Skilled Trade Office Administrator

Skilled Trade Office Administrator

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Job Forecast (2021-2025)

Overview

With the Skilled Trade Office Administrator Diploma Apprenticeship, Guild House Tech offers you the opportunity to gain a competency-based diploma, on-the-job experience, and a professional pathway for career development.

The trade sectors of Construction, Mechanical, Service, and Industrial have an urgent need for individuals interested in and curious about spaces such as document production, records management, staff & service coordination, client services, technology advancement, and community development. You will explore these areas and more with us at Guild House Tech!

THE BASICS

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WHY THIS PROGRAM

Skilled Trade Office Administrator

The Apprenticeship gives a firm grounding of organizational operations and functional processes, as well as an understanding of the wider working environment. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. During this program, you will develop key skills and behaviours to support your own progression towards management responsibilities.

As an Office Administrator, you will deliver your responsibilities efficiently, with integrity and a positive attitude while demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. You will also be expected to show initiative, manage priorities, your own time, demonstrate problem-solving skills, decision-making and to harness your passion for leading administrative projects or initiatives.

Where will this take me?

This diploma apprenticeship will provide you with an opportunity to acquire the knowledge, skills, and behaviours to progress your career in office administration with a specialization in the skilled trades.

On successful completion you will gain:

  • An apprenticeship diploma with 4,000 hours of workplace application and skills lab instruction

You will also be eligible for:

  • The Certificate Trades Administrator – Construction Designation Exam*

The Apprenticeship also leads on to a number of professional careers including full-time Administration roles, with progression opportunities to Office Manager, Team Leader and Office Manager roles.

*if your employer works and operates in the Construction Sector Trades. 

 

Training Units are a collection of learning modules that guide the development of the knowledge, skills, and behaviours for this program standard.

