Profession office manager

\ Office managers oversee the administrative work that clerical workers are commissioned to perform in various types of organisations or associations. They perform micromanagement and maintain a close view of administrative processes such as such as controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. They report to managers within the same department or to general managers in companies, depending on their size.

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Personality Type

  • Enterprising / Conventional

Knowledge

  • Office software

    The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.

  • Cost management

    The process of planning, monitoring and adjusting the expenses and revenues of a business in order to achieve cost efficiency and capability.

Skills

  • Manage staff

    Manage employees and subordinates, working in a team or individually, to maximise their performance and contribution. Schedule their work and activities, give instructions, motivate and direct the workers to meet the company objectives. Monitor and measure how an employee undertakes their responsibilities and how well these activities are executed. Identify areas for improvement and make suggestions to achieve this. Lead a group of people to help them achieve goals and maintain an effective working relationship among staff.

  • Delegate activities

    Delegate activities and tasks to others according to the ability, level of preparation, competence and legal scope of practice. Make sure that people understand what they should do and when they should do it.

  • Create a work atmosphere of continuous improvement

    Work with management practices such as continuous improvement, preventive maintenance. Pay attention to problem solving and teamwork principles.

  • Manage needs for stationery items

    Watch, analyse, and provide sufficient and required stationery items for business facilities to run operations smoothly.

  • Make improvements to work activities

    Make recommendations for improvements to work activities

  • Write work-related reports

    Compose work-related reports that support effective relationship management and a high standard of documentation and record keeping. Write and present results and conclusions in a clear and intelligible way so they are comprehensible to a non-expert audience.

  • Manage administrative systems

    Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.

  • Manage office appliance requirements

    Watch, analyse, and provide the appliances required in offices and business facilities for an smooth running of the operations. Prepare appliances such as communication devices, computers, faxes, and photocopiers.

  • Perform clerical duties

    Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.

  • Implement corporate governance

    Apply a set of principles and mechanisms by which an organisation is managed and directed, set procedures of information, control flow and decision making, distribute rights and responsibilities among departments and individuals, set corporate objectives and monitor and evaluate actions and results.

  • Manage office facility systems

    Keep management and serviceability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use inside the company, and office networks.

  • Analyse staff capacity

    Evaluate and identify staffing gaps in quantity, skills, performance revenue and surpluses.

  • Give instructions to staff

    Give instructions to subordinates by employing various communication techniques. Adjust communication style to the target audience in order to convey instructions as intended.

  • Use different communication channels

    Use various types of communication channels such as verbal, handwritten, digital and telephonic communication with the aim of constructing and sharing information and ideas.

  • Use office systems

    Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

Optional knowledge and skills

develop classification systems assess employees' capability levels use customer relationship management software financial capability revise drafts made by managers manage accounts prepare financial statements contract law maintain contract administration recruit employees project management manage budgets accounting techniques tax legislation train employees communicate with customers plan shifts of employees trade union regulations labour legislation