Administrative Management

Front 1

Define Management (Main role of management)

Back 1

Management can be defined as the process of working with as well as through others to combine elements such as people, materials, finances, different methods and morale to ultimately set and achieve specific predetermined goals of organisations

Hint 1

Process of working with and through.... to combine elements such as.... to ultimately set and achieve....

Front 2

What 3 categories can managerial roles or behaviors be classified into?

Back 2

INTERPERSONAL

DECISIONAL

INFORMATIONAL

Front 3

Explain Interpersonal Managerial Role:

Back 3

INTERPERSONAL: Due to their formal authority and superior status, managers engage in a fair share of interpersonal contact with employees that have to report to them.

Front 4

Explain Decisional Managerial role:

Back 4

DECISIONAL: Managers have to balance competing interests, make decisions, implement strategies, and ensure that they are executed.

Front 5

Explain Informational Managerial Role:

Back 5

INFORMATIONAL: Managers are accountable for information that relates to various business-related tasks at hand or issues that might occur that have to be resolved.

Front 6

How many levels does the management hierarchy consists of?

Back 6

Three

Front 7

Name the various levels that the management hierarchy consists of?

Back 7

Lower-level, middle-level and top-level management

Front 8

Administration function

Back 8

It refers to the management of an organisation, particularly the technical and financial aspects thereof, for example, bookkeeping (accounting records) correspondance, control over all office activities, implementation of an administrative policy and related activities.

Front 9

Administrative manager

Back 9

This is a person who is responsible for the planning, handling, organising, leading and control of all administrative activities of an organisation

Front 10

Administrative Management

Back 10

This function involves planning, handling, organising, leading and control of all administrative activities of an organisation.

Front 11

Data

Back 11

This refers to facts about objects, people and events.

Front 12

Information

Back 12

It is data that have been converted or processed into meaningful and useful context for specific end users, at a specific point in time for a specific purpose, and presented in a specific format.

Front 13

Information system

Back 13

An information system is a group of people or set of procedures and resources that collect, transform and distribute information in an organisation

Front 14

Management function

Back 14

It is a different section in the organisation that operates and middle management level

Front 15

What incorporates the entire management component that functions in an administrative capacity?

Back 15

Administrative Management

Front 16

What section of an organisation is responsible for the orderly collection, processing, storing and distribution of information to decision-makers and managers within an organisation as well as other role players outside the organisation to enable them to execute their tasks.

Back 16

Administrative function

Front 17

Who is responsible for ensuring that the administrative activities, which are supportive functions, run smoothly and contribute to the effective management of the organisation.

Back 17

Administrative manager

Front 18

What encompasses all the various processes and resources required to collect, manipulate, maintain, protect and retrieve information used in an organisation.

Back 18

Administrative Management

Front 19

What includes the storage and release of information by means of computerised management information systems, as well as bookkeeping, cost accounting, archive control and general office organisation.

Back 19

Administrative Management

Front 20

What can be seen as managing information through people that require services from an organisation.

Back 20

Administrative Management

Front 21

Unprocessed material that can be seen as potential information.

Back 21

Data

Front 22

Objective measurements of the attributes (characteristics) of entities generally used by machines and is useless unless it is processed to create information that people can understand and interpret.

Back 22

Data

Front 23

What is used by managers to initiate actions, make decisions and manage their section.

Back 23

Information

Front 24

What is regarded as the most important management tool, as well as one of the most fundamental and valuable of the various organisational elements?

Back 24

Information

Front 25

Administrative activities are quite diverse and could include the handling of information in all its forms such as...

Back 25

Mail, filing, indexing, copying, duplication, mechanization, reception, word processing, correspondence, costing, credit control, accounting, bookkeeping and ordering

Front 26

The position that manage and execute all the activities in the administrative function will depend on many different factors and are governed by:

Back 26

The size of the organisation, the type of industry and the policy and philosophy of top management

Front 27

What is the reason why the size of the organisation governs available staffing of administrative function:

Back 27

The larger the organisation, the more specialized the positions in the function become. Smaller Organisations often combine many of these tasks (ex. Finance + administration) into one position.

Front 28

What is the reason why the type of the industry governs available staffing of administrative function:

Back 28

It could be in primary (exploitative organisations), secondary (transforming/ processing Organisations) or tertiary (provides final product/ service) sectors. The needs and requirements in these sectors are different.

