Office Assistant Course

Lesson 1 • Physical and Digital Workspace Setup

Teaches ergonomic desk arrangement, equipment orientation, and basic digital account setup. Prepares students to operate efficiently in a modern office.

Lesson 2 • Understanding Office Roles and Hierarchy

Covers organisational structures, reporting lines, and the office assistant's position within them. Provides context for all subsequent professional interactions.

Lesson 3 • Time Management and Daily Routines

Introduces prioritisation methods and structured daily planning habits. Builds the scheduling discipline needed throughout the course.

Lesson 1 • Phone and Voicemail Etiquette

Instructs proper answering scripts, message-taking, and call-transfer procedures. Ensures professional representation of the organisation on every call.

Lesson 2 • Verbal Communication in the Office

Covers tone, clarity, active listening, and professional vocabulary for face-to-face exchanges. Directly supports phone and meeting communication covered later.

Lesson 3 • Non-verbal Communication and Professionalism

Examines body language, eye contact, and personal space norms in workplace settings. Reinforces the professional image built through verbal and written skills.

Lesson 4 • Internal Memos and Notices

Covers memo format, distribution lists, and concise internal announcements. Extends written communication skills to formal internal documents.

Lesson 1 • Tables, Lists, and Visual Elements

Instructs creation of tables, bulleted lists, and basic image insertion. Enhances document clarity and visual organisation.

Lesson 2 • Proofreading and Finalising Documents

Applies spell-check, grammar tools, track changes, and print preview before output. Ensures error-free, professional final documents.

Lesson 3 • Word Processing Interface and Navigation

Introduces the software interface, toolbars, and keyboard shortcuts for efficient navigation. Establishes the technical baseline for all document tasks.

Lesson 4 • Formatting Text and Paragraphs

Teaches font selection, paragraph alignment, spacing, and style application. Ensures documents meet professional visual standards.

Lesson 1 • Spreadsheet Interface and Data Entry

Introduces cells, rows, columns, and efficient data entry techniques. Establishes the foundation for all spreadsheet tasks in this chapter.

Lesson 2 • Basic Formulas and Functions

Teaches SUM, AVERAGE, COUNT, and basic arithmetic formulas for office calculations. Enables accurate, automated data computation.

Lesson 3 • Sorting, Filtering, and Simple Analysis

Instructs data sorting, filter application, and basic conditional formatting. Allows quick extraction of meaningful information from datasets.

Lesson 4 • Formatting Spreadsheets Professionally

Covers cell formatting, number formats, borders, and colour coding for readability. Produces spreadsheets that are easy to read and share.

Lesson 1 • Retrieving and Tracking Records

Instructs log-out systems, cross-referencing, and search techniques for fast retrieval. Completes the records management cycle from creation to access.

Lesson 2 • Digital File Organisation

Teaches folder hierarchy, consistent naming conventions, and version control for digital files. Mirrors physical filing principles in a digital environment.

Lesson 3 • Physical Records Management

Covers folder labelling, colour coding, filing cabinets, and retention schedules. Ensures physical documents are organised and retrievable on demand.

Lesson 4 • Confidentiality and Records Security

Addresses access controls, secure disposal, and privacy obligations for sensitive records. Protects the organisation and individuals from data breaches.

Lesson 1 • Meeting Preparation and Logistics

Teaches room booking, equipment setup, agenda drafting, and material preparation. Ensures meetings run smoothly from the moment participants arrive.

Lesson 2 • Scheduling Appointments and Meetings

Covers availability checking, conflict resolution, and confirmation procedures for appointments. Ensures meetings are booked accurately and all parties are informed.

Lesson 3 • Managing Executive and Team Calendars

Addresses prioritisation of competing requests, travel time buffers, and multi-person calendar coordination. Prepares students for high-demand scheduling environments.

Lesson 4 • Calendar Management Fundamentals

Introduces digital calendar tools, event creation, and recurring appointment setup. Builds the scheduling foundation for all coordination tasks.

Lesson 1 • Basic Equipment Troubleshooting

Teaches paper jam resolution, toner replacement, and escalation procedures for equipment faults. Reduces downtime by empowering first-level problem solving.

Lesson 2 • Facilities Coordination and Workspace Safety

Addresses workspace safety checks, maintenance requests, and visitor access procedures. Maintains a safe and functional office environment.

Lesson 3 • Operating Common Office Equipment

Covers printers, copiers, scanners, shredders, and multifunction devices. Ensures students can operate and troubleshoot standard office machines.

Lesson 1 • Handling Confidential and Sensitive Tasks

Addresses discretion protocols, secure communication, and ethical handling of sensitive assignments. Reinforces trust as a core professional competency.

Lesson 2 • Understanding Standard Operating Procedures

Explains the purpose, structure, and application of SOPs in office environments. Provides the framework for consistent, repeatable task execution.

Lesson 3 • Coordinating Travel Arrangements

Instructs booking transportation, accommodations, and preparing travel itineraries. Ensures executives and staff travel efficiently and without disruption.

Lesson 4 • Workflow Improvement and Task Delegation

Introduces process mapping, bottleneck identification, and basic delegation principles. Prepares students to contribute to continuous office improvement.

Lesson 5 • Expense Reporting and Basic Bookkeeping

Teaches receipt collection, expense form completion, and petty cash management. Supports financial accountability without requiring accounting expertise.