Company Secretarial Courses In South Africa:

What Is A Secretary Or Personal Assistant (PA)?

These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. Traditionally, these duties were mostly related to correspondence, such as the typing out of letters, maintaining files of paper documents, etc. The advent of word processing has significantly reduced the time that such duties require, with the result that many new tasks have come under the purview of the secretary.

These might include managing budgets and doing bookkeeping, maintaining websites, and making travel arrangements. Secretaries might manage all the administrative details of running a high-level conference or arrange the catering for a typical lunch meeting. Often executives will ask their assistant to take the minutes at meetings and prepare meeting documents for review. They may also do personnel paperwork which used to be thought of as a Human Relations function; this might also include understanding the complex rules regarding Visa and Immigration.

The work of an executive assistant differs slightly from that of an administrative assistant. Executive assistants work for a company officer (at both private and public institutions), and possess the authority to make crucial decisions affecting the direction of such organizations, and is therefore a resource in decision-making and policy setting.

The executive assistant performs the usual roles of managing correspondence, preparing research, and communication while also acting as the "gatekeeper", understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive's time.

An executive assistant may from time to time act as proxy for the executives, representing him/her/them in meetings or communications.

An executive assistant differs from an administrative assistant in that they are expected to possess a higher degree of business acumen, be able to manage projects, as well as have the ability to influence others on behalf of the executive.

What You Will Learn In This Executive Personal Assistant Diploma

This topic will assist you to organise all the information you encounter in your office one day. Because we live in an information age where we must manage huge amounts of information every day, we must know how to effectively store and retrieve it. Every company must plan its storage and retrieval system. the system musts be implemented and controlled properly if the company wants to be successful and competitive.

Handling of Petty Cash

We may assume that in a business all moneys received are banked each day and any payments made will be done by cheque or an electronic transfer. There are, however, items that need to be purchased on a day-to-day basis that does not warrant a cheque being issued for such a small amount. That is why we use petty cash. Think of the day-to-day activities in a business: letters are written, accounts are mailed to clients, a casual worker may be hired to clean the office. For all these activities to take place cerain items are needed and it must be supplied by the employer. Because it is a small expense, such as ink for the printer, stamps and envelopes, wages and stationery, it will be paid from the petty cash.

Managing a diary

Failing to plan is planning to fail - clever words and true. Thorough and detailed planning is the backbone of every successful event and that is especially true in the corporate world. Successfully managing such and event starts on your very first day of work. In your job you will soon become aware of the importance of planning your work day carefully so that sufficient time is allocated to each one of your responsibilities. Your success as an office worker will, to a great extent, depend on meeting deadlines and acting timeously - all possible if you time manage successfully. This is where the ability to manage a diary successfully comes in.

Coordinate meetings and minor events

Meetings and events such as exhibitions, award ceremonies, gala dinners and conferences are part and parcel of the activities of every business and it usually is the responsibility of the secretary or personal assistant. Planning an event takes a lot of careful planningand hard work. It can also be very stressful, especially when things go wrong at the last minute! If, however, you sart your planning early, stress can be minimized and all your plans fall neatly into place. Presenting a well-planned, successful event can be very rewarding for yourself and the participants.

Process incoming and outgoing calls

The word etiquette refers to social behaviour that is based on consideration for others. Simply put, etiquette means good manners. You must be well-mannered and professional at all times when answering the telephone. It also means showing consideration for others in the way that we use and handle our telephones. For the caller, reception is the first point of contact with a company. Therefore how you conduct yourself when you answer is of utmost importance. When talking to someone fact to face your appearance and body language help create a positive image, over a telephone you only have your voice.

Who Will Benefit From This Executive Personal Assistant Diploma?

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any student who cannot afford to go to university to study but wants to acquire more knowledge and understanding in this specific working environment and thus making them employable.

What Award Will I Have After I Have Studied This Course In Executive Personal Assistant (PA)?

We also offer the following Professional Qualifications that are well suited to this area of study:

ICB National Diploma: Office Administration
CIS professional qualification: Management and administration
CIS professional qualification: Governance and administration

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