Profession office manager

Office managers perform liaison, coordination and organisational tasks in support of managers and professionals and/or prepare correspondence, reports and records of proceedings and other specialised documentation.

Personality Type

• Enterprising / Conventional

Related professions secretary

• Administrative secretary
• Executive secretary
• Legal secretary
• Medical secretary or receptionist
• Minutes secretary
• Personal assistant
• Project secretary
• Secretary
• Secretary, all other
• Team or department secretary

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

• 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.

• 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.

• 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.

• 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.

• 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.

• Perform clerical duties

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

• Manage office appliance requirements

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

• 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 facility systems

  Keep management and service ability 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.

• Make improvements to work activities

  Make recommendations for improvements to work activities

• 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.

• Use different communication channels

  Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.

• 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.

Optional knowledge and skills

Source: Sisyphus ODB