;

• Government publications;

• Books;

• Newspapers;

• Articles and dissertations;

• Conference proceedings.

Note: Please avoid plagiarism by

acknowledging sources used. Refer

to the IIE referencing guide/ your

librarian for assistance with

referencing.

Test The test will cover Learning Units

1 – 3 (only Theme 1 of LU 3) and

might consist of various types of

questions such as short questions,

MCQs/True or false, Case study

and scenario questions.

Work through all the activities and

revision questions on Learn. Use the

learning unit objectives to guide your

learning.

Exam The exam will cover all Learning

Unit and might consist of various

types of questions including short

questions, MCQs/True or false,

Case study and scenario

questions.

Work through all the activities and

revision questions on Learn. Use the

learning unit objectives to guide your

learning.

IIE Learn Module Outline OFAD5111/d/p

Code Programmes Contact Sessions Credits

OFAD5111 HOF1 50

OFAD5111d HOF1d 36 15

OFAD5111p HOF1p 32

Learning Unit 1 Administrative management– An Introduction Overview:

In this learning unit, you are going to be introduced to administrative management. We shall examine administrative management related functions, the concept, role and tasks of an administrative manager within an organisation. Further, discussion into the function between administration and other organisational functions and the future of the administrative manager are made. Lastly, the learning unit explores the information needs of an organisation.

Please work through Learning Unit 1 on Learn, together with the relevant sections of your prescribed source/s. To ensure that you are working towards mastering the objectives for this learning unit, please also ensure that you complete the activities on Learn. IIE Learn Module Outline OFAD5111/d/p

Sessions:

OFAD5111

Sessions: 1 –8

OFAD5111d

Sessions: 1 – 6

OFAD5111p

Sessions: 1 – 4

Academic Week:

1, 2 and 3

• Describe the concept of

administrative management.

• Explain the role of the

administrative function in an

organisation.

• Discuss the role and objectives of

an administrative manager in an

organisation.

• Differentiate between the

administrative function and other

functions in an organisation.

• Discuss the management tasks of

an administrative manager.

• Define the concepts of quality

management and total quality

management.

• Discuss the information needs of

an organisation.

Prescribed Material (PM)

PM1: Chapter 1

Outcomes:

MO1

IIE Learn Module Outline OFAD5111/d/p

In this learning unit, we investigate the administrative support function in detail and the administrative manager’s profile. We also discuss events management and analyse the phases involved in event implementation and execution. If you are a contact student, you will likely spend 6 sessions on this learning unit. If you are a part-time student, you will likely spend five sessions on this learning unit. If you are a student on an IIE digital campus, you should complete this learning unit during the course of Academic Weeks 4 and 5 and will likely spend six sessions on this learning unit. Please work through Learning Unit 2 on Learn, together with the relevant sections of your prescribed source/s. To ensure that you are working towards mastering the objectives for this learning unit, please complete the activities on Learn. IIE Learn Module Outline OFAD5111/d/p

Sessions:

OFAD5111

Sessions: 9 – 14

OFAD5111d

Sessions: 7 – 12

OFAD5111p:

Sessions: 5 – 10

Theme 1: The administrative support and

its functions

Prescribed Material (PM)

PM: Chapter 4

• Describe in detail the administrative

support function.

• Explain the profile of an

administrative manager.

• Explain the concept of events

management.

• Discuss various types of events.

• Explain the role of the events

committee.

• Analyse phases involved in event

implementation and execution.

Academic Week:

4 and 5

Outcomes:

MO1

IIE Learn Module Outline OFAD5111/d/p

Managers spend the bulk of their workday communicating with others and the success of the organisation thus depends heavily on effective communication. Therefore, the fact that communication plays such a vital role in the business world, this learning unit introduces you to the importance of good communication, different forms and barriers to communication and methods for effective communication. Understanding the process of written communication is additionally discussed, together with internal and external written communication types, and techniques of writing business letters, reports and memorandums.

If you are a contact student, you will likely spend 16 sessions on this learning unit. If you are a part-time student, you will likely spend 12 sessions on this learning unit. If you are a student on an IIE digital campus, you should complete this learning unit during the course of Academic Week 6 and 7 and will likely spend 12 sessions on this learning unit. Please work through Learning Unit 3: Themes 1 and 2 on Learn, together with the relevant sections of your prescribed source/s. To ensure that you are working towards mastering the objectives for this learning unit, please complete the activities on Learn. IIE Learn Module Outline OFAD5111/d/p

Sessions:

OFAD5111

Sessions: 15 – 30

OFAD5111d

Sessions: 13 – 24

OFAD5111p:

Sessions: 11 – 22

Theme 1: Basic Communication Prescribed Material (PM) PM: Chapter 5

PM: Chapter 6 (6.1 - 6.7)

and Chapter 7 (section 7.4

ONLY).

