Secretarial & Computer Application

Course Description:

The Secretarial & Computer Application course is designed to equip students with the essential skills needed to perform administrative and office duties efficiently in a modern, technology-driven business environment. This course combines traditional secretarial skills with computer application proficiency, preparing students to manage office tasks, communication, scheduling, and document processing effectively.

The course covers a variety of topics, including office management, communication, typing, data entry, document preparation, and the use of office software tools such as word processing, spreadsheets, presentations, and databases. It also incorporates key elements of business etiquette, customer service, and the role of a secretary in supporting business operations.

Course Content:

  1. Introduction to Secretarial Work
    • Understanding the role of a secretary in modern offices.
    • Key responsibilities: managing schedules, organizing meetings, handling correspondence, and maintaining records.
    • Developing an understanding of office hierarchies and team structures.
    • The importance of confidentiality, professionalism, and ethics in secretarial work.
  2. Business Communication Skills
    • Effective written communication: business letters, memos, emails, and reports.
    • Telephone etiquette and professional communication via email and chat.
    • Face-to-face communication skills: handling visitors, meetings, and interactions with clients.
    • Listening and interpersonal skills for effective communication.
  3. Typing and Data Entry Skills
    • Typing speed and accuracy: practicing typing on a computer to meet professional standards.
    • Data entry and document formatting for creating professional documents.
    • Understanding document structure and layout in word processing software.
    • Introduction to transcription skills (e.g., taking dictation and converting audio to written form).
  4. Office Management and Administration
    • Organizing and maintaining office documents, files, and records (physical and digital).
    • Scheduling meetings, managing calendars, and organizing appointments.
    • Managing office supplies, ordering resources, and maintaining inventories.
    • Coordination of office tasks, including mail management, phone calls, and emails.
  5. Computer Applications: Word Processing (Microsoft Word)
    • Introduction to word processing software (e.g., Microsoft Word or Google Docs).
    • Formatting documents: creating reports, letters, memos, and other business documents.
    • Using advanced features: tables, charts, bullet points, and text formatting for professional presentations.
    • Mail merge and document templates for efficient document creation.
  6. Spreadsheet Applications (Microsoft Excel)
    • Introduction to spreadsheet software (e.g., Microsoft Excel).
    • Creating, formatting, and managing spreadsheets for data entry, analysis, and calculations.
    • Using formulas, functions, and charts to analyze and present data.
    • Creating simple databases, and managing data sets (sorting, filtering, and basic reporting).
  7. Presentation Software (Microsoft PowerPoint)
    • Introduction to presentation software (e.g., Microsoft PowerPoint).
    • Designing effective slideshows for presentations and meetings.
    • Inserting multimedia (images, videos, and charts) to enhance presentations.
    • Creating dynamic and professional presentations with animations and transitions.
  8. Database Management (Microsoft Access)
    • Introduction to database software (e.g., Microsoft Access).
    • Creating and managing simple databases, including tables, forms, queries, and reports.
    • Understanding the importance of data management for effective office operations.
  9. Internet and Email Applications
    • Basic internet browsing and researching information.
    • Using email for professional communication: sending attachments, formatting emails, and email etiquette.
    • Managing contacts and calendars using email platforms (e.g., Outlook, Gmail).
    • Introduction to cloud-based tools and document sharing (Google Drive, OneDrive, Dropbox).
  10. Business Etiquette and Professionalism
    • The importance of professional demeanor in the workplace.
    • Office attire, grooming, and body language.
    • Time management and prioritization of tasks.
    • Handling confidential information and managing workplace relationships.
  11. Basic Accounting and Financial Management
    • Understanding simple accounting tasks: invoicing, bookkeeping, and expense reports.
    • Using spreadsheet software for basic accounting tasks.
    • Preparing budgets, financial reports, and simple statements.
  12. Customer Service Skills
    • Handling inquiries and providing support to clients and colleagues.
    • Managing customer expectations and resolving complaints.
    • Building and maintaining positive relationships with clients and vendors.

Qualifications to Join the Course:

The Secretarial & Computer Application course is suitable for individuals who want to pursue a career in administrative support, office management, or secretarial roles. The general qualifications required to join this course include:

  • Age: 18 years and above.
  • Educational Background:
    • Completion of Form IV (Secondary School) or equivalent, with a basic understanding of English and mathematics.
    • Form VI (Advanced Secondary School) or equivalent may be required for higher-level positions.
  • Computer Literacy: Familiarity with basic computer functions (e.g., using a mouse, keyboard, and browsing the internet) is helpful, but beginners can start with introductory computer courses.
  • Communication Skills: Good spoken and written communication in English or the primary language of the region.
  • Attention to Detail: Precision and accuracy are important for document preparation, data entry, and office administration tasks.
  • Organizational Skills: Ability to manage multiple tasks, schedules, and documents efficiently.

Benefits of the Course:

  1. Career Opportunities: Graduates of this course can pursue careers as secretaries, office assistants, administrative assistants, executive assistants, or personal assistants in various industries such as hospitality, healthcare, education, and corporate offices.
  2. Professional Skillset: The course helps students develop strong administrative and technical skills, making them highly employable in office and business environments.
  3. Hands-On Training: The course includes practical training on the use of office software tools, typing, and document preparation, ensuring that students are job-ready.
  4. Efficiency and Productivity: Students will learn to improve efficiency in handling office tasks, document management, and communication, which is essential in any office environment.
  5. Certification: Successful completion of the course results in a certification that is recognized by employers, increasing job prospects.
  6. Job Readiness: The course prepares students for a wide range of administrative roles, from managing daily office operations to supporting top executives in their work.

Certification:

Upon successful completion of the Secretarial & Computer Application course, students will receive a certificate that is recognized by employers in the business and administrative sectors. This certification can enhance job prospects and open up career advancement opportunities.

The Secretarial & Computer Application course provides the foundational skills needed for a successful career in administrative support, office management, and secretarial roles. It combines traditional office skills with modern computer application proficiency, equipping students to manage office tasks effectively in any business environment. Whether you’re looking to enter the workforce or enhance your existing skillset, this course offers the tools to succeed.