Diploma in Office Administration and Management

Purpose

The purpose of the Diploma in Office Administration and Management qualification is to develop learners who can demonstrate focused knowledge and skills relevant to office administration and management.

This qualification is designed to provide learners with a sound understanding of the core office administration functions and equip them with the required skills to operate effectively across various areas of a business, and economic sectors. The qualification provides an opportunity for learners to acquire a range of administrative skills to coordinate and manage the activities of an office, including but not limited to information management and operational processes. Learners will be competent in supporting management with office and information administration, demonstrating various management and communication skills, project management skills and advanced computer skills. Learners will be able to accomplish tasks professionally and efficiently in the increasingly computerised environment of a business office per national and international standards in the field.

The cognitive and conceptual tools which are incorporated in the qualification will equip learners to advance their qualifications in higher education and provide them with the business administration and management skills needed to be employed and to progress in the business environment.

This qualification has been developed to respond to the workplace needs for competent office administrators and managers across all economic sectors, which is supported by one of South Africa's largest recruitment agencies. Rapidly increasing global competition, the emergence of new markets, and technological advancements make today's marketplace a highly dynamic and challenging environment for companies. The qualification has been designed to provide learners who would like to enter any company across economic sectors to upskill themselves as Office Administrators or Managers. The skills, knowledge, attitudes, and values required by companies are underpinned in the qualification while it remains, to a certain degree, a generalist qualification for the field of practice rather than a specialist qualification. The qualification offers good breadth on the important topics, combined with appropriate vocational and professional depth for its intended purpose.

The qualification has been designed to give learners the skills required to manage lifelong learning to build successful careers and remain productive and responsible citizens.

Upon completion of the qualification, qualifying learners will be able to

• Demonstrate an ability to communicate professionally and effectively in a business environment in a digital era.
• Demonstrate the ability to understand and work effectively with colleagues and stakeholders in a business environment.
• Apply computer literacy skills that enable effective documentation, communication, presentation, processing, and security of data.
• Demonstrate comprehensive knowledge of the main areas and practices in the fields of office administration and management.
• Apply basic accounting and financial literacy principles within the business environment.
• Effectively plan and manage projects using appropriate tools and methodologies, while also communicating effectively with stakeholders throughout the project lifecycle.

Rationale

The institution supports the notion that education, in particular higher education, is a major contributor to the growth of South Africa's economy by providing quality education, upskilling the youth, and providing opportunities to address unemployment in South Africa (South Africa Economic Update, 2019. World Bank). For higher education institutions to successfully contribute to the country's economic growth and respond to unemployment, it is essential to develop qualifications aligned with the needs of industry and critical skills shortages. By developing qualifications to address these needs, institutions demonstrate their commitment to achieving the goals and addressing the key focus areas highlighted in the White Paper for Post-School Education and Training (2013), for the development of qualifications "to address the scarce and critical skills needed for South Africa's economic development".

This institution recognises that education has the potential to transform the lives of learners and, consequently, the communities and families they represent. Providing access, broadly understood to encompass both formal and epistemological notions of access to higher education, is a starting point for initiating the process of transformation, which has the learners' identity, understanding of the world, and academic knowledge as the focus.

South Africa continues to face devastating levels of unemployment, coupled with concerns over the availability of suitably qualified and skilled workers. Skills shortages and unemployment contribute to South Africa's constrained economic growth and development. Identifying the skills needs in South Africa is becoming increasingly essential and ensuring that education and training are available to address these needs is critical for the stability and growth of the economy.

In the increasingly competitive, sophisticated, and changing world of work, the continued development of critical skills and core knowledge within the business environment is essential (Services SETA, Sector Skills Plan 2022-2023). Skills requirements highlighted by the sector include but are not limited to, customer service, leadership, document management, professional conduct, computer literacy, problem-solving skills, time management and work ethics. The current and future need for competent entrants and junior/middle managers has been expressed by employers (Services SETA, Sector Skills Plan 2022-2023, p23).

Furthermore, the qualification provides access to several qualifications, namely, cognate Advanced Diplomas or Bachelor's Degrees, providing learners with advanced career opportunities. The qualification further serves the institution's mission, which is "to provide quality and relevant education and training to all our learners" by equipping learners with the necessary knowledge, theory, and skills important for office administrators and managers. The qualification will empower learners with appropriate operational and management tools and techniques to demonstrate initiative and to take responsibility within the workplace to successfully operate and manage administrative functions across a company. This aligns with the institution's vision: "To enhance, uplift and continuously improve the quality of education and training in Southern Africa.

