Second careers in administration

Administration is everybody's business. It is about co-ordinating resources, systems, procedures and services. It is about oiling the wheels of the organisational machine. It is one of the largest occupational areas in the UK and is essential to any customer-focused company.
Technological advances and flatter structures mean that more people now have a responsibility for administrative tasks within their jobs. Almost a third of all people in employment in the UK are actively involved in administrative tasks as part of their day-to-day work. About half of them are employed in clerical or secretarial roles; the rest are managers or administrators. The number of managerial, administrative and technical jobs is an estimated 10.5 million, whilst the number of manual jobs is down to 7.3 million.
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 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.
The ability to organise, plan, project manage and control systems is, of course, important; however, 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
As the national training organisation, the CfA is responsible for 'defining and promoting excellence in administrative skills and practice'. Its qualifications focus on modules that help with a career in business administration, and these qualifications, among others, are also becoming increasingly important as employers look for credible and relevant records of knowledge and competence. The national occupational standards for administration:
o recognise actual work performance
o offer a credible qualification that is nationally recognised
o can be used to develop skills, flexibility, knowledge and understanding
o can be used in association with other national standards and vocational qualifications.
The role of administration as part of a wide range of jobs is demonstrated by the use of one or more units from these standards in over 100 other NVQs/SVQs. These include accounting, customer service, pharmacy services, animal care, and hospitality and catering.
The standards it has developed produce better-skilled, more flexible employees who are equipped to deal with a variety of tasks. They are available at Levels 1 to 5, broadly defined as:
o Level 1 - routine and predictable tasks
o Level 2 - wider variety of less routine tasks
o Level 3 - mainly non-routine and complex tasks, scope for initiative
o Level 4 - a range of technical and professional work
o Level 5 - a strategic role across a wide range of professional work.
The CfA is also responsible for the Business Administration Modern Apprenticeship (Advanced - Level 3, and Foundation - Level 2). Both involve an NVQ in Administration, a technical certificate, two key skills (communication and application of number) and two other related qualifications to provide flexibility, so the schemes can be tailored to some extent to meet the needs of particular employers.
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 senior positions in health trusts, pension schemes, local authorities, charitable trusts, educational institutions, the Armed Forces and a host of other different organisations. The ICSA represents the most highly qualified members of the administrative profession.
Chartered secretaries play a major part in the proper and legal running of an organisation - the corporate governance that is so often in the news. The range of duties of a chartered secretary will vary considerably depending on the nature and size of the organisation.
The ICSA offers a postgraduate-level qualification. With over 50,000 Members in more than 90 countries, the ICSA 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, and has to pass the following exams.
Foundation Programme:
o information systems
o business economics
o quantitative techniques
o English and European Union law
o organisation and the human resource.
Pre-Professional Programme:
o managing information systems
o management principles
o business law
o introduction to accounting.
Bridging Programme:
o financial accounting
o corporate law
o strategic and operations management
o management accounting.
Professional Programme:
o corporate governance
o corporate secretaryship
o corporate administration
o corporate financial management.
Everyone has to pass the Professional Programme exams. Some people with a legal, finance or accounting qualification can start the programme there, and so take a total of four exams to qualify. University graduates can start at the Bridging Programme and so only sit eight exams. Some other qualifications will provide exemption from all or some of the Foundation and Pre-Professional Programmes. Exemptions through Armed Forces experience will be judged on their merits.
Methods of studying the ICSA qualification are designed to accommodate the working lifestyles of students. Options include evening classes, day release, distance learning and e-learning, depending on each candidate's circumstances.
Institute of Administrative Management
The IAM is an institute that, 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 at certificate, diploma and advanced diploma level, covering business practice and people management, law, finance and information. Its qualifications enable people to understand the full range of skills underpinning the management and governance of an organisation.
Its certificate comprises three modules:
o business administration
o systems activities
o the individual and the organisation.
The diploma demands the above three modules, plus:
o effective management
o management information
o human resources
o case study or work project.
The advanced diploma has an international and European focus and consists of:
o managing contemporary issues
o managing financial resources
o managing people
o managing processes
o two elective modules
o dissertation.
Service people and others can offer other exams and/or significant work experience to become exempt from some or all of the qualifying papers at each level. Service people may claim significant exemptions from the qualifying examinations to allow faster progress to the next level. Study methods for IAM qualifications include evening classes, day release, and e- and distance learning, depending on circumstances.
There are many different qualifications available and relevant work experiences that help with a career in business administration. The ability to organise, plan, project manage, control systems and many other skills are 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 highly valued by employers.