Administration

Administration can be defined as providing ‘business support systems, processes and services that enable the organisation to achieve its objectives and continuously improve its performance for the customer’. The Council for Administration (CfA), a charity, is not a Sector Skills Council and does not envisage becoming one because administration is a function in all sectors. The CfA therefore has a cross-sector responsibility as the national standard-setting body for business and administration.

The UK economy depends on the effective operation of companies. Fundamental to their operation is their ability to apply quality administrative practice through a combination of professional administrators and, increasingly, good generic administration skills, alongside other technical or specialist skills.

The job of an administrator is central to the sound management of an organisation, whether in the private, public or not-for-profit sector. Administration is everybody’s business. It is about coordinating resources, systems, procedures and services – oiling the wheels of the organisational machine. Technological advances and flatter structures mean that more people now have a responsibility for administrative tasks within their jobs.

THE SECTOR AT A GLANCE

4.7 million people working in administration in the UK

2.7 million pure administrators

1.8 million specialist administrators

10 million people whose day-to-day work involves administrative tasks

1.2 million people required over the next five years for replacement jobs alone

90% of administrators are women

The position of an administrator is best illustrated by the company secretary, although the function is fulfilled in a range of positions. The job title varies and may include secretary to the trustees, administration or human resources manager or officer, or office manager.

Properly qualified administrative managers play a major part in the legal running of an organisation. They keep a watchful eye on legislation affecting the organisation in human resources, finance, facilities, equipment resources and information technology. The range of duties varies considerably depending on the nature and size of the organisation, and this diversity is attractive for many people.

Administration skills gained in the Services
All three Services have their own specialist administrators – generally in the Supply Branch (RN), the Adjutant General’s Corps (Army) and specialisations in the RAF’s administrative branch. However, all Service people are involved in administrative tasks for much of their time in uniform. These tasks vary from full-time secretarial and personal staff functions to the basic administration that is essential to team operations.

TRANSLATE YOUR SKILLS

The ability to organise, plan, project manage and control systems is, of course, important; however, other skills and experience are equally vital. Skills such as effective communication, good interpersonal skills, ability to work on own initiative and in teams, and the ability to relate to customers, are highly valued by employers.

Qualifications and training

Council for Administration
The CfA is responsible for ‘defining and promoting excellence in administrative skills and practice across all industrial sectors’. It is the national standard-setting body for vocational education in business, administration and governance, which helps to produce better-skilled, more flexible employees, equipped to deal with a variety of tasks. The standards detail five levels of skills, knowledge and understanding:

level 1 – basic skills, knowledge and ability needed to apply learning in the workplace with guidance or supervision; tasks are linked to occupation competences and relate to junior job roles such as office junior
level 2 – provides good working knowledge and understanding of an occupation; it demonstrates an employee’s ability to perform a range of tasks with some guidance or supervision; competence levels are related to job roles such as junior secretary or administration assistant
level 3 – detailed knowledge, skills and understanding within a relevant field; it demonstrates team-leading and specialist technical skills with competence in communication, problem solving and applied teamwork; example job roles for this level include personal assistant, secretary and administration clerk
level 4 – in-depth knowledge of their occupation and will be used to dealing with high-level information; job roles will include managerial skills with demonstration of competence in planning and business awareness; example job roles for this level include office manager and administration manager
level 5 – standards are currently under development; this level of learning involves the development of strategic skills and leadership, requiring demonstration of high-level specialist and professional knowledge; example job roles for this level include company secretary and managing director.

Administration qualifications include:

NVQs/SVQs
Apprenticeships
Young Apprenticeships
Diplomas (Business, Administration and Finance, and Public Sector)
Foundation degrees (Business & Administration foundation degree; more than 300 business-related foundation degrees).

Institute of Chartered Secretaries and Administrators
The job of secretary is central to the sound management of an organisation, whether in the private, public or not-for-profit sector. Chartered secretaries are professionally trained administrators, best illustrated by the post of company secretary, although they can be found in a range of other senior positions.

Chartered secretaries play a major part in the proper and legal running of an organisation – known as corporate governance. The range of duties of a chartered secretary will vary considerably depending on the nature and size of the organisation.

The Institute of Chartered Secretaries and Administrators (ICSA) has 36,000 members in over 70 countries and is at the head of one of the largest integrated global professions: a chartered secretary is trained to understand the full range of skills underpinning the management and governance of an organisation. The ICSA offers qualifications at diploma and certificate level. After qualifying through certificate and/or diploma and/or exemptions, students then enter its two-programme International Qualifying Scheme (also referred to as the ICSA Professional Programme), which is the broadest-based professional business qualification available, covering business, company law, corporate governance, management, finance/accounting, administration and company secretarial practice. Once candidates have successfully completed the Professional Programme exams, they are automatically transferred to the grade of Graduate.

Methods of studying for ICSA qualifications include evening classes, day release, distance learning and e-learning, depending on the individual candidate’s circumstances.

Institute of Administrative Management
The Institute of Administrative Management (iam), in addition to qualifying and supporting members at management level, identifies and promulgates best practice, and provides members with assistance in carrying out their roles. It offers broad-based qualifications that enable people to understand the full range of skills underpinning the management and governance of an organisation. Its qualifications include:

the Introductory Award in Administrative Management (level 2)
the Certificate in Administrative Management (level 3)
the Diploma in Administrative Management (level 4)
the Advanced Diploma in Administrative Management (level 5), and
the iam Degree Programme (level 6).

Other iam qualifications include:

the Diploma in Administration for Executive Assistants
the International Diploma in Financial Administration.

IAM RECOGNITION FOR FORCES TRAINING
The iam provides all current and former Service Personnel with the chance to gain retrospective academic recognition for their in-service training in order to continue their career development on leaving the Services.
Serving personnel who have achieved certain administrative or management courses and qualifications are entitled to claim awards from the iam.
Service people (and others) can offer other exams and/or significant work experience to become exempt from some or all papers at each level. They may also claim significant exemptions from the qualifying examinations to allow faster progress to the next level.
To find out more, visit: www.instam.org/qualifications/armed forces.html

Study methods for iam qualifications include evening classes, day release and e- and distance learning. It is also possible to enter the iam through vocational membership, assessed through a range of benchmarks and evidence indicators.

There are many different qualifications available and relevant work experience that helps with a career in business administration. The ability to organise, plan, project manage and control systems, among many other skills, is as vital as administrative skills and experience. Skills such as effective communication, good interpersonal skills, ability to produce results as an individual as well as in teams, and the ability to relate to customers, are all highly valued by employers.

KEY CONTACTS

Council for Administration, 6 Graphite Square, Vauxhall Walk, London SE11 5EE Tel: 020 7091 9620 Website: www.cfa.uk.com

Institute of Chartered Secretaries and Administrators, 16 Park Crescent, London W1B 1AH Tel: 020 7580 4741 Website: www.icsa.org.uk

Institute of Administrative Management, 6 Graphite Square, Vauxhall Walk, London SE11 5EE Tel: 020 7091 2600 Website: www.instam.org