Professional Diploma in Secretarial and Office Administration

This diploma comprises 15 courses. Each course contains 6 modules (20 hours/module), totaling 120 credit hours. The program is designed to be delivered physically or in a blended mode in collaboration with Cambridge International College (UK) and NAEWFIRST Academy (Canada).

Program Objectives

• Equip students with the skills needed to manage administrative tasks effectively.
• Develop communication, organizational, and multitasking skills critical to secretarial roles.
• Introduce modern technologies and tools for efficient office management.
• Foster professionalism and ethics in secretarial work.

Course Structure

1. Fundamentals of Secretarial Duties

• Roles and Responsibilities of a Secretary
• Office Hierarchies and Communication Channels
• Essential Office Skills
• Managing Confidential Information
• Filing and Record-Keeping Systems
• Case Studies in Secretarial Best Practices

2. Professional Communication

• Business Communication Basics
• Writing Effective Emails and Letters
• Telephone and Video Call Etiquette
• Public Relations for Secretaries
• Report Writing and Documentation
• Enhancing Listening and Interpersonal Skills

3. Office Technology and Software Applications

• Introduction to Office Technology
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Scheduling and Calendar Management Tools
• Cloud-Based Office Tools (Google Workspace, OneDrive)
• Basic Troubleshooting of Office Equipment
• Cybersecurity for Office Professionals

4. Time Management and Prioritization

• The Importance of Time Management
• Planning and Organizing Tasks
• Managing Deadlines and Workload
• Tools for Time Management
• Balancing Multitasking with Efficiency
• Case Studies in Time Management Success

5. Meeting and Event Coordination

• Planning and Scheduling Meetings
• Preparing Agendas and Meeting Materials
• Managing Meeting Logistics (Venue, AV, Catering)
• Taking Minutes and Following Up
• Organizing Corporate Events
• Case Studies in Successful Event Coordination

6. Office Organization and Management

• Principles of Office Management
• Space Management and Layout Optimization
• Inventory and Supplies Management
• Maintaining an Organized Workspace
• Ergonomics and Health in Office Settings
• Office Management in a Digital Age

7. Customer Service Excellence

• Understanding Customer Service Principles
• Handling Customer Complaints Professionally
• Delivering Exceptional Service to Internal Clients
• Building Long-Term Customer Relationships
• Managing Difficult Customers
• Case Studies in Customer Service

8. Business Etiquette and Professionalism

• Workplace Ethics and Professionalism
• Business Attire and Presentation
• Respecting Cultural Differences
• Dealing with Workplace Conflicts
• Networking and Professional Relationships
• Case Studies in Professional Conduct

9. Document Management Systems

• Basics of Document Creation and Editing
• Organizing and Archiving Documents
• Security in Document Management
• Introduction to Digital Filing Systems
• Version Control and Updates
• Document Management Case Studies

10. Financial Basics for Secretaries

• Introduction to Office Budgeting
• Handling Petty Cash and Expense Reports
• Invoicing and Payments Management
• Financial Record-Keeping Basics
• Understanding Basic Financial Terms
• Financial Accuracy in Secretarial Work

11. Travel Arrangements and Coordination

• Managing Travel Schedules
• Booking Transportation and Accommodation
• Visa and Passport Procedures
• Preparing Itineraries
• Travel Expense Reporting
• Travel Management Challenges

12. Writing Skills for Secretaries

• Drafting Formal Business Letters
• Writing Memos and Notices
• Editing and Proofreading Documents
• Grammar and Punctuation Essentials
• Writing for Different Audiences
• Real-World Writing Scenarios

13. Problem-Solving and Critical Thinking

• Identifying and Analyzing Problems
• Creative Thinking Techniques
• Decision-Making Strategies
• Handling Unexpected Situations
• Collaborative Problem-Solving
• Case Studies in Problem-Solving

14. Health and Safety in the Office

• Basics of Workplace Safety
• Emergency Procedures in Offices
• Ergonomic Practices for Secretaries
• Identifying and Reporting Hazards
• Stress Management at Work
• Creating a Safe and Healthy Work Environment

15. Capstone Project in Office Administration

• Identifying a Problem in Office Management
• Designing a Solution Framework
• Implementing Technology Tools
• Developing a Comprehensive Report
• Presenting Findings and Solutions
• Final Project Submission and Evaluation

Delivery Mode

• Physical: On-campus practical workshops and lectures.
• Blended: Online theoretical sessions supplemented by in-person practicals.

Assessment

• Assignments, practical tasks, role-plays, presentations, and a capstone project.

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