Administration office management and secretarial

The Executive Assistant or a Personal Assistant plays a pivotal role in the organization’s management, they assist the management to take responsibility for the top executive’s office tasks and manage them effectively. Personal Assistant duties include overall assistance to managers and senior executives, to handle and perform a vast variety of tasks, which ultimately contributes to the overall results of the management or the manager.

From this training program on the Executive Assistant and Personal Assistant (PA) Training Certification Course offered by Proventio Academy, the participants will cultivate a professional attitude for elevating their work relationship with their manager and building effective connections with stakeholders involved with the management.

This course will enable participants with important insights to increase tolerance to stress and stay in control of time and deadlines. They will learn crucial skills in organizing professional meetings, writing effective agendas, and minutes of meetings in this program. Participants will learn the best practices and tools that will enable them to develop their emotional intelligence, business etiquette, and multitasking capabilities to develop as a next-generation Executive Assistant, Personal Assistant, or Personal Secretary.

By the close of the Executive Assistant and Personal Assistant (PA) Training Certification Course, professionals of this course will be able to:

• Aid directors and senior managers by performing pivotal roles
• Discover proactive approaches, problem-solving and decision-making skills
• Master the art of multi-tasking and organizing skills
• Learn time management and principles of prioritizing
• Represent your Manager in the Networking circle
• Synchronize your work style with your manager’s work styles
• Strike a balance between independent decision making and getting the Manager involved
• Get situations under control with proven time and stress management strategies
• Organize meetings, appointments, travel arrangements, and manage priority tasks
• Boost their presentation and report writing skills
• Understand the art of managing conflict
• Comprehend the fundamentals of corporate and management behaviour
• Learn the impact of technology used by next-generation executives and assistants
• Understand the importance and techniques of protocol and diplomacy

This Executive Assistant and Personal Assistant (PA) Training Certification Course is great for both individuals who want to start their career in this role and also for people who have relevant experience in this position but want to refine and systemize their existing skills and knowledge to progress in their career. This is a great course for anyone responsible for supporting the management or senior officers/managers with their administrative work. They may include:

• Executive Secretaries
• Personal Secretaries
• Executive Assistants
• Personal Assistants
• Administration Managers
• Management Secretaries
• Office Managers
• Senior Assistants

Below are the course components that would be covered during the Executive Assistant and Personal Assistant (PA) Training Certification Course:

• Role of a Modern Personal Executive Assistant
• Assistant and Manager Relationship
• Time Optimization, Task Management & Prioritization
• Business Etiquettes and Diplomacy
• Effective Interpersonal Communication
• Meetings Management
• Emotional Intelligence (EI) and Stress Management
• Visitors Management
• Professional Business Communication
• Additional Responsibilities

The roles of the Executive Secretaries, Personal Assistants and other Administrative staff in business are continually evolving. Their function can sometimes be overlooked as not being integral to the organization achieving its strategic goals and objectives. However, the reality is that the Executive Secretaries, Personal Assistants and other Administrative staff have a hugely important part to play in any organization, as they provide essential services to both internal and external customers alike.

By attending the Developing Professionals Skills for Senior Secretaries/Personal Assistants training course, delegates will be able to return to work having learnt how to expand their role and deal with business situations more effectively. They will also have the confidence to use these skills and thus raise their profile in their company, and develop an action plan to put them into practice.

By attending this course, participants will be able to:

• Improve their existing skills
• Understand how to develop their role
• Learn how to write more effective correspondence
• Learn how to give memorable presentations
• Be aware of how to be more proactive
• Understand ways in which they can expand their business acumen
• Learn ways to manage their managers
• Discuss interpersonal intelligence and how it can improve their working practice
• Be aware of how they can take some control over their time and work output

This Developing Professional Skills for Senior Secretaries/Personal Assistants training course is aimed at Personal Assistants, Executive Secretaries/Assistants and Administrative staff who want to develop and enhance their role within their organization.

• Building on Existing Skills
• Developing the Role
• The Importance and Value of Communication Skills
• Managing your Manager and Raising your Profile
• Interpersonal Intelligence

This highly interactive training course provides an introduction to the finance and accounting for office administrators and secretaries who have no prior knowledge of this business area. It is designed to train the participants to support operational and financial processes. Participants will gain a clear understanding of the essential terminologies of finance and accounting. They will also learn the principles and techniques of accounting systems through practical examples and exercises.

The overall aim of the Financial Management Skills for Office Administrators & Secretaries training course is to ensure that the participants will be able to perform more effectively and efficiently within the workplace.