Recognition of Prior Learning (RPL)

RPL for access

In addition to the admission criteria, the institution recognises that many learners who have not achieved a National Senior Certificate (NSC) or an equivalent prior qualification (e.g., Senior Certificate without endorsement) can benefit from higher education. In keeping with the objectives of the Ministry of Higher Education and Training to support wider and more diverse access to higher education within the higher education system, potential candidates who do not meet the technical benchmark for admission to the qualification may be considered for candidacy under the institution's recognition of prior learning (RPL) arrangements.

RPL for exemption of modules

The institution's existing RPL policy and practices will be applied in relation to the Diploma in Office Administration and Management. The principles of recognising learning that has already taken place will be applied at a modular level.

RPL for credit

The institution follows the CHE's Policies on the Recognition of Prior Learning, Credit Accumulation and Transfer, and Assessment (CHE, 2016) and in accordance with the policy, learners applying for admission to the qualification via RPL can only be exempted from a maximum of 50 % of the qualification modules.

Learners need to be able to demonstrate their prior learning either through evaluation/verification and/or assessment. Each application will be considered on a case-by-case basis and learners will enter into discussion with the RPL advisor to determine the requirements for the RPL assessment/portfolio of evidence.

Although learners are rigorously assessed, as per the principles of RPL, there is no guarantee that a learner will gain admittance into a qualification or receive exemptions from modules.

While the institution is making provision for RPL, it is adhering to the guidelines set by the CHE (CHE, 2016), and only 10 % of a cohort will be allowed admittance to a qualification on an RPL basis.

Entry Requirements

The minimum entry requirement for this qualification is

• Senior Certificate, NQF Level 4, with endorsement.

Or

• National Senior Certificate, NQF Level 4, granting access to Diploma studies.

Or

• National Certificate, NQF Level 4, granting access to Diploma studies.

This qualification consists of the following compulsory modules at National Qualifications Framework Level 5 and 6 totalling 384 Credits.

Compulsory Modules, NQF Level 5, totalling 126 Credits.

• English Foundations, 14 Credits.
• Computer Literacy (Word, Word Advanced and Outlook), 16 Credits.
• Academic Literacy for Office Administrators, 16 Credits.
• Office Administration 1: Professional Development, 16 Credits.
• Computer Literacy (Excel, Excel Advanced, Database, PowerPoint), 10 Credits.
• Business Management 1: Fundamentals of Business Management, 16 Credits.
• Fundamentals of Accounting, 14 Credits.
• Commercial Law, 8 Credits.
• Introduction to Economics, 16 Credits.

Compulsory Modules, NQF Level 6, totalling 258.

• Office Administration 2A: Digital Literacy for Office Administrators, 16 Credits.
• Office Administration 2B: Office and Administration Management, 20 Credits.
• Business and Office Etiquette, 12 Credits.
• Business Ethics, 16 Credits.
• Office Administration 2C: Introduction to Data Analysis and Presentation, 16 Credits.
• Office Administration 2D: Financial Literacy for Office Administrators, 12 Credits.
• Workplace Psychology, 20 Credits.
• Business Management 2: Digital Business Management, 16 Credits.
• Office Administration 3A: Electronic Document and Record Management, 12 Credits.
• Business Management 3A: Project Management, 20 Credits.
• Public Relations Management, 20 Credits.
• Leadership Skills for Office Administrators, 16 Credits.
• Office Administration 3B: Business Communication in the Digital Age, 20 Credits.
• Business Management 3B: Operations Management, 14 Credits.
• Computerised Project Management, 12 Credits.
• Event Planning and Management, 16 Credits.

1. Demonstrate an ability to communicate professionally and effectively in a business environment in a digital era.
2. Demonstrate the ability to understand and work effectively with colleagues and stakeholders in a business environment.
3. Apply computer literacy skills that enable effective documentation, communication, presentation, processing, and security of data.
4. Demonstrate comprehensive knowledge of the main areas and practices in the fields of office administration and management.
5. Apply basic accounting and financial literacy principles within the business environment.
6. Effectively plan and manage projects using appropriate tools and methodologies, while also communicating effectively with stakeholders throughout the project lifecycle.
7. Apply the principles of business etiquette and business ethics within the context of a business environment.
8. Demonstrate an understanding of event planning and public relations campaigns.

Associated Assessment Criteria for Exit Level Outcomes 1.

