BSBWRT401 Write Complex Documents

Introduction:

Purpose:

The purpose of the present study is to delve into the job role of an administrative officer as far as an organization is concerned. The objective of the paper is also to look into the desired skills, competencies and career path of an administrative officer.

Overview of the report:

The report opens with a section which tells the readers about the roles of an administrative officer. The next section deals with the skills followed by qualifications, job availabilities and career options of an administrative officer.

The role of an office administrator:

The roles of an administrator are as follows:

Coordination:

An office administrator over the working of all the other departments and ensures that they comply with the organizational norms. The office administrator coordinates the functions of the interdependent departments like marketing, production, finance and human resource department (Marquis et al., 2017). He makes sure that they do their work according the company policies. He ensures that the staffs follow laws and policies while operating (Ou et al., 2014).

Supervision:

An administrative officer supervises the conducts of the staff members to ensure that they follow the office rules and norms while working. He looks into the matter of attendance and ensures that all the staffs attend office on time. He keeps a record of the early leaves, paid leaves, logging in and out time and other attendance related matter (Metzger, 2015).

Managing agendas of the upper management:

The administrative officer maintains a record of the agendas of the upper management and senior managers. He keeps a record of the meeting dates, venues and the particulars of the people liable to attend these meetings. The administrative officers in certain organizations are entrusted with the responsibilities of arranging for transport of the senior managers when they travel outstation to attend meetings (Martin, 2014).

Desired skills:

Communication skills:

Communication skills are one of the most important skills of an administrative officer. He needs to coordinate with the people of all levels and requires to communicate to them about the office policies if the situation demands. He also needs to manage the agendas of the higher management about meetings and business trips. They may also be required to contact the hotels and travel agencies while executing their duties. All these job roles require the administrative officer to have strong communication skills to be able to execute his roles efficiently (Brea?Solís, Casadesus?Masanell & Grifell?Tatjé, 2015).

Technological skills:

The administrative officer needs to have a strong knowledge of technology to fulfill his daily on day to day basis. He needs to have a deep of softwares like excel and internet portals in order to be able to make presentations before the management. He also needs to have good knowledge about invoice and bill handling softwares to be able to maintain records of the bills related to the meetings and travels of the senior executives (Bloom et al., 2014).

Time management:

An administrative officer is required to coordinate with all the other departments which require them to have time management capabilities. He is often require to schedule meeting of the top executives and manage the guests to the organization. All these multiple responsibilities require the administrative officer to have a very strong time management capability.

Relevant qualifications of an administrative officer:

Post graduate:

An administrative officer should be a post graduate with knowledge about office management. He should have the knowledge about how to management the various departments, management techniques and other areas which will be required on day to day to execute his job responsibilities. Most organizations, especially the multinational organizations require their administrative officers to hold a post graduate degree in management. However, there are organizations which do not require their administrative officers to hold a management degree.

Computer proficiency:

An administrative officer requires to present facts before the upper level management in various formats like excel and power point presentations. They require to have a sound knowledge about computer and how to use it to give presentations. Thus, holding a certificate in computer education is always a great advantage.

Accounting knowledge:

The administrative officer is required to maintain the bills and invoices pertaining to the business travels of the senior managers and the guests. They are often required to calculate these expenditures and present the same with the accounts departments. Thus, having training on accountancy helps an administrative officer to keep the accounting records more efficiently.

Job availabilities of an administrative officer:

The following are the job responsibilities of an administrative officer:

1. An administrative officer Maintains record of the operations in the office pertaining to all the departments.  He requires maintaining those records in various forms like email, spreadsheets and data bases. He is also required to share the information with the departmental heads and help them to manage their departments better.
2. An administrative officer requires maintaining record of all the filings and the expenditure of the office.
3. He is also required to ensure that the office has sufficient number of employees to conduct business smoothly on any given day.
4. Maintain a list of assets, both fixed assets like furniture and intangible assets like the softwares installed on the computer systems.
5. An administrative officer is also required to hold training of existing staff members and induction training of the newly hired candidates to educate them on the rules and regulations of the company.

Job availability:

The multinational companies hire administrative officers to manage their offices and branches. The small companies also hire them to manage their offices and employees.

Career options: 

The administrative officer has bright career prospects and he can rise to higher posts within the organizations. He can use his experiences to obtain jobs paying higher salaries in higher roles like senior manager.

Conclusion:

The paper shows that the administrative officers play a very important role in the administration of organizations. It is a demanding job profile which calls for several competencies and has a bright career path. The following are the four recommendations for the graduates who wish to join as administrative officers:

1. Obtain a  post graduate degree because it will help in getting administrative jobs in MNCs.
2. Acquire sound knowledge of computer and accounting, if possible.
3. Sharpen communication skills.
4. Master the art of time management

References:

Bloom, N., Garicano, L., Sadun, R., & Van Reenen, J. (2014). The distinct effects of information technology and communication technology on firm organization. Management Science, 60(12), 2859-2885.

Brea?Solís, H., Casadesus?Masanell, R., & Grifell?Tatjé, E. (2015). Business model evaluation: quantifying Walmart's sources of advantage. Strategic Entrepreneurship Journal, 9(1), 12-33.

Hajnal, G., & Kovács, É. (2013, September). Coordination at the Middle: Reforms of the County Level State Administration in Hungary (1990-2012). In EGPA, Annual Conference, Edinburgh, UK (pp. 11-13).

Marquis, J., Farris, C., Hall, K., Kamarck, K. N., Lim, N., Shontz, D., ... & Wong, A. (2017). Improving Oversight and Coordination of Department of Defense Programs That Address Problematic Behaviors Among Military Personnel.

Martin, W. (2014). Court administrators and the judiciary-partners in the delivery of justice.

Metzger, G. E. (2015). The Constitutional Duty to Supervise.

Ou, A. Y., Tsui, A. S., Kinicki, A. J., Waldman, D. A., Xiao, Z., & Song, L. J. (2014). Humble chief executive officers’ connections to top management team integration and middle managers’ responses. Administrative Science Quarterly, 59(1), 34-72.