By attending this Financial Management Skills for Office Administrators and Secretaries training, participants will be able to:

• Appreciate the importance of the accounting and finance function, and how it links with every part of the organization, and its suppliers, customers, shareholders, lenders, and society in general
• Understand commonly used finance and accounting terminologies thereby allowing them to make a valuable contribution to the workplace in meetings or in a supportive role
• Understand the principles of accounting for routine business transactions
• Be able to summarize the results of business transactions over a period of time, and prepare simple financial statements, including the Income Statement, Balance Sheet and Cash Flow Statement
• Be able to analyze and compare company performance using basic ratios
• Understand how costing and budgeting techniques can help the company to maintain efficiency and profitability

• The Financial Management skills for office administrators and secretaries is a training course designed for Secretaries, office administrators, office assistants, personal assistants, executive assistants, administrative professional and support staff and anyone who wishes to increase their awareness and understanding of finance and accounting methods and terminology.

• Introduction to Finance and Accounting
• The Financial Statements
• Basic Evaluation of Financial Statement
• Introduction to Costing Systems
• Budgets

Records and information management is a planned, strategic initiative and cannot be carried out without proper planning and without specific, clear responsibilities assigned to each public sector professional handling these records. Undertaking this course will enhance your ability to manage records and information more effectively and seamlessly and with least risk. The modules included in this course will enhance your experience and exposure to consider record and information management holistically, predict and safeguard the records of your organization against all possible risks and threats.

Through this course, you will build your capability to handle data and information effectively and efficiently, regardless of the volume of information available. The best practices in record and information management that you would learn through this course can be replicated in any setting or organization that requires the storage of information for future reference

This course will empower you with an overall understanding and awareness of what constitutes ‘records’ and ‘information’ and what factors are implicated in effective records and information management.

The main objective of this course is to empower  public sector professionals with

• Complete information and knowledge of principles and theories as well as best practices of records and information management.
• Necessary awareness, preparedness, and abilities to predict potential threats and devise strategies and steps to protect against these.
• Adequate skill and capabilities to efficiently manage and maintain records and information.
• Confidence and ability to drive change from traditional to modern record and information management systems and implement electronic records and information management systems.
• Required skills and knowledge to work with technologies involved in electronic data maintenance.
• Adequate competency, understanding, and confidence to successfully undertake more roles and responsibilities as part of natural growth and progression within an organization.

• Board members and other senior officials responsible for objective decision making and actions based on past records and information.
• Potential investors who would like to be part of a public sector organization and would share the responsibility of maintenance of records and information available with the organization.
• Record managers and other public sector officials responsible for handling and managing records for future use.
• Human resource professionals as well as learning and development trainers responsible for providing the necessary training for awareness and upskilling to manage shift to electronic record and information management systems.
• Policymakers responsible for formulating policies and guidelines around standards and codes of conduct for appropriate records and information management.
• Auditors and compliance experts responsible for ensuring that all standards of security are maintained and adhered to.
• Any public sector professional handling records or information as part of his/her job responsibilities.

Below are the course components that would be covered during the  Electronic Records, Document, Archives and Information Management Training Certification Course:

• Overview of Records and Information Management
• Properties of Records
• Principles and Concepts of Records and Information Management
• Focus Areas for Good Record Keeping
• Advantages of Effective Records and Information Management
• Success Factors of Effective Records and Information Management
• Success Factors for Establishing Electronic Records and Information Management System
• Challenges to Effective Records and Information Management
• Professional Business Communication
• Additional Responsibilities

The role of Administrators and Secretaries require many of the same skills as senior staff in an organization. They are the persons in charge of the organization’s correspondence, and are very often the first point of contact for visitors. Therefore, they must display a highly professional image at all times.

This training course provides Administrators and Secretaries the skills to perfect their interpersonal and behavioral skills, to ensure they stay in control and on top of their responsibilities. Participants will be able to return to the workplace with the skills, knowledge and behavior to organize themselves more efficiently and to handle all the situations effectively, positively and confidently.

By attending this course, participants will be able to:

• Understand the importance of effective administration skills within an organization
• Develop the skills needed to be an administrator or professional secretary
• Manage time efficiently and think proactively
• Enhance communication and interpersonal skills
• Develop self-management and deal with time wasters
• Understand how to be assertive and build a good rapport with your manager
• Employ a proactive role in handling job responsibilities within a team environment

• Administrators and Secretaries
• Support staff who aspire to become administrators
• Those who perform the tasks within an Administrative or Secretarial position

• Effective Time Management
• Improving Communication Skills
• Assertiveness Skills
• Successfully working with Managers and Colleagues
• Organizing and Planning for Superior Performance

The Documents and Records Management training course is based largely on the international standards and methodologies for implementing Records Management. This training course is ideal for records management professionals and administrators who need a comprehensive approach and guidance to planning, setting up and managing physical and electronic records within the organization. Delegates will receive a number of templates and frameworks to kick start their records management improvement. This training course is compulsory for any staff member who has been appointed to manage records, or who has been allocated those responsibilities.

