Secretarial Administration

1
Secretarial Administration

• Part I
• Principles of Good Administration

2
Content of Presentation

• Purpose and Function
• Relevant Type of Administration
• Principles of Secretarial Administration
• Basic Practices
• Basic Tools
• Supporting Tools

3
Purpose, Function and Type

• Purpose
• Provide correct and systematic information
• Provide description of the management setup
• Function
• As a tool for the management in decision making
• As a tool to monitor progress and performance
• As a tool to evaluate targets
• Type
• Secretarial Administration
• Financial Administration

4
Principles of Secretarial Administration

• Record every event must be recorded including
  the results and / or conclusions
• Archive every record must be archived or filed
  for future reference
• Secure secure the archives, dont lose them
• Time, Date, Place in recording events be
  specific with time, date and place
• Code proper coding makes locating documents at a
  later date easy
• Specific Tasks clear distribution of tasks and
  responsibilities

5
Basic Practices

• Customer Data Recording All data of the
  customers must be recorded in a simple data base
  for future reference
• Planning Activities Every main activity must be
  properly planned and budgeted for (included in
  budget plan)
• Making Minutes of Events or Meetings Provides
  hard evidence of events, decisions and binding
  commitments

6
Basic Practices

• Archiving archiving letters (incoming/outgoing),
  photos, brochures, offers etc.
• Letter writing formulation of formal letters
  utilizing proper codes
• Holding meetings planning the agenda and
  managing the meeting and subsequent follow-up
• Scheduling activities planning of events and
  monitoring progress

7
Basic Tools

• Customer Data Book
• Activity recording book ? includes the minutes
• Outgoing and Incoming Letter book
• Archive record book and related tools
• Activity planning book or sheet

8
Supporting Tools

• Shelf or cupboard to keep all administrative
  documents
• Typewriter for typing letters and reports
• Above mentioned books
• Binder, boxes or folders to store the archives
• Punch hole, stapler, ruler, pen and other
  relevant office stationery equipment
• Writing desks and chairs