Office Administration Career Guidance

What is Office Administration?

Office administration is the process of overseeing the day-to-day activities of an office. An employee who performs these activities is called an office administrator or office manager.

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What are the duties and tasks of an Office Administrator?

An Office Administrator carries out various duties, including:

  • organising files;
  • answering telephone calls and responding to e-mails;
  • sorting mail;
  • assisting with inventory (stock) control;
  • providing secretarial duties;
  • supervising and coordinating activities of staff;
  • overseeing junior staff; 
  • interacting with clients.

What skills and abilities are required to become an Office Administrator?

The person must:

  • be able to supervise others;
  • have good oral and written communication skills;
  • have the ability to work with computers; 
  • have good organisation skills.

Office administrators should be capable of using the following office equipment:

  • Computers;
  • Filing systems;
  • Voice messaging systems;
  • Fax machines; 
  • Photocopier machines.

What are the minimum entry requirements to study Office Administration?

At a TVET College, the normal entrance requirements for the Office Administration course are:

  • NC(V) Programme in Office Administration: Grade 9 Certificate + college requirements set per programme.
  • NATED Programme in Management Assistant: Grade 12 Certificate or NC(V) Level 4 Certificate in Office Administration.

What should I do if I want to become an Office Administrator?

  • Visit or contact a TVET College nearest to you to enquire about the entrance requirements to do the Office Administration or Management Assistant course;
  • Visit companies to gain more knowledge about the field and what it entails;
  • Contact DHET Career Development Services to provide you with free quality career in formation, advice and counselling services on 086  999  0123 or e-mail: careerhelp@dhet.gov.za
  • Go for an aptitude test to help understand if a career as an Office Administrator is for you; 
  • Attend Career Exhibitions in your area to liaise with higher learning institutions and obtain application forms.

Students who complete the Office Administration course at a TVET College can be employed as an:

  • Administrative Officer/Clerk;
  • Personal Assistant (PA);
  • Receptionist;
  • Secretary;
  • Transport Administrator;
  • Hospital Administrator; 
  • Inventory and Supply Officer.
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