Higher Certificate in Office Administration

Purpose

This Higher Certificate: Office Administration is an entry level qualification which is vocational and industry orientated. It encapsulates introductory knowledge in the areas of general business administration within an office environment and will prepare the successful graduate for a position in the general business environment.

The cognitive and conceptual tools and practical techniques which are incorporated in this Higher Certificate: Office Administration will equip students to advance their qualifications in higher education and to provide them with the basic business management skills needed to be employed and to progress in business administration. In addition the inclusion of the module Experiential Learning provides the student with the basic practical knowledge which can be applied in the workplace.

The purpose of this Higher Certificate: Office Administration is to equip students with foundational knowledge and skills to either be employed in a small business or a large corporation. This qualification provides a broad introductory understanding of the establishment and management of a business, incorporating the following skills:

• Administration and management support skills.
• Communication skills.
• The skills to be employed in a computerized environment.
• Related vocational skills.

This Higher Certificate: Office Administration having both a practical and a theoretical foundation, seeks to equip students to undertake administrative and management support functions in the increasingly computerized environment of a business office. The qualification provides a foundation for functioning in any business environment and provides essential skills that will complement a number of alternative career choices.

Rationale

In designing the Higher Certificate: Office Administration at NQF Level 5, priority was given to the needs of the South African economy and the demand for qualified office administrators. This programme will benefit society as both the generic and specialisation components of the programme are required skills in business and are incorporated in the job titles as published in the "Scarce Skills List" published by the Department of Labour during 2007 and subsequently updated. This programme also takes into account the need for computer literacy in the South African Economy and the increasingly computerized environment that a business operates within, both in South Africa and globally.

This programme has been developed to meet the NQF objectives as it offers the student knowledge and applied competence including the basic skills required for employment in a range of professional administrative positions in the business environment. This qualification also creates a pathway for successful candidates who did not initially meet the admission criteria for entry into diploma studies to continue with further studies at successive levels of the NQF. The programme development requires students to develop the ability to apply problem solving and decision making skills, collect and organize information for specified purposes, perform appropriate administrative tasks to support a given process, use appropriate office technology to complete tasks and work effectively in a team or within a group. The inclusion of interpersonal skills directly addresses the personal development of each student. The didactic approach of this programme is based on exposing the student to a practical approach to learning supported by a strong theoretical basis. This means that all assessments will focus on both the theoretical and practical evaluation of student's work.

On completion of this programme, students will be employable as administrators in small and medium organisations, or in entry level positions in large organizations. As such they can be employed as:

• Receptionists.
• Secretaries.
• General office administrators.
• Managers' Personal Assistants.
• Events coordinators/administrators.
• Virtual Personal Assistants.

It is assumed that the student would have met the admission requirements and would thus be competent in the language of instruction (English) and the theoretical and practical knowledge and understanding accomplished at that Level.

Recognition of Prior Learning

Students can achieve this qualification in part or in whole through the recognition of prior learning. The IIE RPL Policy (IIE010) and the IIE Academic Credit Policy (IIE004) guide this process whereby skills, knowledge and experience in respect of competence acquired through formal and non-formal learning are assessed.

RPL for Formal Learning (Credit Recognition)

Students may apply for credits or exemptions for subjects already passed in-house or at other recognized institutions.

RPL for Informal and Non-Formal Learning

Skills, knowledge and experience in respect of competences acquired through informal and non-formal learning are also assessed in the RPL process.

All RPL submissions are centralized at the National Offices of each division and sent to the IIE Registrar and the academic Head of Programme at the Central Office for evaluation.

Access to the Qualification

Admission requirements for this programme are as follows

• National Senior Certificate with English with a rating of 2 (30-39%).
• Senior Certificate completed prior to 2008.
• Age of 23 at registration and three years appropriate work experience.

Fundamental learning (56 Credits)

Subjects; NQF Level; Credits; Compulsory/Optional(C/O)

• Business Communications (C); 5; 10;C.
• Business Calculations; 5; 10; C.
• End User Computing (A); 5; 20; C.
• End User Computing (C); 5; 8; C.
• Experiential learning; 5; 8; C.

Core learning (77 Credits)

Subjects; NQF Level; Credits; Compulsory/Optional(C/O)

• Business Management (1 A); 5; 11; C.
• Introduction to Public Relations; 5; 12; C.
• Typing and Dicta-typing; 5; 10;C.
• Office Administration (NEW); 5; 10; C.
• Speedwriting (New); 5; 6; C.
• Interpersonal Skills (NEW); 5; 10;C.
• Information Management (NEW); 5; 10; C.
• Introduction to Human Resources (NEW); 5; 8; C.

Total Credits; 133.

