ADMINISTRATION TRAINING PROGRAM

 https://www.youtube.com/channel/UC_y3Dyh1mbcyFGCm2ptbjlA/

 

VIDEO  1 – INTRODUCTION TO ADMINISTRATION 

https://www.youtube.com/watch?v=tm6Rl5PBwl0

Importance.

Need and Role

Administration as a Career

 

1. Start
   with an Example,  or a joke or a comic (like Dilbert) –   

• EXAMPLE
• Reminded of the experience when the
  Government introduced the Conditional Access System (CAS) in the Cable
  Television Industry.
• I was Vice President HR &
  ADMINISTRATION.
• I was appointed head of the entire
  Process of Importing Testing, Software downloading, QC and physical deployment
  of SET TOP BOXES (STBs) pan India for my company. The secret was that
  whichever cable company was able to quickly deploy maximum SET TOP BOXES
  would gather those many Clients (Increase in Market Share and gaining of
  Competitive Advantage)
• We increased our Market Share by 100%
• That is the time even I understood the
  true importance of ADMINISTRATION

 

VIDEO  2 – PROJECTS FOR GP / SYNDICATE SOLUTION

Importance.

Allocation of Syndicates to Students for
all 4 Projects

Time Frame

Plan for Syndicate Presentations

 

2. PROJECTS
   (PHYSICAL EXERCISE IN GROUPS OF 4 STUDENTS)

• 2 Day Flood
  Management Exercise
• 1 Day Hiring
  & Relocation of Head Office
• 3 Day Setting up
  a Project Site for a Construction Project
• 2 Day Exercise
  on Organizing an Annual Out Door Trip

·        
VIDEO  3 – SYLLABUS & BASICS

·        
General Commandments.

·        
Technical and Non Technical Aspects

·        
Specialized Subjects

·        
Important of Planning, Coordination  & Cost Control

 

3. General Commandments
   for the course to create employability

• ADMINISTRATION is normally taken as an
  Add-on function of HR and normally Security is added on to that Add-on.
• Biggest mistake made by the corporate
  world which pays it with serious reduction in Operational Efficiencies,
  Costs, Safety and Morale of employees.
• Industry must realize that
  ADMINISTRATION is a highly
  specialized full time job.
• It will also get very technical when we include maintenance of
  sophisticated equipment / facilities like Electrical Systems, Generators,
  Water supply, Sewerage Treatment Plants etc
• Skill in handling Vendors, Fraud
  detection and controlling costs become critical.  

4. Stories to the script

• STORY ON PROJECT MANAGEMENT AS WORLD BANK PROJECT
  HEAD FOR GUJARAT EARTHQUAKE RESTRUCTUIN
  PROJECT.
• Criticality ADMINISTRATION at 17
  Project sites in an area of 500 Sq Km.
• Reasons for Project delays and cost
  over runs
• Difficulty in transportation of
  personnel and stores
• Errors in coordination resulting in
  legal disputes

5. Topics for the
   Syllabus

·        
What do you mean by administration?

The definition of administration refers to the
group of individuals who are in charge of creating and enforcing rules and
regulations, or those in leadership positions who assist all departments to
complete important tasks.

 

 

·        
What is the role of an administrator?

An Administrator provides office and
administrative support to all Departments,  teams or individuals. This role is
vital for the smooth-running of a business. Duties may include
fielding telephone calls, receiving and directing visitors, word processing,
creating spreadsheets and presentations, and filing. The activities involved is
coordinating, supporting  & managing the
organizational efforts in the most efficient and cost effective way. The
typical complaint received is “I don’t want my best salespeople spending all
their time doing admin jobs”.

 

VIDEO  4 – RESPONSIBILITIES  OF ADMINISTRATOR

·        
Responsibilities.

·        
Top Management Support

·        
Preparation of Budgets

·        
Empanelment of Vendors

·        
Monitoring & Cost Control

·        
Qualites required

·        
Tricks of the trade for High Performance

 

 

·        
Responsibilities of an Administrative Manager:

(a) 
Supervising day-to-day operations of
the administrative department and staff members.

(b)  Planning and coordinating administrative
procedures and systems and devising ways to streamline processes

(c)  Recruiting and training personnel and allocate
responsibilities and office space

(d)  Assessing staff performance and provide
coaching and guidance to ensure maximum efficiency

(e) 
Developing SOPs and reviewing, and
improving administrative systems, policies, and procedures.

(f)  
Maintenance of all assets including
sophisticated equipment / facilities like Electrical Systems, Generators, Water
supply, Sewerage Treatment Plants etc

(g) 
Handling Vendors, Fraud detection and
controlling costs.

(h) 
Security & Safety of all locations and
facilities.

(i)   
Movement / Transportation of Stores,
Equipment and people and accounting of expenses.

(j)   
Fire Fighting and Disaster Management.

(k)  Ensure the smooth and adequate flow of
information within the company to facilitate other business operations

(l)   
Manage schedules and
deadlines

(m) Monitor inventory of office supplies and the
purchasing of new material with attention to budgetary constraints

(n)  Monitor costs and expenses to assist in budget
preparation

(o)  Organize and supervise other office activities
(recycling, renovations, event planning etc.)

(p)  Keep abreast with all organizational changes
and business developments

1. Job Brief
   (Advertisements for ADMINISTRATOR JOB)

·        
We are looking for an
experienced Administration Manager to supervise daily support
operations of our company and plan the most efficient administrative
procedures. You will lead a team of professionals to complete a range of
administrative duties in different departments.

·        
A great administration
manager has excellent communication and organizational skills. The ideal
candidate will be well-versed in departmental procedures and policies and will
be able to actively discover new ways to do the job more efficiently.

·        
The goal is to ensure
all support activities are carried on efficiently and effectively to allow the
other operations to function properly

1. Qualities &
   Experience Required

• Good Communication Skills and
  Man Management abilities.
• Coordination and Experience in
  handling people and assets
• In-depth understanding of
  Office Management Procedures, Facility Management.
• Knowledge of Visa, Passport,
  Travel and Ticketing
• Knowledge of Legal provisions
  and Contracts
• Familiarity with financial and
  facilities management principles
• Proficient in MS Office
• An analytical mind with
  problem-solving skills
• Excellent organizational and
  multitasking abilities
• A team player with leadership
  skills
• BSc/BA in
  business administration or relative field

 

VIDEO  5 – CONDUCT OF PROJECT PRESENTATIONS

 

·        
Project Presentation Syndicate 1.

·        
Project Presentation Syndicate 2.

·        
Project Presentation Syndicate 3.

·        
Project Presentation Syndicate 4.

·        
Top Management Review.