Training and Motivational Experts

Significant Secretary, Powerful PA

The Significant Secretary, Powerful PA training course will enable delegates to handle their variety of administrative and clerical duties in an efficient manner to ensure the smooth running of an organisation. It will explain the key role and responsibilities of a secretary/PA, how to better manage their time, organise their office space and how to deal with different and difficult people.

NQF Level 4


Who should attend?

  • Personal Assistants
  • Executive Assistants
  • Secretaries
  • Project Assistants
  • Administrative Assistants
  • Receptionists

Training Outline

Identifying your Role as Personal Assistant

  • Your Role as a Personal Assistant
  • The Characteristics of a Great Admin Assistant

Key Areas of Competency for the Professional Personal Assistant

  • Getting to grips with Company objectives, policies, procedures and protocols
  • Understanding your company’s objectives
  • The Benefits of Understanding your Company’s Objectives

Sourcing Quality Suppliers

  • Evaluating supplier offerings
  • The 10 C’s of Supplier Evaluation
  • Using the 10C’s
  • Clarifying supplier performance contracts
  • Monitoring Supplier performance against SLA
  • Managing SLA’s as not to interrupt workflow
  • Legal recourse for SLA’s not met
  • Building strong relationships with suppliers

Time Management

  • Managing your organisational skills
  • Benefits of Time Management
  • Time Management, Planning and Prioritizing
  • The Action Priority Matrix:
  • The Action Plan
  • 50 Tricks to Get Things Done Faster, Better, and More Easily
  • The Ultimate Online Resources Guide for Executive Assistants

Stress Management

  • Stress Relief in the Moment
  • The basics of quick stress relief
  • More quick-acting stress-busting tips
  • 50 Ways to Take a Break

Practical Communication

  • What Is Communication?
  • Types of Communication
  • Barriers to Effective Communication
  • Being mindful of cultural communication

Body language

  • What is Body Language?
  • Body language goes both ways
  • Body language – what to look out for
  • Body Language enables self-awareness and self-control
  • Body Language Do’s
  • A few Body Language Don’ts

Effective Listening Techniques

  • Spend more time listening than talking
  • Keys to effective listening
  • What is the purpose of feedback?
  • How do I provide feedback?

Giving Proper and Correct Instructions

  • Tips to ensure that proper and correct instructions

Empathy

  • What is Empathy?
  • Ways to build your Empathy Skills

Assertiveness

  • What is Assertiveness?
  • A few of the benefits of acting assertively
  • Passive Behaviour
  • Aggressive Behaviour
  • Passive-aggressive behaviour
  • Passive Aggression in the Workplace
  • Consequences of Passive Aggressive Behaviour
  • Assertive Behaviour
  • Assertive people tend to have the following characteristics
  • Assertiveness Techniques
  • The "broken record" Technique
  • Saying NO

Understanding the 4 Personality Types

  • The DISC Model
  • D is for Dominance
  • I is for Influence
  • S is for Steadiness
  • C is for Conscientiousness

Managing Conflict

  • Keys to Managing Conflict
  • The Role of Assumptions, Perceptions and Expectations in Conflict
  • Handling Criticism

Problem Solving and Decision Making

  • What is a problem?
  • The 7 Stages of Problem Solving

Telephone Etiquette

  • Building Rapport over the Phone
  • DO’s of Telephone Etiquette
  • DON'Ts of Telephone Etiquette
  • Zero Tolerance Examples
  • What You Say and What it Means
  • The Phonetic Alphabet

Preparing for Business Writing

  • Purpose, Focus and Objective
  • Know your Audience
  • Organisation of your document
  • Writing a Winning Document
  • Writing correct paragraphs
  • Fuzzy Meanings
  • Basic Grammar Rules for Business Writing

Email Etiquette

  • Understand the difference between “To” and “CC”
  • The do’s and don’ts of Email

Minute Taking for Meetings

  • What’s involved with meeting minutes?
  • Minute Notes
  • Minute Styles
  • Understanding what to record in minutes
  • Writing the Actual Minutes
  • Spelling
  • Proofreading

Self-Assessment Exercises

 

Additional Info

  • Course Duration: 2 Days
  • Includes: Comprehensive manual | Framed certificate of attendance | Notepad | Pen
  • In-house Training: Contact Us
  • Public Courses: Book 4 or more delegates from the same company on the same session and receive 10% discount.
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Prefer to talk to someone?

If you have questions about our training programmes, or simply need more information, call us on:
010 110 0226/7 (Gauteng) or
062 693 6681  / 061 695 2316 (Western Cape)