Requirements to the office assistant - Essay Example

Requirements to the Office Assistant Communication Skills: Excellent 5 Always lets fellow workers know what he or she is doing Satisfactory 4 Often listens and communicates with other employees Average 3 Occasionally communicates with workmates Unsatisfactory 2 Very rarely lets anyone know of what they intend to do Poor 1 Never informs anyone of work plans English ability: Excellent 5 Speaks fluent English and writes to a high standard Satisfactory 4 Speaks advanced English and writes very good Average 3 Average spoken English ability and writing skills Unsatisfactory 2 Broken English and many grammatical mistakes Poor 1 Almost no spoken English and very poor writing skills Punctuality: Excellent 5 Is always on time to staff meetings Satisfactory 4 Generally on time to meetings Average 3 Sometimes is punctual Unsatisfactory 2 Very rarely on time Poor 1 Never on time for anything Organization skills: Excellent 5 Is able to produce records at a moment’s notice Satisfactory 4 Can provide reports in relatively short time Average 3 Generally is able to answer queries Unsatisfactory 2 Hardly ever reports back to management Poor 1 Never has anything in order Attitude to Working Excellent 5 Is always focused on the task at hand Satisfactory 4 Very often is able to account for a task Average 3 Often forgets to produce work Unsatisfactory 2 Occasionally completes tasks Poor 1 Never puts in any effort An office assistant is required to help their manager whenever they are needed. For the first BARS, communication plays an important role in this job because the majority of the time is spent dealing with other people. Speaking and listening skills are vital to this job because the office assistant needs to receive instructions from their supervisor and then report back when they are done. Other people than may give advice include technical experts who may come up with a way to speed up the office manager’s job processes. The office assistant is also required to attend training sessions to learn how to better perform their job. Because much of this task is internal, a supervisor will rate this person based on the above scale. Once this is done, the assessment will then be passed to the general manager for inspection. Secondly, the office assistant should be able to have an excellent grasp of English because they are required to communicate in the language for many of their daily tasks. Because a lot of writing is involved in this job, written English skills must be of a high standard in order to look professional. The main people to check the office assistant’s English skills are the supervisor and also fellow co-workers. The reason is that other workmates will be able understand any possible deficiencies in the person’s language ability. Once again, the general manager will receive the final report and make a judgment on it. For the next criteria, punctuality, this is especially important because the office assistant needs to be on time to events such as business meetings. The job of the office assistant is to assist in whatever way possible, and being punctual to business meetings is an essential part of this. The main person to judge to office assistant’s abilities is their direct supervisor because that is who they will be assisting. The general manger will also be able to notice if they are on time or not by seeing them come in the door at meetings. Another important criterion for the office assistant is organization skills. This is because a lot of documenting and filing of reports is needed. Any records that are kept must be able to be accessed within a short amount of time. A superior may need to look at something at a moment’s notice, so it is important that everything is kept in order. Also, the office assistant’s office needs to be tidy so that there is a place for everything. The supervisor would be the best person to judge this because they will see them in their office on a daily basis. Also, other superiors who request records can judge their ability when they ask for a particular document. Once again, the general manager will make the final decision on the office assistant’s organization skills after consultation with their direct supervisor. Finally, the office assistant should have a good attitude to working because they represent the company out in the community. This can be either face-to-face or over the phone. The best way to test for an office assistant’s ability is to ask the people who they deal with on a day-to-day basis. This could be done by sending a short survey to regular customers and ask them for their opinion about the employee’s performance. The best person to check this is the supervisor because they have direct control over the employee. The general manager is too high up to get involved in such trivial matters. Each of these BARS will be conducted on a quarterly basis. If the office assistant happens to decrease their score continuously for three consecutive quarters, then the general manager will be called in to give the employee a warning. If negative growth occurs for a further two quarters, then the office assistant will be dismissed from the company. Read More