About the Course

This five-day Professional Administration and Office Management course is designed to equip participants with the essential skills required to operate effectively in modern administrative roles. The program provides a strong foundation in office administration, communication, and workflow management, while also enhancing practical competencies in executive support, meeting coordination, customer service, and interpersonal skills. Participants gain hands-on exposure to key administrative functions such as project planning, basic accounting, and human resource support, enabling them to contribute more effectively to organizational operations. By the end of the training, learners are empowered with the knowledge, tools, and confidence to perform administrative tasks professionally, support management teams efficiently, and uphold high standards of organizational productivity and service delivery.

Target Participants

This training course is designed for office administrators, executive and personal assistants, receptionists, front desk officers, secretaries, project support staff, HR and finance assistants, and any professionals seeking to strengthen their administrative, coordination, and organizational skills. It is also ideal for newly recruited administrative staff, individuals transitioning into administrative roles, and those looking to enhance their competency in office management, communication, project support, and basic accounting and HR functions.

What you will learn

By the end of the course the learner should be able to:

• The core principles and functions of effective office administration
• How to manage office systems, documents, and workflow efficiently
• Professional communication skills, including email etiquette and report writing
• Executive and personal assistant skills, such as calendar and travel management
• Techniques for organizing meetings, events, and taking accurate minutes
• Time management strategies and productivity tools to improve efficiency
• Customer service excellence and handling difficult clients professionally
• Interpersonal, teamwork, and conflict resolution skills
• Human resource administration tasks such as recruitment support and leave management
• Workplace ethics, confidentiality, data protection, and compliance
• Practical administrative templates and tools for day-to-day operations

Course duration

5 days

Course Outline

Day 1: Foundations of Office Administration

Introduction to Administration

• Definition and scope of administration
• Roles and responsibilities of an office administrator
• Understanding organizational structures
• Ethics, confidentiality and professionalism

Office Systems, Procedures & Workflow

• Standard operating procedures (SOPs)
• Document management systems
• Filing systems (manual & digital)
• Records management & data protection essentials
• Work prioritization and workflow efficiency

Business Communication

• Verbal and non-verbal communication
• Professional email communication standards
• Telephone etiquette and call handling
• Writing memos, letters & reports

Practical Activity: Drafting professional emails, memos and call-handling role play.

Day 2: Administrative & Personal Assistant Skills

Executive Support & PA Skills

• Understanding the executive’s role
• Managing executive calendars
• Appointment scheduling & travel arrangements

Preparing meeting briefs and follow-ups

Meeting & Event Management

• Planning and organizing meetings
• Preparing agendas and minutes
• Organizing events: logistics, budgeting, and coordination
• Using digital tools for meetings (Zoom, Teams, Google Workspace)

Time Management & Productivity Tools

• Time management techniques (Pareto Rule, Eisenhower Matrix)
• Task management tools (Trello, Asana, Outlook)
• Managing interruptions and prioritizing competing tasks

Practical Activity: Simulating calendar scheduling and preparing a meeting agenda & minutes.

Day 3: Customer Care, Interpersonal Skills & Professional Conduct

Customer Service Excellence

• Principles of good customer service
• Handling complaints and difficult clients
• Front desk management skills
• Service excellence in a corporate environment

Interpersonal & Leadership Skills for Administrators

• Emotional intelligence at the workplace
• Conflict resolution strategies
• Teamwork and collaboration
• Professional appearance & etiquette

Business Writing & Record Keeping

• Writing clear professional documents
• Minute writing mastery
• Standard templates for administrative documents
• Archiving and referencing systems

Practical Activity: Customer care role-play and conflict resolution scenarios. 

Day 4: Project Management for Administrative Professionals

Introduction to Project Management

• Key concepts: project cycle, stakeholders, risk, scope
• Project management methods (Waterfall, Agile)
• Role of administrators in supporting projects

Project Planning Tools

• Work Breakdown Structures (WBS)
• Gantt charts and timelines
• Budget planning & resource allocation
• Using MS Project, Excel or online tools for planning

Monitoring, Reporting & Documentation

• Tracking project activities
• Writing project reports
• Risk management documentation
• Administrative support in project reviews

Practical Activity: Designing a simple project plan with Gantt chart and reporting template.

Day 5: Basic Accounting & Human Resource Administration

Basic Accounting for Administrators

• Introduction to financial records
• Bookkeeping fundamentals
• Handling petty cash, requisitions & invoices
• Understanding budgets & financial statements
• Working with accounting software (QuickBooks/Xero overview)

HR Administration Basics

• Recruitment process documentation
• Staff onboarding & induction support
• Managing leave records
• Payroll administration basics
• Performance management documentation

Workplace Policies, Compliance & Administration Ethics

• HR policies and procedures
• Occupational health and safety (OHS)
• Data protection & confidentiality standards
• Professional administrative code of conduct

Practical Activity: Petty cash recording, HR forms completion, leave tracking template.

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of practical activities, theory, group works and case studies.

Training manuals and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued with a certificate.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide needs. Contact us to find out more info@trainingsinkigali.com

Payment

The training fee covers tuition fees, learning materials, and training venue. Accommodation and airport transfer are arranged for our participants upon request.

Payment should be sent to our bank account before start of training and proof of payment sent to info@trainingsinkigali.com