Higher Certificate in Office Administration

Purpose

The purpose of the Higher Certificate in Office Administration is to provide the learner with knowledge and skills required to gain theoretical and practical understanding of the context and strategies relevant to basic administrative and office processes, within a business or associated environment. This qualification increases the learner's understanding of the importance of the consistent application of appropriate administrative principles and theory. It provides opportunities for problem-solving and decision-making for the organising of information and use of appropriate technology, to complete tasks and work within a team.

Rationale

In the South African economy, there is a need for entry-level qualifications which are vocational and industry orientated. A Level 5 qualification in Office Administration offers introductory knowledge to the areas of general business administration within an office environment and prepares learners for a range of professional positions in the general business environment. This qualification also creates a pathway for successful learners who did not meet the Grade 12 admission criteria into Diploma studies, to continue with further studies at NQF Level 5 and then proceed to an Advanced Certificate or Diploma in a cognate field.

A Higher Certificate in Office Administration offers the foundational knowledge and applied competence required to be employable as administration personnel in small and medium organisations or in entry-level positions in large organisations. As such they can be employed as receptionists, secretaries, general office administrators or managers' personal assistants.

It is assumed that learners who register for this qualification

• Have the information-gathering, analysis and presentation skills required at NQF Level 4.
• Are able to comprehend what they have learned and communicate the relevant information reliably, accurately, and comprehensively in the required medium of instruction.
• Are able to take responsibility for own learning and progress within a well-structured and managed learning environment.
• Are able to evaluate own performance.
• Are MS Office literate.

Recognition of Prior Learning

Learners can achieve this qualification in part or wholly through recognition of prior learning. The Recognition of Prior Learning Policy details the processes.

• Learners may apply for Recognition of Prior Learning for subjects already passed, in-house or at other recognised institutions. Learners may also apply for Recognition of Prior Learning for experience acquired through informal and non-formal learning.
• Learners who do not meet the criteria for admission may be enrolled through the Recognition of Prior Learning.

Recognition of Prior Learning is performed by means of institutional assessment criteria.

Access to Qualification

Access is open to learners who have one of the following

• A National Senior Certificate (NSC) with a minimum of 30% in the language of learning and teaching at the higher education institution and which grants admission to higher certificate studies.
• A National Certificate Vocational (NCV), Level 4 with compliance with the language of learning and teaching in the higher education institution.
• Further Education and Training Certificate (FETC) with subjects appropriate to the qualification enrolled for.

Learners who do not meet the minimum admission requirements can apply for admission through the process of Recognition of Prior Learning (RPL).

The qualification (totalling 120 credits) consists of the following six compulsory modules, worth 20 credits each, all at NQF Level 5:

• Administrative Practice.
• Client Service and Ethics.
• Office Systems, Procedures and Records.
• Office Technology and Data Processing.
• Business and Accounting Practice.
• Business Communication.

1. Demonstrate fundamental knowledge of the main areas of administration and administrative functions and practice.
2. Apply essential methods, procedures and techniques of administration in an office environment.
3. Communicate information coherently and reliably.
4. Demonstrate an understanding of planning and consulting in a team context, showing an awareness of professional standards and ethics in an organisation.
5. Solve problems using relevant applications suitable to the operational context.

Critical Cross-Field Outcomes

This qualification addresses all the Critical Cross-Field Outcomes.

Associated Assessment Criteria for Exit Level Outcome 1

• Explain key terms, concepts, laws, principles, rules and theories of office administration and their application in an office administration environment.
• Explain administration in the wider context of a business environment and in relation to society in modern South Africa.

Associated Assessment Criteria for Exit Level Outcome 2

• Evaluate, select and apply appropriate administrative techniques and skills within the context of clearly defined problems in an administration and/or office environment, inclusive of scheduling and coordination, office systems operations and maintenance.
• Demonstrate understanding of the inter-relatedness of the different areas of office administration and how actions, ideas or developments in one system impact on another.

Associated Assessment Criteria for Exit Level Outcome 3

• Communicate clearly both orally and in writing, using effective Information and Communication Technologies (ICT), Business Information Systems (BIS) and reporting procedures.
• Evaluate, select and apply appropriate tools and techniques for effective business correspondence.
• Apply effective communication and good client service in all business interactions.

> Range includes but is not limited to: Listening, reading, writing, speaking.

Associated Assessment Criteria for Exit Level Outcome 4

• Work independently and as part of a team, taking responsibility for decisions made.
• Effectively complete group tasks identified by team leaders or supervisors.
• Take responsibility for own decisions and actions and those of others in the group.
• Identify own learning needs and support the learning needs of others.
• Apply and utilise resources showing an appropriate level of responsibility.
• Understand the ethical and social implications of management decisions and actions on the organisation, community and society at large.

Associated Assessment Criteria for Exit Level Outcome 5

• Solve well-defined problems, both routine and unfamiliar, within an administration context.
• Select, analyse, synthesise and evaluate relevant information, tools and techniques needed to solve problems and bring about change.
• Evaluate and identify changes needed for efficient office administration using relevant evidence.

Integrated Assessment

Assessment practices must be open, transparent, fair, valid, and reliable and ensure that no learner is disadvantaged. Learning, teaching and assessment must be in line with one another.

The term 'Integrated assessment' implies that theoretical and practical components are assessed together. During integrated assessments the assessor makes use of formative and summative assessment methods and assesses combinations of practical, applied, foundational and reflective competencies.

A variety of methods are used in assessment. Tools and activities must be appropriate to the context in which the learner is working. Where it is not possible to assess the learner in the workplace or on-the-job, simulations, case studies and other similar techniques may be used to provide a context appropriate to the assessment.

Assessors assess and give credit for the evidence of learning that has already been acquired through formal, informal and non-formal learning and work experience.

The assessor determines learners' competency pertaining to the Exit Level Outcomes by using formative and summative assessment methods.

Assessment methods include

• Self-assessment activities.
• Knowledge tests.
• Case studies.
• Report writing.
• Research and project based assignments.
• Written examinations.