Administrative Support

Would you like to manage your time productively? Do you strive to be organized and want more responsibility in the workplace? This course helps you to reach these goals and teaches you everything you need to know to become a more efficient administrative assistant. We begin with an overview of practical skills to help you refine your organizational skills. We show you how to get the most out of voicemail, emails and interoffice mail before explaining how to optimize your office space and work environment. The course demonstrates how to create a workflow pattern diagram to become more efficient in the workplace.

Time management is crucial to becoming great at your job and we provide proven techniques to help you to squeeze more productivity out of each hour. We examine the ‘work breakdown structure’ (WBS) document, a key tool to help you open communication between your colleagues and keep it flowing. Learning to prioritize your work will help you focus and keep you on track to meet your deadlines. We then explain how to handle particular tasks that require more precise organization and execution and outline the basics of handling any special tasks that you may encounter. The course delves into verbal and non-verbal communication skills to illustrate their importance in different situations.

The course then lays out steps you can take to empower yourself. Administrative support professionals are often expected to act independently, make decisions and resolve issues with little or no direction. Learning to operate without oversight is thus necessary but knowing when to be assertive or when to work as part of a team is equally important as it keeps the lines of communication flowing. Working well with your manager and having a positive relationship will lead to more responsibility and therefore more independence. This course is valuable to almost all working people but particularly suits those in administration. Every office needs organized administrators to maintain productivity and this course trains you to become an effective support professional on your way to becoming an office manager.

Module 1

Getting Started

In this module, Getting Started, students will learn about getting started. This module will cover the basics of organization skills, resource management, better communication, and time management. This module will help students to manage their time more effectively, be better organized, improve communication skills, and empower themselves, all key aspects of being a successful and effective administrative assistant.

Module 2

Getting Organized (I)

In this module, Getting Organized (I), students will learn about getting organized. This module will take a look at making the most of voice mail. Making the most of voice mail uses several key steps including, always being professional, using common courtesies, using notes for important issues, having a prepared greeting, and making your message short. The organization begins at your data entry points such as emails, voice mails, and interoffice mail.

Module 3

Getting Organized (II)

In this module, Getting Organized (II), students will continue learning about getting organized. Now it's time to organize your environment to be more efficient. This module will give you some great suggestions on how to organize your workspace, your tasks, and the people you work with on projects. Keeping frequently used materials on your desk, setting up a landing area for new work, creating a workflow pattern, and minimising personal effects help make you an effective administrative assistant.

Module 4

Managing Time

In this module, Managing Time, students will learn about managing time. In this module, we will discuss how to be a better time manager with some very simple behaviour modifications. We are all given the same amount of time each day, use it wisely. The work breakdown structure (WBS) document is the key tool, establishing intervals of communication before and during the project, and distributing documents to the project team once they are complete.

Module 5

Getting It All Done On Time

In this module, Getting It All Done On Time, students will learn about getting it all done on time. Ultimately, it is our job to deliver things on time. Prioritizing your work, staying on track, and accurate goal setting are essential elements to you being able to deliver your project or tasks on time. This module will allow you to explore techniques that increase your effectiveness in meeting your deadlines.

Module 6

Special Tasks

In this module, Special Tasks, students will learn about special tasks. As an administrative supporter, you will be tasked with organizing special tasks that will require precise organization and execution. This module will give you the basics of handling several special tasks that you may encounter. This module will also cover planning small meetings, including meeting objectives, required supplies, reserving a place or room, and notifying the attendees.

Module 7

Verbal Communication Skills

In this module, Verbal Communication Skills, students will learn about verbal communication skills. Your job as an administrative supporter will place you in many situations where you are speaking with the leaders and decision-makers of the organization. Having sound verbal communication skills is essential in influencing those around you. This module will also cover how listening and hearing aren't the same.

Module 8

Non-Verbal Communication Skills

In this module, Non-Verbal Communication Skills, students will learn about non-verbal communication skills. Our body language dictates much of what we are feeling inside. Understanding effective body language is essential for an administrative supporter in the process of building relationships throughout the organization. Body language comprises the majority of how we communicate and cannot be hidden, so it's important to learn how to use it to your advantage.

Module 9

Empowering Yourself

In this module, Empowering Yourself, students will learn about empowering themselves. Being an administrative supporter leaves plenty of room for empowering yourself. Oftentimes, you are expected to act independently, make decisions, and resolve issues with little or no guidance. Students will learn the importance of being assertive. Being involved, positive, brief, calm, and direct are important skills for the administrative assistant.

Module 10

The Team of Two

In this module, The Team of Two, students will learn about the team of two. Working as a team with your manager is essential in keeping the lines of communication open and building rapport. A good and positive relationship with your manager is the foundation and support structure that gives you the ability to function independently. Key aspects when working with your manager are trust, communication, positivity, confidence, confidentiality, and being professional.

Module 11

Taking Care of Yourself

In this module, Taking Care of Yourself, students will learn about taking care of themselves. As we come to a close of this course, a very important topic is yet to be taught. Many of us spend more hours at work than we do at home with our families. The work environment can be a source of well-being or a source of stress and unhealthy living. This module will look at ergonomics, stress management, and dealing with a heavy workload in order to learn how to manage the work-life balance.

Module 12

Course assessment

What You Will Learn In This Free Course

• Describe the importance and practice of good organizational skills.
• Explain the process of maintaining effective time management.
• Recognize how to provide excellent customer service.
• Outline how to quickly prioritize and execute tasks.
• Demonstrate how to deal with specialized tasks.
• Appreciate the importance of verbal communication skills.

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