• Argue the importance of good

communication.

• Describe the communication

process.

• Distinguish between various forms

and channels of communications.

• Explain multicultural

communication.

• Discuss barriers to effective

communication.

• Recommend guidelines to effective

communications and strategies to

overcome barriers to effective

communications.

Academic Week:

6 and 7

Outcomes:

MO1

MO4 Theme 2: Written communication

• Explain the various steps in the

written communication process.

• Differentiate between internal and

external written communication.

• Discuss business letters, report

writing, presentations and

memorandums as forms of written

communications.

• Recommend effective writing

techniques.

• Discuss models of electronic

communications.

IIE Learn Module Outline OFAD5111/d/p

Overview:

The focus of this learning unit is on conducting effective meetings. Meetings are a common and frequent activity and are essential for an organisation. Therefore, we look at the concept of meetings and various types and objectives of meetings. Followed by understanding the stages, steps and protocol of meetings together with recording of minutes and meeting terminology.

If you are a contact student, you will likely spend 8 sessions on this learning unit. If you are a part-time student, you will likely spend four sessions on this learning unit. If you are a student on an IIE digital campus, you should complete this learning unit during the course of Academic Weeks 8 and 9 and will likely spend six sessions on this learning unit. Please work through Learning Unit 4 on Learn, together with the relevant sections of your prescribed source/s. To ensure that you are working towards mastering the objectives for this learning unit, please complete the activities on Learn. IIE Learn Module Outline OFAD5111/d/p

Sessions:

OFAD5111

Sessions: 31 – 38

OFAD5111d

Sessions: 25 – 30

OFAD5111 p:

Sessions: 23 – 26

Theme 1: The Meetings Prescribed Material (PM)

PM: Chapter 8

• Define the term ‘meeting’.

• Distinguish between the various

types of meetings.

• Explain the nine stages in the

meeting cycle.

• Discuss various steps involved in the

management of meetings.

• Explain typical meeting protocol.

• Explain the proceedings at a

standard meeting.

• Explain the factors to recording

minutes.

• Describe basic meeting

terminologies.

Academic Week:

8 and 9

Outcomes:

MO3

IIE Learn Module Outline OFAD5111/d/p

In this learning unit, the focus is on the office environment and productivity of an organisation. Factors of locating an office building, décor and office equipment considerations are well-thought-out. We also consider the virtual office and the benefits and challenges of virtual offices under this learning unit. Concluding with discussions of workplace productivity.

If you are a contact student, you will likely spend 12 sessions on this learning unit. If you are a part-time student, you will likely spend four sessions on this learning unit. If you are a student on an IIE digital campus, you should complete this learning unit during the course of Academic Week10, 11 and 12 and will likely spend seven sessions on this learning unit.

Please work through Learning Unit 5: Themes 1, 2 and 3 on Learn, together with the relevant sections of your prescribed source/s. To ensure that you are working towards mastering the objectives for this learning unit, please complete the following activities on Learn. IIE Learn Module Outline OFAD5111/d/p

Sessions:

OFAD5111

Sessions: 39 – 50

OFAD5111d

Sessions: 30 – 36

OFAD5111p:

Sessions: 25 – 32

Theme 1: Traditional office environment Prescribed Material (PM) PM: Chapter 10

PM: Chapter 11

PM: Chapter 13

• Discuss the impact of locating an

office building for an organisation.

• Describe the factors to consider in

the décor of the office.

• Explain the factors to consider when

acquiring office equipment and the

maintenance of office equipment.

Theme 2: Virtual office Environment

Outcomes:

MO1

MO2

MO3

• Describe the evolution of the virtual

office.

• Explain the features of the virtual

office.

• Analyse the benefits and challenges

of the virtual office.

• Discuss the management of virtual

employees.

Theme 3: Productivity in the workplace

• Define the term ‘productivity’ and

productivity improvement.

• Explain the elements of

productivity.

• Discuss the role of employees in

raising productivity in the

workplace.

• Explain methods used to improve

and measure productivity.

• Discuss the formal procedures that

occur in an organisation.

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