cost management
The process of planning, monitoring and adjusting the expenses and revenues of a business in order to achieve cost efficiency and capability.
Office managers oversee the administrative work that clerical workers are commissioned to perform in various types of organisations or associations. They perform micromanagement and maintain a close view of administrative processes such as such as controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. They report to managers within the same department or to general managers in companies, depending on their size.
Competences and skills
37 ESCO relationsEssential knowledge 3 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
2 competencesvideo conferencing tool
The software that are used to enable virtual meetings between people through internet with real-time multidirectional video and audio streaming.
digital
Cross-sector
1 competenceoffice software
The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.
digital
Essential skills and competences 14 competences
Occupation specific
1 competencemanage office appliance requirements
Watch, analyse, and provide the appliances required in offices and business facilities for an smooth running of the operations. Prepare appliances such as communication devices, computers, faxes, and photocopiers.
Sector-specific
3 competencesidentify process improvements
Identify possible improvements to operational and financial performance, in order to increase productivity, efficiency, quality, and streamline procedures.
implement corporate governance
Apply a set of principles and mechanisms by which an organisation is managed and directed, set procedures of information, control flow and decision making, distribute rights and responsibilities among departments and individuals, set corporate objectives and monitor and evaluate actions and results.
manage administrative systems
Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.
Cross-sector
10 competencesanalyse staff capacity
Evaluate and identify staffing gaps in quantity, skills, performance revenue and surpluses.
create a work atmosphere of continuous improvement
Work with management practices such as continuous improvement, preventive maintenance. Pay attention to problem solving and teamwork principles. Empower teams to identify opportunities and then drive the process to improve the results.
give instructions to staff
Give instructions to subordinates by employing various communication techniques. Adjust communication style to the target audience in order to convey instructions as intended.
manage needs for stationery items
Watch, analyse, and provide sufficient and required stationery items for business facilities to run operations smoothly.
manage office facility systems
Keep management and service ability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use inside the company, and office networks.
digital
manage staff
Manage employees and subordinates, working in a team or individually, to maximise their performance and contribution. Schedule their work and activities, give instructions, motivate and direct the workers to meet the company objectives. Monitor and measure how an employee undertakes their responsibilities and how well these activities are executed. Identify areas for improvement and make suggestions to achieve this. Lead a group of people to help them achieve goals and maintain an effective working relationship among staff.
perform clerical duties
Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.
use different communication channels
Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.
use office systems
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
write work-related reports
Compose work-related reports that support effective relationship management and a high standard of documentation and record keeping. Write and present results and conclusions in a clear and intelligible way so they are comprehensible to a non-expert audience.
Optional knowledge 8 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
1 competenceproject management
The discipline of project management, the activities which comprise this area and the variables implied in it, such as time, resources, requirements, deadlines, and responding to unexpected events.
Cross-sector
7 competencesaccounting techniques
The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.
contract law
The field of legal principles that govern written agreements between parties concerning the exchange of goods or services, including contractual obligations and termination.
document sharing procedures
The internal procedures concerning the circulation of documents in large organisations.
financial capability
Financial operations such as calculations, cost estimations, budget management taking relevant commercial and statistical data into account such as data for materials, supplies and manpower.
labour legislation
Legislation, on a national or international level, that governs labour conditions in various fields between labour parties such as the government, employees, employers, and trade unions.
tax legislation
Tax legislation applicable to a specific area of specialisation, such as import tax, government tax, etc.
trade union regulations
The compilation of legal agreements and practices for operations of trade unions. Legal scope of trade unions in their quest of protecting the rights and minimum working standards of workers.
Optional skills and competences 12 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
1 competencedevelop classification systems
Organise archive or business records; develop classification systems to facilitate access to all information.
Cross-sector
11 competencesassess employees' capability levels
Evaluate the capabilities of employees by creating criteria and systematic testing methods for measuring expertise of individuals within an organisation.
communicate with customers
Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.
maintain contract administration
Keep contracts up to date and organise them according to a classification system for future consultation.
manage accounts
Manage the accounts and financial activities of an organisation, supervising that all the documents are correctly maintained, that all the information and calculations are correct, and that proper decisions are being made.
manage budgets
Plan, monitor, report on the budget and prepare set production budgets.
plan shifts of employees
Plans shifts of employees to ensure completion of all customer orders and satisfactory completion of the production plan.
prepare financial statements
Collect, entry, and prepare the set of financial records disclosing the financial position of a company at the end of a certain period or accounting year. The financial statements consisting of five parts which are the statement of financial position, the statement of comprehensive income, the statement of changes in equity (SOCE), the statement of cash flows and notes.
recruit employees
Hire new employees by scoping the job role, advertising, performing interviews and selecting staff in line with company policy and legislation.
- Scope note
- It may include recruiting volunteers.
revise drafts made by managers
Revise drafts made by managers in order to check completeness, accuracy, and formatting.
train employees
Lead and guide employees through a process in which they are taught the necessary skills for the perspective job. Organise activities aimed at introducing the work and systems or improving the performance of individuals and groups in organisational settings.
use customer relationship management software
Use specialised software to manage company’s interactions with current and future customers. Organise, automate and synchronise sales, marketing, customer service, and technical support, to increase targeted sales.
digital