Course Overview

Personal Assistant and Secretarial Duties play a vital role in supporting efficient business operations and organisational productivity. These roles involve managing schedules, handling communications, organising meetings, coordinating travel arrangements, and providing essential administrative support to executives and teams.

This Personal Assistant and Secretarial Duties course is designed to equip participants with practical office management and administrative skills required in modern workplaces. Participants will develop proficiency in business communication, document handling, meeting coordination, mail management, desktop publishing, recruitment support, and professional company representation.

By the end of the programme, participants will be prepared to perform a wide range of personal assistant and secretarial responsibilities confidently, professionally, and efficiently while contributing to organisational success.

Agenda

Day — 1 Personal Assistant and Secretarial Roles

• Exploring the different types of Personal Assistant (PA) and secretarial roles within organisations
• Understanding the key roles, responsibilities, and duties of personal assistants and secretaries
• Discussing the personal attributes, professional qualities, and skills required for effective office administration
• Understanding the office environment, including:
  • Office Layout and Design
  • Environmental Factors
  • Health and Safety Considerations
• Exploring office furniture, furnishings, and best practices for workplace arrangement and organisation
• Identifying common office equipment and machinery and understanding their functions within administrative operations
• Understanding the business and commercial environment across different types of organisations and enterprises

Day — 2 Business Letters and Desktop Publishing

• Defining business communication and understanding its importance in professional environments
• Exploring the structure and key elements of written business communications, including:
  • Reports
  • Forms
  • Memos
  • Emails
• Discovering desktop publishing (DTP) software used to create professional business documents
• Understanding computer systems and applying best practices for effective and secure office technology usage
• Exploring filing systems and the management of business data and information
• Understanding the preparation process and formatting requirements for professional business letters

Day — 3 Mail and Meeting Management

• Understanding the process of handling incoming mail, including sorting, opening, recording, and distribution procedures
• Exploring outgoing mail procedures and mailing equipment, including dispatching, postage, and posting methods
• Understanding the tasks involved in dictation, proofreading, and checking typed or word-processed documents
• Discussing reception duties and the role of office administrators in professionally representing the company
• Exploring techniques and tools used for arranging meetings, appointments, and schedules efficiently
• Identifying the key responsibilities and activities required before, during, and after meetings

Day — 4 Travel Arrangements and Transaction Management

• Distinguishing between different types of business events and arrangements, including conferences, events, logistics, and travel coordination
• Developing communication skills required for managing business events and travel arrangements professionally
• Exploring best practices for planning, organising, and managing travel and business events efficiently
• Understanding techniques and tools used to record financial transactions, including:
  • Bookkeeping
  • Ledger Management
  • Banking Procedures
• Recognising the importance of documenting sales transactions and managing petty cash effectively
• Understanding methods for handling and managing invoices, receipts, bills, and cheques accurately
• Discussing the importance of proper record-keeping and financial documentation within organisations

Day — 5 Recruitment and Promotion

• Identifying the role of administrative support staff in recruitment and staffing activities
• Exploring the key stages involved in recruiting office personnel, including:
  • Advertising Vacancies
  • Interviewing Candidates
  • Selection Tests
  • Induction Programmes
  • Training and Counselling
• Distinguishing between job analysis and job description processes and their importance in recruitment
• Understanding the technical and managerial aspects of office and administrative management
• Exploring practical tips, strategies, and professional tactics for career development and promotion opportunities

Learning Outcomes

After completing the Personal Assistant, Administrative, and Secretarial Duties course, participants will be able to:

• Understand the roles and responsibilities of office administrators, personal assistants, and secretaries
• Understand office environments and the effective use of office equipment and systems
• Create and draft professional business letters using desktop publishing tools
• Manage company documents, filing systems, data, and information while ensuring confidentiality and data privacy
• Handle incoming and outgoing mail, dispatching, and correspondence management efficiently
• Organise appointments, schedule meetings, and provide operational administrative support
• Coordinate travel arrangements and assist in organising meetings and business events
• Review and maintain records of financial transactions accurately
• Represent the company professionally and manage workplace communication effectively
• Support recruitment activities by preparing job descriptions, assisting with interviews, and supporting staff training and coaching

Who Should Attend

This Executive Personal Assistant course is designed for professionals interested in developing and strengthening their personal assistant and secretarial skills, including:

• Office Administrators
• Personal Assistants (PAs)
• Secretaries
• Aspiring Administrative Professionals
• Existing Administrative Staff seeking to enhance their professional skills and workplace effectiveness