Higher Certificate in Office Management

Purpose

The purpose of the qualification is to prepare learners for positions such as office secretaries, office managers, office administrators, and related careers. It is designed to equip learners with competencies at NQF Level 5 in the areas of secretarial practice, office management, business administration, information technology, basic accounting, economics, human resources management, supervision, communication, writing, and public relations. It provides training for both first-time job seekers and for experienced employees who do not have a qualification but wish to advance in their careers.

The qualification has the required knowledge mix of theory and knowledge of procedure appropriate for the discipline. The competencies that will be developed include work based skills which will be facilitated through work integrated learning. This qualification is pitched at the entry level of studies in the field of business. Learners will be exposed to knowledge of the business environment and will be empowered with the ability to perform basic office management skills essential to effective office administration. They will be able to demonstrate practical skills in computer applications.

Rationale

The business community requires workers who are technically-skilled in performing office administrative tasks, who are able to plan, expedite, and facilitate the production and management of correspondence and records, and who are able to assist in financial operations. All organisations require competent personnel who facilitate an efficient office administration systems. This qualification will equip learners with these competencies.

The qualification will ensure that learners are empowered to develop efficient work habits and service skills based on integrity, respect, and love. Considering these values, learners will become responsible citizens which will contribute positively to the economy and society. An attitude of service is encouraged which will have a positive effect in any work environment.

Recognition of Prior Learning (RPL)

All admissions through RPL must be in accordance with the principles laid down by the institution's RPL Policy.

RPL is applied for learners who do not have formal academic achievement to gain access to a particular qualification, but with proven expertise and competency will be considered. Candidates may apply for exemption from certain modules on grounds of prior qualification of study concerned.

Entry Requirements

Access to this qualification is open to learners with either of the following

• National Senior Certificate (NSC).

Or

• Senior Certificate.

Or

• National Certificate (vocational) NC(V) at NQF Level 4.

The qualification consists of compulsory modules at NQF Level 5 totalling 140 Credits.

Modules

• Business Computing IA, 12 Credits.
• Communication IA, 12 Credits.
• Basic Accounting, 8 Credits.
• Business Administration IA, 12 Credits.
• Office Management IA, 12 Credits.
• Work Integrated Learning IA, 8 Credits.
• Business Administration IB, 12 Credits.
• Business Computing IB, 12 Credits.
• Office Management IB, 12 Credits.
• Communication IB, 12 Credits.
• Introduction to Public Relations, 12 Credits.
• Work Integrated Learning, 8 Credits.
• Values, Character and Personal Enrichment, 4 Credits.
• HIV/AIDs in the Workplace, 4 Credits.

1. Carry out basic accounting from journal entries up to trial balance using acquired knowledge of accounting concepts and framework.
2. Apply knowledge of the functions of human resources management and the employment equity plan.
3. Demonstrate the ability to perform office administrative and office managerial duties in office systems, procedures and records management.
4. Demonstrate skill in keyboarding, computer application (MS Office) and ability to use communication technology to expedite office work.
5. Demonstrate an understanding that the basis of all management decision-making is the access to and the use of operational and strategic information.
6. Apply basic theory and practices in marketing relevant to the business sector.
7. Apply basic knowledge of accounting procedures from journal entries up to trial balances.

Associated Assessment Criteria for Exit Level Outcome 1

• The differences between financial accounting and cost and management accounting are explained.
• The effect of various transactions on the basic accounting equation of sole proprietorship and of both a service organisation and retail organisation are described.
• Principal qualitative characteristics of accounting are identified according to the conceptual framework.
• Major steps involved in the accounting cycle are explained.
• Pre-adjustment and post-adjustment trial balance is prepared.
• Applications of internal control principles to cash receipts and cash disbursements are explained.
• Knowledge of basic background information of VAT and how to calculate it is demonstrated.

Associated Assessment Criteria for Exit Level Outcome 2

• The importance of human resources management to business is explained.
• Core human resources management responsibilities such as selection, training and retention of employees are discussed.
• Skills, knowledge and abilities needed for a supervisory role are outlined.
• The impact of changing technology, business conditions and educational preparation are discussed.
• Elements of a contract are explained.
• Duties and rights of an employee and employer are explained.
• The provisions of Basic Conditions of Employment, Labour Relations Act, Employment Equity Act and Occupational Health and Safety Act are described.

Associated Assessment Criteria for Exit Level Outcome 3

• Relevant legislation that affects records management is discussed.
• Office management that includes electronic file or subject file management is applied.
• The need for geographic records management is explained.
• Business luncheons and events are planned and managed.
• Appropriate responses in handling conflict are described.
• Meetings are arranged, agendas are prepared and minutes are taken.
• The importance of an organised workstation is explained.

Associated Assessment Criteria for Exit Level Outcome 4

• Complex business communications from brief notes and limited directions are produced with a high standard of presentation.
• The use of a PC with an audio transcription machine is synchronised to produce correspondence ready for signature and posting.
• Following the guidelines on wireless technology emails are managed and communicated effectively.
• Understanding of what influences interpersonal communication is demonstrated.
• News releases, public service announcements and other promotional materials are written.

Associated Assessment Criteria for Exit Level Outcome 5

• Knowledge of varied roles that office personnel play in business is demonstrated.
• Work-procedures are established and thought patterns that will promote efficient, productive and life-patterns are developed.
• Working environments that are sensitive to cultural, linguistic, gender and other differences are created.
• Conflict situations are resolved in the work place in an ethical and sensitive way.
• Administrative duties are performed timeously and effectively.
• Own action in ways that show knowledge and understanding of office administration are evaluated and adjusted where necessary.

Associated Assessment Criteria for Exit Level Outcome 6

• The role or the place of the customer in marketing is identified.
• Consumer and business decision-making process is described.
• Various types of wholesale distributors are described.
• Trends in retailing are discussed.
• Elements in the supply chain are enumerated.
• Pricing objectives are explained.
• Public relations concepts and public relations in relation to marketing, advertising, the promotional mix and communication are explained.

Associated Assessment Criteria for Exit Level Outcome 7

• An understanding of the accrual basis of accounting is demonstrated.
• The ability to deal with the valuation of assets is demonstrated.
• Financial statements of a sole trader in acceptable form are prepared.
• An understanding of control accounts is demonstrated.
• Accounts of non-profit organisations are prepared.
• Financial statements from incomplete records are prepared.

Integrated Assessment

The quality of the assessment is vital in order to provide credible certification and recognition of achievement. The institution makes every effort to ensure credibility in assessment through the application of clear and rigorous procedures and practices. Assessment methods are both formative and summative.

Formative assessment component comprises monthly mini-reports based on an evaluation of how well the learner has been able to apply the academic content. Assessment during the year will consist of a combination of assignments (including activities such as essays, concept maps, paragraph questions, closed tests, multiple choice questions, portfolios, self-assessment tasks in the study guides or calculations) to be submitted to and assessed by the lecturers. Assessments will be external and externally moderated.

Summative assessments are in the form of proctored examinations, or equivalent assessment. Summative assessment also tests the learner's ability to manage and integrate a large body of knowledge to achieve the stated outcomes of a full course.