Understanding Office Administration: Functions, Objectives, and Duties

Understanding Office Administration Functions, Objectives, and Duties

Nikereact.org¬† –¬†already know what office administration is? Office administration is an activity that is directly related to the administrative system within the scope of the office. The management system in a scope in this office is one part of management that provides information in accordance with the administrative fields needed to support the work of an activity effectively.

To make it easy to understand, we must know the meaning of office administration. There are many who give opinions in defining the meaning of office administration. Well, Grameds can listen to the explanation in this article.

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What is the Definition of Office Administration?

Understanding Office Administration Functions, Objectives, and Duties

What is the meaning of office administration? Office administration is a series of routine activities in an organization related to the management of data and information in order to achieve the goals of the organization systematically.

When viewed etymologically, the word “Administration” comes from Latin, namely “Ad” which means intensive and “ministrare” or which if interpreted in Indonesian has the meaning of helping, serving, or fulfilling. We need to know together, the definition of office administration is divided into two, namely the broad understanding of office administration and narrow office administration.

Then what is meant by office administration in a narrow sense? In a narrow sense, office administration is all technical activities and has a main role in carrying out operative activities, presenting reports to the board of directors, and playing an important role in creating a more effective company organization.

Meanwhile, when viewed in a broad sense, office administration can be understood as the activity of planning, organizing, directing, organizing, and supervising various work related to the scope of the office as well as orderly and good administration.

What is the general meaning of office administration? In general, office administration is the activity of financial planning, billing and recording, personnel, and distribution of goods and logistics within an organization. Generally, an employee who is in charge of office administration is referred to as an office administrator or office manager.

What is the definition of office administration according to some experts? According to George Terry, a researcher and author entitled “Principles of Management” states that office administration is a planning, controlling and organizing work in an office and a driving force for those who run it so that the goals that have been set can be achieved properly.

Another opinion was expressed by Prajudi Atmosudirdjo, the first Director of the State Administration, who stated that office administration is a combination and combination of corporate management (the office as a unit consisting of buildings, land, personnel, and equipment) with operations management (work in the office).

What are the Duties of Office Administration?

WH Evans, an office administration expert, stated that the task of office administration is a function related to management and directing all stages of company operations regarding the use of information, memory, and organizational communication.

Then what are the main office administration tasks? So, the task is to do data recapitulation, manage documents, and store documents in a structured manner. From this main task, we can derive several office administration tasks which include:

1. Communicating using the phone

Office administrators generally have the most important duties of communicating via telephone, reception and outside telephone calls. In this task an administrator needs to have good communication skills. For small and medium-sized offices, usually what is a mandatory task is to answer the phone. Unlike large companies, usually there are other divisions such as customer service or what we are familiar with customer service.

2. Make all office agendas

With the task of communicating via telephone, it raises the possibility of partners who want to meet with company management or also with other departments. Other administrative duties of this office are also required to prepare the agenda for these activities. However, to schedule a meeting, further communication is needed with other departments so that the schedule can be arranged properly and there is no clash of schedules with others.

3. Data entry on the company

The next important task applied in every office for this job is usually the problem of data entry or data recap. Transaction data from customers, consumer data, and other information to be recapitulated. However, not all of them recap alone. If the company already has other divisions, such as the warehouse division, the admin office task is usually just a recap that other divisions have worked on.

A person who is in charge of office administration is required to have deep thoroughness. Data such as addresses, phone numbers, and others must be recaptured to make it easier to search.

4. Create data files

The last task, so that the data can be managed properly and easily, the data must be archived. This is also the task of office administration. This allows document data and everything to be managed properly.

What is the Scope of Office Administration Work?

From the various kinds of office administration tasks above, we can actually estimate what needs to be done. By knowing the scope or scope of office administration, we can prepare ourselves to learn what skills are needed later. The scope of office administration duties includes:

1. Office activities

This scope includes planning (planning), organizing (organizing), directing (actuating), and controlling (controlling).

2. Office work facilities

This scope includes buildings or buildings, office locations, interiors, equipment, to machines available in the office.

An administrator must be responsible for planning work for employees, supervising employees, and requesting the procurement of the necessary facilities and infrastructure or repairing existing office equipment.

What is the Purpose of Office Administration?

In general, the purpose of this office management process is so that the company’s goals can be achieved effectively and efficiently and meet the technical, economic, and psychological requirements.

  1. Technical, which has benefits and usability
  2. Economical, namely the price that is appropriate or appropriate
  3. Psychological that is giving satisfaction

Well, the following is a complete office administration goal.

  1. Provide complete data and information to parties who need it to carry out organizational tasks effectively and efficiently.
  2. Supervise office and administrative work in order to ensure the proper implementation of quality standards, deadlines, and procedures.
  3. Implement company or departmental policies and provide good service standards in relation to management.
  4. Communicate with employees about work performance to identify problems and their causes, and work to resolve them.
  5. Provide training or work orders to employees.
  6. Verify, monitor, and evaluate work by making reports related to production, delivery, and payroll activities.
  7. Carry out the employee recruitment process, from interviews to selecting employees.
  8. Interpret and communicate all work procedures and company policies to all employees.

Meanwhile, GR Terry in his book entitled Office Management and Control, has his own view on the purpose of office administration.