• Understand the legal environment that surrounds records management and their responsibilities in terms of the law
• Make informed decisions relating to electronic records, and advise their organizations accordingly
• Conduct a records audit as a basis for developing a records management strategy
• Create and implement a records management roadmap and programme
• Use the DIRKS records management methodology in accordance with ISO 15489
• Understand the various standards applicable to records management
• Manage records on all formats
• Conduct an analysis of processes which impact on records management
• Develop a Business Classification Scheme or File Plan
• Implement a retention schedule
• Implement a systematic disposal programme to destroy or transfer records which no longer have value
• Understand the risks associated with various types of records media and protect against these risks.
• Understand Vital records, and implement a vital records plan
• Develop a change and communications plan.
• Implement an on-going audit and assessment programme.

• This Document and Records Management course is designed for:
  • Document controllers & administrators
  • Records management professionals
  • Senior registry officials
  • Departmental heads responsible for records management
  • Departmental/unit records coordinators
  • IT staff responsible for records management

• Introduction to Documents and Records Management
• Regulatory Environment and Strategy
• Change Management and Implementation
• Records Classification
• Disposal and Compliance Monitoring

This Office Administration and Management Course offered by Proventio Academy is a very interactive and knowledge-sharing training program.  Participants will learn skills to manage an office atmosphere effectively and thereby contributing to their organizations as well as their own growth and success.

This course gives crucial and in-depth knowledge that will empower you to outshine as an effective manager at your workplace. You will discover the best practices such as being an excellent coordinator in your office space, a great multi-tasker, and an outstanding communicator.

In this program, you will also learn the importance of delivering outstanding customer service experience to see a cascading impact on the business. You will also learn the effects of stress at the workplace, and how to manage them by setting priorities that will empower you to be more energetic and productive. Participants will also master the efficient use of time to enhance your productivity and lower work pressure. You will learn to be an excellent coordinator and facilitator of team and business meetings. With communication Skills modules, you will learn to be effective with phone and email etiquettes and techniques.

By the end of the Office Administration and Management Course, the participants of this course will be able to:

• Understand the importance of their role in an organization
• Learn different tactics when dealing with tasks concerning the management and individuals from different departments
• Develop action plans to complete their tasks more effectively
• Understand the techniques of Planning, Organizing and Controlling
• Learn the techniques to manage records and documentations
• Learn how to manage emotions, both theirs and that of others during stressful situations
• Enhance your multi-tasking Skills
• Learn the skills of Priority Management
• Implement verbal and written communication approaches
• Coordinate and organize meetings effectively
• Manage telephone calls efficiently and professionally
• Learn to make quick decisions and resolve office-related matters
• Develop relationships throughout the organizational structure
• Develop a customer-centric and service attitude and mindset
• Learn the main causes of stress and apply the practices to control it
• Employ time management techniques for better efficiency
• To submit information in a more effective manner
• Manage time efficiently and be able to think proactively

By the end of the Business Continuity Management Program, participants will be empowered to:

• Build Capabilities to auto-manage the business to deal with any potential threat
• Ensure timely response to manage business continuity
• Ensure a smooth flow of the business operations

This training in Office Administration and Management allows you to evaluate and develop your interpersonal and professional skills. The program is designed to provide office administrators, assistants, administrative supervisors and staff, executive secretaries, personal assistants, records management officers, and office managers within the office environment, who want to build on their skills and knowledge.

• Role of an Office Administrator
• Developing an Effective Office Management System
• Becoming a ‘Star Administrator’ in Office
• Customer-Centric Mindset
• Office Technology
• Event and Travel Management
• Business Meetings
• Time Management
• Telephonic Skills as an Office Administrator
• Emotional Intelligence

For organizations that have intensive and complex business processes, An EDMS should be implemented for effectiveness. Document control is very important to ensure that no outdated documents are used and only the latest, correct, and approved documentation are used in circulation within the organization.

EDMS is a software system used to create, manage, track, and store important documents and information. It keeps a track of the different versions modified by authorized personnel over a period of time. It involves the digitalization of information, standardizing document workflow systems, and records management systems.

