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Office Administration and Secretarial Masterclass

Office Administration and Secretarial Masterclass

A Complete Office Management System, Built on the POGCDCC Framework

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Platform:
Online
In-class
Date Venue Duration
12 - 16 October 2026 Sandton, Gauteng 5 Days
23 - 27 November 2026 Sandton, Gauteng 5 Days

Course Objectives

Who should attend?

Course Outline

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Course Introduction

This comprehensive Masterclass is designed to equip current and aspiring Office Administrators and Secretaries with the essential skills required to excel in today’s dynamic workplace. Participants will learn to effectively manage office operations, enhance productivity, streamline administrative processes, and foster professional growth.

 

Office administration plays a critical role in organisational efficiency, fostering innovation, managing workflow, and ensuring seamless communication across departments. At the centre of this Masterclass is the POGCDCC framework — Planning, Organising, Guiding, Communicating, Directing, Coordinating, and Controlling — a practical, repeatable system for running any office function, which you’ll apply throughout the course rather than encounter as an abstract model.

Course Duration Options

This Office Administration and Secretarial Masterclass is available in two formats, so you can choose the depth that fits your time and needs:

2-Day Essentials Core Foundations

Office administration foundations, the POGCDCC framework, core time management and communication skills, and customer service excellence.

Ideal for: Those who need practical, immediate capability without an extended time commitment.

5-Day Comprehensive Full Depth

Everything in the 2-Day Essentials, plus teamwork facilitation, workplace relationship management, organisational management essentials, and information and financial management in full depth.

Ideal for: Administrative professionals seeking an all-inclusive, advanced operational and managerial mastery.

Course Objectives

By the end of this Office Administration and Secretarial Masterclass, participants will be able to:
  • Develop essential competencies for effective office management, using a structured seven-function framework
  • Enhance problem-solving, decision-making, and creative thinking abilities
  • Improve organisational, note-taking, and comprehension skills
  • Utilise Microsoft Office Suite and AI-powered productivity tools proficiently
  • Implement effective communication strategies
  • Master time and priority management
  • Handle documents, records, and meetings professionally
  • Deliver excellent customer service, including through AI-assisted CRM tools
  • Manage workplace stress effectively

Who should attend?

  • Office Administrators
  • Administrative Supervisors
  • Secretaries and Personal Assistants
  • Administrative Support Staff
  • Office Managers
Finance Courses

Training Methodology

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.

Training Outline

2-Day Essentials — Training Outline

DAY 1 — Foundations and the POGCDCC Framework
Session 1: Introduction to Office Administration
  • Definition, roles, and responsibilities
  • Key expectations for administrators and secretaries
  • Essential skills: soft skills and hard skills
  • Handling workplace requests and conflicts
Practical Exercise: Identify the three skills gaps most relevant to your current role.
Session 2: The POGCDCC Framework — Your Office Management System
  • The seven core elements of office management: Planning, Organising, Guiding, Communicating, Directing, Coordinating, and Controlling
  • Implementing standardised task procedures using the POGCDCC framework
  • Leveraging technology, including AI-powered office automation tools, within the framework
Practical Exercise: Apply the POGCDCC framework to one recurring process in your own office.
DAY 2 — Practical Skills and Customer Excellence
Session 3: Time Management, Communication, and Meetings Essentials
  • Core time management and priority-setting techniques
  • Essentials of setting up and managing effective meetings
  • For deeper practice in communication, minute-taking, and time management specifically, see Prospen's dedicated Executive PAs and Administrators Communication Masterclass and Minute Taking and Professional Report Writing courses
Practical Exercise: Apply one prioritisation technique to your current task list.
Session 4: Close-Out — Customer Service Excellence and Your Action Plan
  • Essentials of customer service systems and effective communication methods
  • Using AI-enhanced CRM software and chatbots for routine customer queries
  • Deciding whether the 5-Day Comprehensive programme is the right next step
  • Building a personal action plan applying the POGCDCC framework to your role
Practical Exercise: Build a 90-day action plan applying the POGCDCC framework and one customer service improvement to your role.