  1. provide all detailed and complete information and classify who, when and where it is needed for the good and efficient implementation of the organization or company.
  2. Take notes at the lowest possible cost.
  3. Provide administrative work effectively and efficiently.
  4. Helping companies in good competition with competitors
  5. Provide financial reports with minimal costs

Meanwhile, in general, the objectives of office administration include the following.

  1. Implement and improve information technology capabilities so that the implementation of tasks runs effectively and efficiently.
  2. Implement and improve document management capabilities in accordance with standard operating procedures applicable in a company.
  3. Implement and improve the ability to manage financial administration (accounting), so that the process of managing financial aspects can be accounted for and reported.
  4. Implement and improve the company’s services to relations with external parties.
  5. Implement and improve the ability to plan, implement, organize, and evaluate the tasks that are the responsibility of each employee.
  6. Implement and improve the ability to communicate with external parties, of course with due regard to ethics and the environment.

What are the functions of office administration?

According to Quible (2001) there are five types of administrative support functions in offices, namely routine, technical, analytical, interpersonal, and managerial functions. The following is a description of the office administration functions.

1. Routine Function

Routine functions are administrative functions that require thought and skill, which at least includes filing and copying company goods

2. Technical Function

The second function is a technical function that requires qualified opinion, decisions, and office skills for administrators

3. Analysis Function

The third function is the analysis function which requires critical and creative thinking and the ability to make decisions quickly and accurately.

4. Interpersonal Function

The fourth function is the interpersonal function which requires analysis and assessment as a basis when deciding something as well as skills in communicating with others well.

5. Managerial Functions

The last function is a managerial function that requires planning, organizing, measuring, and motivating employees

What are the characteristics of office administration?

There are three characteristics of office administration, namely:

1. Service Nature

Work in the office has the characteristics of a service, because its function is to assist the main work so that it can be carried out effectively and efficiently.

2. Open and Broad

Office administration is open and broad, what does that mean? All office tasks can be carried out anywhere, not necessarily in a building as a reference.

3. Implemented by All Parties

Office work can be done by all parties in the organization or company, from the leadership to the lowest employee in a structured manner.

What If You Study in the Office Administration Department?

After listening to the definition of office administration, is Grameds interested in studying at the Department of Office Administration? This department is actually in the Vocational High School, there is also the Vocational Program (D-3) and of course at the Undergraduate level (S-1).

In the Office Administration Department, we will learn about the knowledge and skills needed to complete various jobs in an organization, whether in a company or an office. Office administration tasks that we will study in the Office Administration Department are examples of archive management, correspondence, information technology, and of course many more.

Everything we learn in the Office Administration Department equips us with managerial skills, communication, managing organizations, strategic thinking, even mathematical knowledge. Students majoring in Office Administration will later study special subjects such as Electronic Typing, Stenography, Computer Practice, Typing Practice and Office Simulation, Complaint Management, and various other Office Administration courses.

Students in the Office Administration Department at SMK also learn about attitudes, how to dress, communication skills by telephone, and others. Many graduates of the Office Administration Department of Vocational High School then work or also choose to continue studying at the Office Administration Department in the Vocational (D-3) and Undergraduate (S-1) Programs.

What are the Job Prospects, Professions, and Careers for Office Administration Graduates?

In fact, since the SMK level, graduates of the Office Administration Department have bright prospects in the world of work. What are the job prospects and duties? Here are some of them:

1. Secretary

The job prospect of Office Administration is to become a secretary in charge of filtering information about business for the leadership, including as a recorder to reminders of various leadership activities in the company.

2. Administrative Staff

The second prospect is as an administrative staff. The office administration tasks that are carried out include office administration tasks that support company operations so that they run well and smoothly.

3. Personnel Staff

The next job prospect is to become a personnel staff. Payrolls, databases, attendance, loans, to recording employee leave are the duties of the Office Administration of a personnel staff.

4. Personal Assistant

The fourth prospect is to become a personal assistant. Important people with high levels of activity usually need the help of a personal assistant. With his skills as an alumnus of the Office Administration Department, a personal assistant can participate in various activities and help his superiors in a company.

5. Public Relations

The fifth prospect is to become public relations. Because of their communication skills, alumni of the Office Administration Department also have the opportunity to work in the field of Public Relations to bridge the outside world and companies.

6. SMK teacher

If we continue to study at the Office Administration Education Department, we have the provisions to become a teacher and teach Office Administration at the SMK level.

Recommended Books on Office Administration

Here is some reading about Office Administration. including:

1. Office Administration Management (Revised Edition) (2018) by Ida Nuraida

This book, written by Ida Nuraida, provides various information needed for office administration management. This book was written for use in universities in the Diploma Program and universities that have a major in Administration.

2. Office Administration: Easy Ways to Understand Basic Concepts (2018) by Diah Wijayanti Sutha

This book discusses how the importance of knowledge related to office administration and operations, especially those related to professionalism, effectiveness, and efficiency in office administration activities, is something that needs to be considered. This book makes readers aware of the smooth running of office activities carried out in an organization.

3. Office Administration (1899) by Moekijat

This book, which has been published for a long time, talks about the small things involved in office matters. Readers of this book written by Moekijat will know many things about office administration.

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