It aims to get rid of the hard copy papers which consume space and time. Proventio Academy has designed this training program for participants that belong to departments and perform functions that oversee back-office processes or are involved in a lot of repetitive documentation processes.

The main objective of this course is to empower public sector professionals with—

• The ability to understand the fundamental concepts of Document Management Systems
• Knowledge  on the document lifecycle process
• Comprehension  about the principles of unified archiving and indexing procedures
• Action plans for document and records management
• Skills required to manage and control the flow of documents within departments
• Understanding  of the concepts of scanning, indexing and archiving of documents
• Automated office support functions that involve documentations
• Understanding  of the compliance requirements of ISO 9000 and other regulatory bodies
• Knowledge  on the different technologies available and involved in EDMS
• Skills to engage in Automation of processed and business workflow systems
• Skills to ensure proper approval processes are followed during the document flow
• An eye to identify version and revision changes in the history of the documents

This program is designed for all working in a document filled work atmosphere and for all those looking to build their career in the field of document management. Below are a few roles that need to participate in this program.

• Quality document controllers
• Administrative Document Controllers
• Security Document Controllers
• Information and Records Management staff
• Office clerks and document handlers
• Digital transformation executives
• Office Managers
• Management Assistants and Secretaries
• Compliance Officers and Auditors
• Information Security officials
• Operations Managers
• Librarians

• Foundation: Electronic Document Management System (EDMS)
• Electronic Document Management Standards and Regulations
• EDMS: Implementation and Framework
• Electronic Document Lifecycle
• EDMS Operations
• Tools of EDMS
• EDMS and Business Operations
• Document Control and Security

What is financial decision making? All businesses continually need finance to maintain their existence. It wouldn’t be far-fetched to say that businesses exist because of money to make more money. A proper understanding of finance by the manager can prove to be the distinguishing factor between a successful and an unsuccessful business. Merely arranging funds and then spending it on various activities cannot spell prosperity for the firm.

It requires apperception that there is a science behind acquiring and allocation of funds. The management needs to strategically make decisions regarding crucial financial aspects. Developing skills regarding strategic use of finance will increase the profitability of the business and ensure its long-term survival among the cut-throat competition.

This training course acknowledges that understanding finance is closely associated with strategic decision making and offers a parallel between finance and effective strategy formulation. This course is a prerequisite for any professional who aims to make a positive impact in their jobs with the enhanced practical and conceptual insight into finance.

On successful completion of this course, participants shall be able to:

• Understand the application of elemental principles of finance to business strategy and policymaking
• Appreciate correlation between finance and strategy
• Comprehend how strategic decision making can increase shareholder’s wealth and result in value maximization
• Know various functions of finance and how they affect the overall well-being of the firm
• Value assets and manage financial risk for the firm
• Understand various concepts related to working capital management, evaluation techniques, financial analysis, time value of money, etc

• Budding entrepreneurs, start-up founders
• Financial managers, credit managers
• General managers, corporate managers, operations managers
• Business Policymakers
• Departmental heads, managers, executives
• Financial analysts
• Investors

• Introduction to the Basics of Finance and its Relation to Strategy
• Concept of Time Value of Money
• Risk and Return: Trade-Off
• Capital Budgeting
• Investment Strategy
• Capital Structure
• Value Maximization and Risk Management
• Financial Planning and Analysis

Administrators, Secretaries & PAs are now often called upon to make documents and correspondence available. It is important that the business writing skill is of the highest professional standard. How well you communicate determines your own professional image as well as perceptions of your organization. It directly influences how others view your work performance, as well as your eligibility for career advancement.

By attending the discussion and activity based Business Writing Skills for Administrators, Secretaries & PAs training course, delegates will be able to return to the workplace confident in their ability to prepare professional and effective documents; thus enabling them to raise their profile within their organization.

At the end of this training course, delegates will:

• Improve their basic English language skills
• Learn how to plan and prepare documents quickly and efficiently
• Upskill their ability to produce effective minutes and reports
• Know how to avoid the pitfalls of written communications
• Be able to produce persuasive communications to get better results in the workplace

• Administrators, Secretaries and Personal Assistants
• Support staff who want to be able to create professional and effective written work
• Those who wish to communicate in a modern and efficient, yet professional manner
• Those who want to develop and enhance their role within their organization

• The Management Function: Office Management
• Communication: Its Power, Components and Levels
• Organizational (Behavioural and Technical) Competence Effectiveness
• Interpersonal Skills
• Implementation/Administration Guidelines