Training Units
  • ADM1601 – Administrative Procedures (B04.1, K03.1-2, K04.1, K5.1, K20.1, K21.1, S03.1-3, S04.1)
  • ADM1602 – Recordkeeping Fundamentals (K16.1, S13.2-3, S15.2-3, S16.1-5)
  • COM1301 – Communications (K09.1, K11.1, S09.2-3, S11.1-3, S17.1-2)
  • COM1303 – Corporate Social Responsibility (K23.1, S23.1)
  • COM1306 – Digital Communications (B01.2, K10.1, K12.1, S10.1-4, S11.4-6)
  • COM1331 – Interactive Media (S12.1-3)
  • DAT1201  – Document Production & Keyboarding (K07.1, S07.1-2, S07.4)
  • DAT1231 – Managing Physical and Digital Records (K15.1, S04.2)
  • FIN1501 – Bookkeeping (K01.1, K14.1, S14.1-3)
  • FIN1531 – Financial Activities and Document Production (S02.1)
  • HRM1901 – Interpersonal Relations (B01.1, B01.3, B02.2, B05.3, K17.1, S19.1-3, S20.1-4)
  • MAT1401 – Math for Administrators (K02.1, S01.1-2)
  • MGT1803 – Organizations and their Stakeholders (K18.1, K19.1, S05.1-2, S17.3, S18.1-2)
  • PRM2031 – Database Systems and Procedures (K13.1, S13.1, S15.1)
  • PRM2032 – Project Management Administration (B05.1-2, K06.1, K08.1, S06.1-2, S08.1-3)
  • PRM2033 – Integrated Office Projects (B02.1, B03.1-3, S21.1-3)
  • TRE3001 – Truth and Reconciliation: From Acknowledgement to Action (K21.1-3, S22.1-5)
  • PLA2431 – Gateway Assessment for Certification
Knows and understands:
  • administration of payroll, billing, invoice processing and purchase orders following the organization’s financial planning cycles (K01.1).
  • the mathematics to contribute to the budget planning process as directed (K02.1).
  • industry practices for scheduling and coordination of tasks within specific deadlines and according to set priorities (K03.1).
  • standard operating procedures and protocols for the coordination of meetings and travel arrangements (K03.2).
  • operate and provide support related to the use of office space, equipment and technologies (K04.1).
  • the regulatory compliance requirements, filing periods, and other necessary actions of the organization to remain in compliance with regulators (K05.1).
  • implementation of projects by applying basic principles of project management (K06.1).
  • organization and sector routine business documents, their established standards, and formats (K07.1).
  • the documentation and reporting requirements of transparent and effective projects (K08.1).
  • receiving, processing, and distributing communications in the workplace to assist the flow of information (K09.1).
  • appropriate software, tools, and regulations for communicating in a digital or online presence (K10.1).
  • communication functions, processes, and techniques that lead to message clarity and understanding by the receiver (K11.1).
  • organizational benefits to using various types of digital mediums to communicate ideas, business results, and impacts to internal and external stakeholders (K12.1).
  • data storage and retrieval systems with generally accepted data models, standards and processes (K13.1).
  • generally accepted accounting practices for recording financial information into a record and reporting software or paper system (K14.1).
  • electronic recordkeeping, enterprise and risk management, systems analysis and design, metadata development, data preservation, and technological standards and policy development pertaining to physical and digital records (K15.1).
  • how good records management can lead to improved business efficiency and working practices in relation to the legislative environment of their organization (K16.1).
  • interpersonal, leadership and client service skills needed to respond to diversity and to support the vision and mission of the organization (K17.1).
  • organizational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organization (K18.1).
  • how to manage stakeholders and their differing relationships with an organization including internal and external customers, clients, suppliers and partner organizations (K19.1).
  • the professional conduct for adherence to legislation, standards, and codes of ethics as it applies to the organization, sector, and government (K20.1).
  • processes to obtaining information and strategies to identify key issues and implications to make informed and objective decisions (K21.1).
  • personal cultural competency in terms of Indigenous Peoples as it relates to awareness and bias of knowledge regarding the history and legacy of residential schools in Canada (K22.1).
  • treaties, declarations, and aboriginal rights as outlined in documents like the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP) (K22.2).
  • meaningful land acknowledgment needs to lead to concrete plans that build optimism toward the future for Indigenous Peoples (K22.3).
  • how the organization operates in the broader context, including the social and environmental impacts (K23.1).
Is able to:
  • solve problems dealing with payroll (S01.1).
  • explain and calculate discounts, MSRP, net price, terms, and discounts (S01.2).
  • produce financial documents and reports by identifying and compiling relevant information and using accounting software (S02.1).
  • take responsibility for initiating and managing the scheduling, coordination and organization of administrative tasks, managing priorities and time in response to deadlines and changing priorities (S03.1).
  • organize and coordinate meetings, special events, conferences and necessary travel arrangements while completing the preparation of related documentation (agendas, minutes, action logs) and booking of required resources (S03.2).
  • make suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation) (S03.3).
  • provide support within the workplace related to office equipment, resources, and space, including scheduling and asset tracking (S04.1).
  • respond to, and liaise with the organization’s IT department as needed, information requests related to the use and scope of common software packages being used in the office environment (S04.2).
  • create, monitor, evaluate, and report on compliance indicators (S05.1).
  • file or otherwise submit compliance documents and reporting using regulator systems and methods (S05.2).
  • manage time to complete assigned project elements of tasks according to project deadlines and following organizational SOPs (S06.1).
  • plan required resources to successfully deliver projects (S06.2).
  • proofread using a variety of techniques: correct grammar, syntax, spelling and punctuation (S07.1).
  • prepare and produce business documents using industry software and standards (S07.2).
  • work as part of a team to update and distribute project planning documents (S08.1).
  • contribute to the maintenance of clear and accurate project-related documents (S08.2).
  • interpret and use project planning documents (S08.3).
  • interpret communications received to determine appropriate action (S09.1).