5-Day Comprehensive — Training Outline

Module 1: Introduction to Office Administration
  • Definition, roles, and responsibilities
  • Key expectations for administrators and secretaries
  • Essential skills: soft skills and hard skills
  • Effective office management practices
  • Handling workplace requests and conflicts
Module 2: Advanced Time Management Strategies
  • Fundamentals of effective time management
  • Tools for scheduling and appointment management: daily planners, digital scheduling software, and AI-assisted calendar tools
  • Setting reminders and managing deadlines
  • Mastering delegation techniques
  • Identifying and avoiding common time-wasters
  • Priority setting and effective multi-tasking
Module 3: Facilitating Effective Teamwork
  • Essentials of teamwork
  • Identifying and optimising team roles
  • Techniques: mind mapping and brainstorming
  • Promoting accountability and clear communication
  • Setting up collaborative workspaces, physical and virtual
  • Basic Human Resource Management principles
  • Conflict resolution within teams
Module 4: Communication Skills and Meeting Management
  • Developing an organisational communication strategy
  • Internal vs. external communication channels
  • Setting up and managing effective meetings
  • Preparing agendas and notices
  • Minute-taking and disseminating meeting outcomes
  • Improving listening and feedback skills
Module 5: Managing Workplace Relationships
  • Building and maintaining professional rapport
  • Implementing effective on-the-job training
  • Resolving conflicts proactively
  • Techniques for motivation and employee engagement
  • Delegation: effective giving and receiving
  • Building a robust professional network
Module 6: Organisational Management Essentials
  • Understanding organisational structures and culture: flat vs. hierarchical vs. functional
  • Stakeholder communication strategies
  • Trust-building and maintaining professional integrity
  • Fundamentals of process, people, and resource management
Module 7: Developing an Efficient Office Management System — the POGCDCC Framework
  • The seven core elements of office management: Planning, Organising, Guiding, Communicating, Directing, Coordinating, and Controlling
  • Implementing standardised task procedures using the POGCDCC framework
  • Leveraging technology for efficiency: Microsoft Outlook, digital schedulers, and AI-powered office automation tools
  • Applying the POGCDCC framework as a practical, repeatable system for running any office function
Module 8: Information and Financial Management
  • Basics of information management: scheduling, filtering, and digesting information
  • Information interpretation and presentation, and effective dissemination practices
  • Fundamentals of financial management
  • Budget creation, management, and monitoring
Module 9: Excellence in Customer Service
  • Essentials of customer service systems
  • Effective communication methods: verbal, written, email, messaging, and chats
  • Implementing and using AI-enhanced Customer Relationship Management (CRM) software, including AI-assisted chatbots for routine queries
  • Collecting and utilising customer feedback
  • Providing quality technical support

Our Categories

Office Administration Courses
Audit, Risk and Governance
Compliance Courses
Finance Courses
Human Resources Training & Development

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Success Stories

Discover how our courses enhance professionals’ effectiveness in their workplaces.

INSETA

The Evolving Role of Executive Assistants and AI Conference

Thank you for offering us the opportunity to attend this course. The Facilitator was very informed, and have learned a lot of AI tools which I will use at my workplace.

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FAQs – Office Administration and Secretarial Masterclass

Build advanced office administration and secretarial skills covering organisation, communication, time management, records, and professional workplace efficiency.

What topics are covered in the Office Administration and Secretarial Masterclass?
The course covers advanced office administration, professional secretarial skills, effective communication, diary and meeting management, document management, time management, office procedures, business correspondence, and professional workplace practices.
Who should attend the Office Administration and Secretarial Masterclass?
This masterclass is designed for office administrators, secretaries, personal assistants, executive assistants, administrative coordinators, receptionists, and professionals responsible for providing high-level administrative support.
What skills will delegates develop through the Office Administration and Secretarial Masterclass?
Delegates develop practical skills in managing office responsibilities, prioritising tasks, coordinating meetings, handling business correspondence, organising information, communicating professionally, and supporting managers and executives more effectively.
How long does the Office Administration and Secretarial Masterclass take to complete?
The masterclass is delivered as a focused short-course programme, with the duration determined by the scheduled programme and the specific training requirements of the organisation.
Is the Office Administration and Secretarial Masterclass suitable for experienced administrators?
Yes. The masterclass is suitable for both experienced administrative professionals seeking to enhance their capabilities and professionals who want to strengthen their overall office administration and secretarial skills.
Can Prospen Africa deliver the Office Administration and Secretarial Masterclass in-house?
Yes. Prospen Africa can customise the masterclass around your organisation's administrative procedures, office systems, reporting requirements, communication standards, and the specific responsibilities of your support team.

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