• Identify and discuss different communication styles and their impact on colleagues and stakeholders.
• Convey information clearly and accurately, using appropriate language, tone, and format.
• Apply appropriate communication styles and techniques for different business contexts, audiences, and purposes, such as emails, reports, presentations, and social media posts.
• Demonstrate effective interpersonal communication skills, such as active listening, empathy, respect, and diplomacy, to build positive relationships and avoid misunderstandings or conflicts in the workplace.
• Utilise digital technologies and tools effectively, such as emails, instant messaging, video conferencing and social media, to enhance communication and collaboration in a business environment.
• Analyse and evaluate information, ideas, and arguments, and use evidence-based reasoning and persuasion techniques to support and defend one's viewpoints.
• Illustrate an ability to listen actively, ask questions, and provide constructive feedback to colleagues and stakeholders.

Associated Assessment Criteria for Exit Level Outcomes 2.

• Develop an ability to work effectively and efficiently within a team and show an understanding of the psychological factors that influence employee behaviour.
• Manage conflict in a constructive manner, identifying underlying issues and working towards mutually beneficial solutions.
• Explain the importance of building and maintaining professional relationships with colleagues and stakeholders.
• Respect diversity and inclusivity in the workplace, value different perspectives, and build positive relationships with colleagues and stakeholders.

Associated Assessment Criteria for Exit Level Outcomes 3.

• Apply proficiency in using appropriate digital communication tools, for example, emails, videoconferences, and instant messaging.
• Develop visually appealing and organised presentations using appropriate software.
• Illustrate proficiency in creating, editing, and enhancing visual and multimedia content.
• Illustrate proficiency in using a range of software tools to document and analyse data.
• Effectively organise, sort and filter data to identify trends, patterns, and insights.
• Utilise appropriate data visualisation techniques to communicate findings effectively.
• Follow appropriate protocols for handling and storing and show an understanding of data privacy and security issues.
• Evaluate the suitability of AI systems in the workplace, considering factors such as accuracy, transparency, data privacy and security.
• Identify and discuss the benefits and limitations of AI in the workplace.

Associated Assessment Criteria for Exit Level Outcomes 4.

• Apply knowledge and show understanding of the role of office administration and management in modern organisations.
• Identify and use appropriate technology and tools to improve office productivity and efficiency.
• Describe the evolution of the electronic and the virtual office.
• Understand the importance of cost control and resource allocation in the office environment.
• Illustrate an understanding of the business environment and management functions.
• Identify and discuss various business entities and demonstrate an understanding of the legal principles related to these entities.
• Apply leadership and team management principles to real-world situations in the office environment.
• Define and explain the importance of operations management in an organisation.

Associated Assessment Criteria for Exit Level Outcomes 5.

• Illustrate an understanding of basic accounting principles and the ability to compile and analyse basic financial statements.
• Record basic business transactions accurately and demonstrate the ability to maintain appropriate financial records.
• Illustrate the ability to process reimbursement requests in a timely and efficient manner.

Associated Assessment Criteria for Exit Level Outcomes 6.

• Illustrate the understanding of the basic principles of project management and their application in the office environment.
• Illustrate the ability to plan, schedule and control a project.
• Apply project management tools and techniques to real-world projects in the office environment.

Associated Assessment Criteria for Exit Level Outcomes 7.

• Differentiate between business etiquette and business ethics.
• Articulate the key ethical principles that underlie business ethics.
• Apply ethical principles to real-world business situations and ethical leadership skills.
• Articulate the key elements of professional conduct in a business setting.
• Illustrate an understanding of different cultural norms that may influence business etiquette in different regions and countries.

Associated Assessment Criteria for Exit Level Outcomes 8.

• Plan and execute an event, including creating detailed event timelines, developing budgets, and selecting appropriate venues and vendors.
• Utilise project management tools and techniques to ensure that events and public relations campaigns are completed on time, within budget, and to the satisfaction of clients and stakeholders.
• Identify and discuss key legislation applicable to the events industry.
• Distinguish between the key disciplines in public relations.
• Identify organisational objectives, target relevant stakeholders, and develop comprehensive public relations strategies to align with overall business goals.

INTEGRATED ASSESSMENT

Boston has adopted a range of fit-for-purpose assessment strategies, the specific number, configuration, weighting, and combination of assessment events per qualification and per module. The level and complexity of the qualification and/or module determine the assessment strategies. Each assessment strategy consists of various assessment typologies as summative formative that can take on the form of various assessment modalities and the particular type of instrument by which learners are assessed used for assessment purposes.

Formative assessments typically include

• Assignments
• Tests

Summative assessments typically include either a

• Final exam
• Capstone project
• Research. or
• Reflective essay or a combination of modalities.