1. Demonstrate effective use of a personal computer and associated equipment and software packages

- Modules in which this Outcome is to be achieved

> End User Computing A (ENUCF010).

> End User Computing C (ENUC030).

2. Apply the basic principles of business management in a business environment

- Modules in which this Outcome is to be achieved

> Business Management 1 A (BUMA121).

3. Apply mathematical skills in a business environment

- Modules in which this Outcome is to be achieved

> Business Calculations (BUCAx111).

4. Communicate effectively and professionally in a business environment

- Modules in which this Outcome is to be achieved

> Business Communications C (BUCO020).

> Interpersonal Skills (New).

5. Explain the role and function of the Internet in a business environment

- Modules in which this Outcome is to be achieved

> End User Computing A.

> End User Computing C.

> Information Management (New).

6. Explain the role and value of administration to support management functions in a business context

- Modules in which this Outcome is to be achieved

> Office Administration (New).

1. Explain the importance of, role and function of public relations in a business to support the effective management of a business:

- Modules in which this Outcome is to be achieved

> Introduction to PR(New).

1. Explain the importance of, role and function of human resources relations in a business to support the effective management of a business:

- Modules in which this Outcome is to be achieved

> Introduction to Human Resources (NEW).

1. Apply typing and writing skills to record minutes and information accurately and fulfil general office administration requirements:

- Modules in which this Outcome is to be achieved

> Typing and Dicta-typing (New).

> Speedwriting (New).

> Office Administration (New).

10. Explain and use interpersonal skills to relate to others and build working relationships

- Modules in which this Outcome is to be achieved

> Interpersonal Skills (New).

11. Explain the importance of Information and how it is managed in a business environment

- Modules in which this Outcome is to be achieved

> Information Management (New).

Associated Assessment Criteria for Exit Level Outcome 1

• The effective use of a personal computer and associated understanding of relevant software packages in a business environment is demonstrated.

Associated Assessment Criteria for Exit Level Outcome 2

• Management functions and principles are accurately identified and applied in a business environment.

Associated Assessment Criteria for Exit Level Outcome 3

• Demonstrate the application of mathematical principles, concepts and skills in a business environment.

Associated Assessment Criteria for Exit Level Outcome 4

• Demonstrate the ability to communicate effectively and professionally in a business environment.
• The ability to communicate appropriately with internal and external stakeholders is demonstrated.

Associated Assessment Criteria for Exit Level Outcome 5

• The role and function of the internet is clearly explained and used when appropriate to source information.

Associated Assessment Criteria for Exit Level Outcome 6

• The role and value of administration to support management functions in a business context is explained and demonstrated.
• The role of different kinds of meetings, the relevant technology and the correct processes for recording meetings and related documents are explained and applied.

Associated Assessment Criteria for Exit Level Outcome 7

• The importance, role and function of public relations in a business to support the effective management of a business is explained.

Associated Assessment Criteria for Exit Level Outcome 8

• The importance of, role and function of human resources in a business to support the effective management of a business is explained.

Associated Assessment Criteria for Exit Level Outcome 9

• A team's communication is adequately documented to meet administration needs.
• Typing and writing skills are used to record minutes and information accurately and fulfil general office administration requirements.
• The role of different kinds of meetings, the relevant technology and the correct processes for recording meetings and related documents are explained and applied.

Associated Assessment Criteria for Exit Level Outcome 10

• Interpersonal skills are explained and used to relate to others and build working relationships.

Associated Assessment Criteria for Exit Level Outcome 11

• The importance of Information and how it is managed in a business environment is explained.
• Various methods of managing information and access to information are explained and evaluated in different business contexts.

Integrated Assessment

The Independent Institute of Education (Pty) Ltd practices a system of integrated assessment in terms of which students are assessed using different methods and instruments allowing the illustration of applied competence across modules.

Assessment of competence is done via a fair, valid, reliable and transparent system of integrated formative and summative assessment methodologies, tools and procedures.The integrated assessment practice assesses the integration of theory with practice as well as the transfer of skills during the experiential learning component. These techniques thus assess applied competence, demonstrated understanding and achievement of outcomes.

Assessment Methods

Different assessment instruments for this programme.

Instrument: Methods (Observation; Product evaluation; Questioning written/oral)

• Portfolios: No; Yes; No.
• Simulations: Yes; No; No.
• Written examinations: No; No; Yes.
• Practical examinations: No; Yes; Yes.
• Oral examinations; No: No; Yes.
• Assignments: No; Yes; Yes.
• Classrooms presentations: Yes; No; No.
• Participation in group discussions: Yes; No; No.
• Mid-term tests: No; No; Yes.
• Class tests: No; No; No.
• Case studies: No; No; Yes.
• Practical exercises/demonstrations: No; Yes; No.
• Projects: No; No; No.