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’. CfA Business skills @ work (CfA – formerly the Council for Administration), although not a Sector Skills Council is a government-recognised organisation that is responsible for business skills. It 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 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 areas such as human resources, finance, facilities, equipment and 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

CfA Business skills @ work
The CfA has a remit ‘to define the role of individuals whose role involves business skills, and identify the key skills that are essential for success in today’s business environment. In order to bridge the gap between what businesses need and what the labour market has to provide.’ 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. It oversees the development and review of national occupational standards (NOS) for a variety of business skills, including business and administration. The business and administration NOS were extensively revised in 2009/10 to ensure that they are fit for purpose and provide full coverage of all relevant administrative functions. These new NOS, aimed at administrators in all sectors of the UK economy, cover the following themes:

• business resources
• business support services
• communications
• core business and administration
• corporate decision-making
• customer service
• document production
• events and meetings
• health and safety
• innovation and change
• manage information and data
• organisational strategy
• project management.

This latest version of the standards covers aspects of work that have increased in importance in recent years, such as communication and negotiation, working with others, dealing with change, solving business problems, supporting sustainability and managing risk. To find out more about these, and the range of specialist NOS (covering areas including custodial care, law, education, health and HR), visit the CfA website (see ‘Key contacts’).
Administration qualifications include:

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

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 Chartered Secretary Qualifying Scheme (CSQS), one of the broadest-based professional business qualifications available, covering (at level 1) Financial Reporting & Analysis, Applied Business Law, Corporate Governance or Health Service Governance and Corporate Law, and (at level 2) Financial Decision Making, Strategy in Practice, Corporate Secretarial Practice and a Chartered Secretaries Case Study.

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 International Diploma in Financial Administration.

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.