Front 29

What is the reason why the policy and philosophy of top management governs available staffing of administrative function:

Back 29

Does top management accept the use of the systems approach and technology? The amount of funds available for technology and the maintenance of these systems often govern the outcome.

Front 30

Why is it crucial for the administrative manager to keep up with technological developments?

Back 30

1.Training and skill improvement opportunities offered in-house and externally can assist in equiping people to be able to use technology to their advantage.

2. Continuous training ensures administrative functions optimally and productively.

3. Technological development is the largest factor responsible for the considerable increase in the amount of information available to managers.

4. Technology creates large amounts of new information, and also makes existing information more readily available, accessible and convenient to use.

5. It is advisable that administrative managers belong to administrative societies and keep abreast of the latest trends in the digital/ technological sphere.

Front 31

Does the administrative function generate an income for the organisation? Substantiate your answer.

Back 31

No it does not. It is a function that renders a service, and provides specialised support to individuals and other organisational functions, which enable the organisation to be more cost-effective and maximise productivity.

Front 32

What does the top management level do?

Back 32

Managers formulate policy and long-term plans.

Front 33

What does the middle management level do?

Back 33

Middle management assist top management in the planning, development and implementation of policy.

Front 34

What does the lower management level do?

Back 34

Lower management is the supervisory level of management. Supervisors identify non-management staff to implement the plans developed by middle management.

Front 35

What level of management does the administrative manager fall under?

Back 35

Middle management

Front 36

What responsibilities are known as managerial tasks and are performed by all managers in an organisation?

Back 36

Planning, organising, leading and controlling

Front 37

What are the duties that the administrative manager should be able to perform:

Back 37

1. Maintain reasonable qualitative and quantitative standards.

2. Ensure that the relevant organisational activities are designed to maximise individual and unit productivity.3. Provide effective management of information of the organisation.

4. Provide a satisfactory physical and mental working environment to employees of the organisation.

5. Help define duties and responsibilities of employees assigned to the management functional area in the administrative office.

6. Develop lines of good communication.

7. Supervise office personnel effectively.

8. Ensure that equipment is utilised effectively.

9. Make sure that office duties flow as smoothly as possible.

10. Coordinate the administrative operations of the organisation.

11. Ensure functionality of the administrative department.

Hint 37

There are 11 duties

Front 38

Name the skills of an administrative manager

Back 38

Conceptual, technical and human skills

Hint 38

3 types of skills

Front 39

Abilities of administrative managers:

Back 39

1. Leadership to inspire and motivate employees to do their best

2. Commitment to ethical behaviour

3. Ability to delegate

4. Interpersonal behaviour and human relations skills

5. Ability to accept the viewpoint of colleagues

6. Ability to exercise good judgement

7. Effective decision-making skills

8. Initiative and desire to continue learning and developing professionally

9. Effective communication skills

Hint 39

9 abilities

Front 40

Define the planning function of administrative managers

Back 40

Planning function – involves the process of defining goals and establishing strategies for achieving those goals

Front 41

Define the organising function of administrative managers

Back 41

Organising function – involves the process of determining which tasks need to be performed, who is responsible to perform these tasks, how the tasks are to be grouped and where decisions need to be made.

Front 42

Define the directing or leading function of administrative managers

Back 42

Directing or leading function – involves people, working with and through people to accomplish organisational goals.

Front 43

Define the control function of administrative managers

Back 43

Control function – involves monitoring and evaluating performance.

Front 44

In what function does the administrative manager analyse past and present situations and tendencies in order to keep abreast of new developments in the field to determine what changes need to be made to remain productive. Finally, methods and procedures to perform the planned activities need to be developed or adapted.

Back 44

Planning function

Front 45

In what function does the administrative manager:

1. Select the right employees to be trained and employed.

2. Develop the most effective ways to perform specific tasks

3. Design efficient work methods and procedures which are communicated to staff

Back 45

Organising function

Front 46

In what function does the administrative manager develop a control system to ensure the quality and quantity of work meet set standards and that this work is done according to methods and procedures used in the organisation.

Back 46

Controlling function

Front 47

In what function does the administrative manager direct, supervise and motivate employees by establishing and creating effective lines and methods of communication.

Back 47

Directing or leading function