Office Supervisor

NQF

5

SAQA ID

118740

MIN CREDITS

240

EST DURATION

1 YEAR (INCLUDING WORKPLACE EXPERIENCE)

QCTO

AQP: SERVICES

What is the purpose of the programme?

Purpose:


The purpose of this qualification is to prepare a learner to operate as an office supervisor.


Office supervisors plan, organise, lead and control office functions in a business environment. It specifically develops supervisory competencies at a junior manager’s level. It builds on the foundation laid at the office administration level which focuses on competencies for personnel clerks, filing clerks and data capturers. This qualification introduces the ability to apply key terms, rules, concepts, principles and practices of management that will enable learners to be informed office supervisors.

 

The scope of supervision covers four domains: plan, organise and coordinate, control, and lead in a business environment. This qualification addresses each of these domains with competencies specific to planning support of office functions, organising and coordinating work activities, coaching and mentoring of others, handling conflicts, and performing office controls.


Outcomes:


The qualified learner will be able to achieve the following outcomes in the context of the office environment:

 

  • Plan, prepare and provide necessary support during recruitment, selection and
    disciplinary processes
  • Organise and coordinate work activities
  • Coach and mentor others
  • Communicate effectively and manage internal stakeholders
  • Resolve conflicts in an office environment
  • Identify compliance issues and ensure necessary office compliance
  • Perform basic financial controls and reporting

How is the programme aligned?

This programme is a QCTO occupational qualification and will consist of knowledge
modules, practical modules and work experience modules, as explained in the qualification rules.

Who is the target audience?

This qualification is aimed at learners:

  • Who wish to pursue a career as an office supervisor
  • Who are already working in the field within a variety of functions in office administration who have a need to grow

What are the entry requirements?

Learners must have a NQF Level 4 qualification to enter the programme.

How is the programme structured?

The modules of the qualification will be presented as follows:


Knowledge Modules:

 

  • Role, functions and fundamentals of office supervision (25 credits)
  • Communications (25 credits)
  • Internal controls in an office environment (25 credits)


Total number of credits for Knowledge Modules: 75


Practical Skill Modules:

 

  • Provide planning support on recruitment, selection and disciplinary processes of an organisation (10 credits)
  • Organising and coordinating work activities (10 credits)
  • Coaching and mentoring of personnel clerks, filing clerks and data capturers in an office environment (10
    credits)
  • Handle internal communications within an office environment (15 credits)
  • Handle conflicts and solve problems within an office environment (10 credits)
  • Handle compliance to regulations and company procedures (10 credits)
  • Perform financial controls and reporting in an office environment (10 credits)

 

Total number of credits for Practical Skill Modules: 75

 

This qualification also requires the following Work Experience Modules:

 

  • Recruitment, selection and discipline maintenance support (10 credits)
  • Scheduling and coordination of various activities in and outside own department (15 credits)
  • Coaching, mentoring and team building (10 credits)
  • Communications (25 credits)
  • Conflict resolution in an office (10 credits)
  • Office internal controls (10 credits)
  • Office financial controls (10 credits)


Total number of credits for Work Experience Modules: 90


Note: Credit Accumulations and Transfer (CAT) exemption for specific modules (in accordance with qualification rules) is applicable to approved learners and CAT applications for approval will be provided on request. Approved learners will have reduced contact days.

How will the course be delivered and assessed?

Facilitation strategy

 

For the knowledge modules and practical modules, KVR Training offers our clients various facilitation methods based on specific needs. This can include in-person, on-line, virtual facilitation methods or a combination of any of these. Various learning techniques, such as simulations, roleplays and presentations are used. Facilitators give feedback on participation, strengths, and areas for improvement. Practical application is crucial, requiring learners to apply knowledge in their daily work under supervision.

 

For the work experience modules, learners will be provided with a detailed work experience guide. This will enable learners to complete the required work experience modules under the guidance of a workplace coach/mentor.


Assessment strategy

 

  • Formative assessment for the knowledge modules and practical modules is conducted throughout the programme during the facilitated sessions. Assessment activities are included in the Formative Assessment Workbook and will be checked by the facilitator. Learners are expected to complete all the activities in their workbooks.

  • Summative assessment is conducted at the end of each module. Learners are expected to complete summative assessment activities in the workplace. These will be assessed by KVR Training.

  • Statement of work experience: KVR Training will declare a learner ready for the External Integrated Summative Assessment (EISA) once the formative and summative activities are completed and a statement of work experience with supporting evidence is compiled in the learner’s workplace.

  • The external integrated summative assessment (EISA) will be conducted through the relevant Quality Council for Trades and Occupations (QCTO) Assessment Quality partner. The EISA will focus on the exit level
    outcomes and associated assessment criteria. The EISA will be conducted by means of a combination of a written assessment (paper or online) at an approved assessment site and the external assessment of the
    evidence produced during the workplace experience at an approved assessment site by an Assessment Quality Partner (AQP) registered assessor. The assessments will focus on two main areas of assessment. Firstly, the factual, conceptual and procedural knowledge required for the role as supervisor will be tested. Secondly, the ability to plan and perform office supervisor tasks in organisations of various sizes will be assessed.

  • EISA Preparation: KVR will allocate time in the programme schedule for EISA preparation. Focus will be given to exam techniques, past papers, and remedial coaching.

What are the workplace requirements?

The work experience modules must be completed in the workplace. Workplace requirements are clearly stipulated in the curriculum. For this qualification the following human and physical resources are required:

 

Physical Requirements:

 

The following physical resources are required:

 

  • Fully functional administration office
  • Access to:
    • Team building venues and equipment
    • Private offices
    • A fully functional plant
    • A fully functional office

 

Should a workplace not have all the necessary physical requirements they are allowed to enter into formal agreements with other workplaces that do have the required list of physical requirements in order to achieve accreditation. KVR Training will assist and facilitate this process.

 

Human Resource Requirements:

 

  • The mentor must have a relevant qualification with 5 years of office management experience
  • Mentor/learner ratio of 1:5
  • Coach/ learner ratio of 1:1
    Legal Requirements:
  • Compliance with:
    • POPI act
    • Relevant labour relations regulations
    • Occupational Health And Safety Act

What workplace activities will need to be completed?

Learners receive a work experience guide providing guidelines for workplace activities. Some of the workplace activities for this qualification include the following:

 

  • Participate in drafting a job description and advert in line with organisation procedures
  • Participate in shortlisting, selecting and inviting candidates for an interview
  • Schedule office teams and resources according to the operational plan and organisational requirements; determine task priorities, timelines, and allocate the necessary resources accordingly
  • Analyse performance appraisal reports and create a list of development areas for each team member
  • Identify and resolve conflicts in the office by having difficult conversations with the parties and presenting win-win solutions
  • Manage petty cash

How can we help?

Let us connect you with the right expert who can help you with your query.

Talk To An Expert

Visit our blog to get the latest news, tips and course content

Let’s Connect!

Email us

info@localhost

+27 (0)11 849 3526

Facebook Instagram Linkedin Youtube

Let’s Connect!

No.40 Fourteenth Avenue
Northmead
Benoni
1501
South Africa

Quick Links

Home
Blog
Courses
Talk to an expert

KVR would love your feedback! Post a review on our Google business page.

Copyright © KVR Training. All Rights Reserved.