  • use electronic and paper distribution methods for a variety of internal and external communications (S09.2).
  • coordinate the collection, analysis, distribution and response to communications in the workplace to facilitate the flow of information (S09.3).
  • select and use information technologies appropriate to the workplace purpose, including social media (e.g., Twitter, Facebook, YouTube, LinkedIn) (S10.1).
  • contribute to business social media sites by posting accurate, timely, and relevant content (S10.2).
  • communicate with internal and external stakeholders via email and relevant online presence (S10.3).
  • retrieve specific information from the global community using a variety of internet search tools (S10.4).
  • demonstrate good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms (S11.1).
  • use the most appropriate channels to communicate effectively (S11.2).
  • demonstrate agility and confidence in communications, carrying authority appropriately (S11.3).
  • understand and apply social media solutions appropriately (S11.4).
  • answer questions from inside and outside of the organisation, representing the organisation or department (S11.5).
  • select and use information technologies to support communication with internal and external stakeholders and to promote the organization (S11.6).
  • produce digital and interactive multimedia products (S12.1).
  • capture and prepare images, graphics, and charts/tables for use on digital platforms (S12.2).
  • develop and maintain online resources for stakeholders (S12.3).
  • update and review databases, record information and produce data analysis where required (S13.1).
  • evaluate, establish and administer a variety of records management systems to ensure confidential, secure, accessible and organized electronic and paper records (S13.2).
  • maintain records and files, and handle confidential information in compliance with the organization’s procedures (S13.3).
  • apply bookkeeping skills to record financial information in the workplace (S14.1).
  • process forms to record financial transactions for an organization (S14.2).
  • use identified accounting software to record financial information (S14.3).
  • generate a Standard Operating Procedure (SOP) for an internally created database that includes end-user guidance and system integrity measures (S15.1).
  • establish procedures and provide training to ensure the security, retention and disposal of records and accessibility of information by legislative and organizational requirements (S15.2).
  • liaise with information technology professionals as needed to ensure a secure and accessible records management system in accordance with organizational policies and procedures (S15.3).
  • identify equipment and supplies required for document filing and records management systems (S16.1).
  • follow procedures that ensure compliance with statutes and regulations governing the confidentiality and privacy of personal information (S16.2).
  • follow guidelines to ensure the security, retention, and accessibility of stored files (S16.3).
  • file, retrieve and transfer electronic and paper records according to industry and organization records management guidelines (S16.4).
  • manage and maintain organized, current electronic and paper records (S16.5).
  • adapt language and communication style to ensure understanding by a diverse range of people (S17.1).
  • work effectively and collaboratively in multi-generational and multi-cultural environments (S17.2).
  • Identify working and reporting relationships within the organizational structure (S17.3).
  • evaluate external perceptions of the organization’s purpose, products/services, and community integration using survey instruments (S18.1).
  • translate external stakeholder feedback into process and procedural improvements (S18.2).
  • identify a contact and develop a relationship with an individual outside the current work unit and organization who may help meet immediate work objectives (S19.1).
  • build and maintain the new working relationship through ongoing efforts that engage the other individual by finding common goals, sharing information and building rapport (S19.2).
  • promote the mutual benefits of collaboration within or outside the organization (S19.3).
  • build and maintain positive relationships within their own team and the organization (S20.1).
  • influence and challenge appropriately (S20.2).
  • act in accordance with relevant legislation, business standards, and codes of ethics related to the office administration field (S20.3).
  • apply ethical principles to workplace situations, including the handling of confidential information (S20.4).
  • exercise proactivity and good judgement (S21.1).
  • make effective decisions based on sound reasoning and deal with challenges in a mature way (S21.2).
  • seek advice of more experienced team members when appropriate (S21.3).
  • research, analyze and summarize information on resources and services and prepare summary reports with recommendations (S21.4).
  • show respect for the culture and beliefs of Indigenous Peoples (S22.1).
  • exhibit cultural sensitivity when with Indigenous Peoples (S22.2).
  • assess a variety of land acknowledgments using treaties and Aboriginal rights (S22.3).
  • write land acknowledgments for a variety of persons and organizations (S22.4).
  • draft an action plan that an organization or business could follow to ensure concrete steps in improving the future of Indigenous Peoples (S22.5).
  • identify opportunities to ensure positive role impacts on the organization’s social, economic, and environmental aspects in the broader societal context (S23.1 ).
Behaviours
  • Behaves in a professional way. This includes: personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders (B01.1).
  • Adheres to the organization’s code of conduct for professional use of social media (B01.2).
  • Acts as a role model, contributing to team cohesion and productivity – representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures (B01.3).
  • Shows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and a positive attitude (B02.1).
  • Motivates others where responsibility is shared (B02.2).
  • Takes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience (B03.1).
  • Takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete (B03.2).
  • Performs thorough self-assessments of their work and complies with the organization’s procedures (B03.3).
  • Is able to accept and deal with changing priorities related to both their own work and to the organization (B04.1).
  • Demonstrates taking responsibility for team performance and quality of projects delivered (B05.1).
  • Takes a clear interest in seeing that projects are successfully completed and customer requests handled appropriately (B05.2).
  • Takes initiative to develop own and others’ skills and behaviours (B05.3).

