Understanding the organization and administration
Understanding the Organisation
- Evident knowledge on the mission, vision, goals and objectives of an organisation is paramount. It provides more profound insight into what an establishment works towards, assists in aligning daily activities with overarching objectives.
- Be aware of the structure of an organisation. This includes the hierarchical arrangement from senior management down to subordinates and departments.
- Recognise the importance of communication systems within an organisation. This demands understanding of both formal and informal channels, and their effectiveness.
- A significant aspect to note is the organisation's culture - the shared values, beliefs, or perceptions held by employees within an organisation. It influences an employee's behaviour and understanding this helps in integrating smoothly into the organisation.
- Understand external factors affecting the organisation such as legal, technological, socio-cultural, and economic environment. They often directly influence an organisation's strategies and operations.
Grasping the Basics of Administration
- Organisation skills are crucial in administration. This covers efficient resource management, handling of paperwork and digital files, scheduling, and ensuring daily operations run smoothly.
- Identify the importance of using appropriate IT systems for various tasks. Familiarise yourself with different software and platforms that are pertinent to the role.
- Pay attention to record management - learn the correct procedures for creating, using, storing, archiving, and disposing of records.
- Sound understanding of financial procedures is required, even for non-financial administrative roles. This includes an introduction to budgeting, invoicing and managing petty cash.
- Customer service plays an integral part in administration. You must know how to handle customer queries, complaints and feedback in a professional manner.
- Understand the role of teamwork in administration. You are rarely working on your own; hence, being able to work well with others is crucial.
- Understanding of health and safety procedures in the workspace is crucial. The administration department often plays a central role in ensuring these protocols are maintained.
Effective Communication in Organisation and Administration
- Understand the importance of clear and concise communication. This is vital in relaying information, evading ambiguities and maintaining effective work relationships.
- Learn about different communication channels and their effectiveness depending on the intended message and receiver; this includes emails, meetings, phone calls, and face-to-face conversations.
- Pay attention to the role of non-verbal communication in an organisation.
- Ensure you know how to use appropriate language and tone for different situations. This includes being respectful, professional and culturally sensitive.
- Understanding of information confidentiality and the importance of using secure communication channels to avoid data leaks.