Admissions

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Admission Requirements

Previous Education & Experience

Requirements for apprentices

  • Be 16-years of age or older at the time of application.
  • Be actively employed in a career path role that includes or leads to this occupation.

English and Maths

Before starting their first training plan competency, all apprentices of this program must demonstrate English and Maths skills appropriate for this vocation. These skills are automatically assessed during the intake assessment period.

Specialist High Skills Majors & Equivalent

Graduates of the Ontario Specialist High Skills Majors (SHSM) program will have select competencies removed from their training program in acknowledgement of their high school education.

General Eligibility

All apprenticeships starting from 1 August 2021:

Eligibility is subject to any applicable funding rules; however, generally throughout the apprenticeship, you must meet the eligibility requirements in place at the time, including:

  • Have the right to work and study in Canada; and
  • Spend at least 50% of your working time in Canada.

As an institute with a full embrace of relentless mastery, this diploma apprenticeship follows a formative/summative evaluation model.

Formative Assessments

Throughout the program, you will receive formative assessments from training unit professors, the Program Standard Lead, the training advisor, and your employer. Formative assessments are a diagnostic tool and serve as a guide post on your progression across the competency areas while signalling readiness for the End Point Assessment. You may request as many formative assessments as you need before a summative evaluation for the training unit or the class-level certification.

Summative Assessments

There are two assessments per module, which are summative – the marked elements of the assessment. During a training unit, the is a summative assessment by the training unit professor and a second by your employer supervisor. All three of you will be able to see the result of your assessment. Summative assessments must contain a minimum combination of 2 items from the following list:

  • a practical assessment
  • an interview
  • a project
  • written and/or multiple-choice tests
  • a presentation

The End Point Assessment (EPA) for this apprenticeship diploma program combines three summative assessments. They are an Apprentice Showcase Portfolio, a Multiple-choice Test, and a Project Presentation.

Apprentice Showcase Portfolio. 

You will build a portfolio using your best evidence. The End Point Assessor will review the portfolio and interview you. The 30-45 minute interview assesses your competence, self-reflection, judgement and understanding of the entire Apprenticeship. The portfolio provides a structure for this interview. This accounts for 40% of the final mark. 

Multiple-choice test. 

A one-hour online multiple choice test. This accounts for 20% of the final mark.

Project/improvement process 

You will deliver a presentation to the independent End Point assessor on a project you have completed or an improved process. The presentation is 20-30 minutes, with a further 10-15 minutes for questions and answers. This accounts for 40% of the final mark. 

Grading

The EPA for Skilled Trade Office Administrator/Diploma is graded: fail, pass, or distinction.

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