Office Administrator

Apprenticeship Diploma







Office Administrator

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!

Where can it lead to?

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. 

Common duties of 13100
  • Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures
  • Establish work priorities, delegate work to office support staff, and ensure deadlines are met and procedures are followed
  • Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
  • Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
  • Conduct analyses and oversee administrative operations related to budgeting, contracting and project planning and management processes
  • Assist in preparation of operating budget and maintain inventory and budgetary controls
  • Assemble data and prepare periodic and special reports, manuals and correspondence
  • May supervise records management technicians and related staff.

Common Job Titles

Getting to Certification

The Training Plan

Each standard has a common training plan that guides progress toward certification. Each apprentice receives a customized training plan based on their intake assessment. 

Competency-Based Training

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 ).
  • 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).

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Relentless Mastery

Evaluation & EPA

Each standard has an ongoing assessment related to each competency training module on the personalized plan and an End-Point Assessment (EPA). 

As an institutional commitment to relentless mastery, all standards follow 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 guidepost 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:

  • Observation
  • Practical
  • Knowledge tests
  • Professional Discussions
  • Interview
  • Presentation and Questioning
  • Project/Improvement Process
  • Portfolio-based Interview
  • Portfolio-based Professional Discussion
End-Point Assessment (EPA) Details

What does EPA involve for Office Administrator?

The end-point assessment, or EPA, for the Skilled Trade Office Administrator standard is made up of three components:

EPA 1: Knowledge test

The knowledge test contains 60 multiple-choice questions and is carried out online. The questions will be randomly selected from a question bank.

Apprentices will usually need to pass the knowledge test before they can progress to the next element of EPA.

EPA 2: Portfolio-based Interview

This interview is based on the portfolio of learning the apprentice creates while completing the training units outlined in the standard. This portfolio should evidence each of the knowledge, skills,  and behaviours shown in the assessment plan. The interview assesses their competence, self-reflection, judgement and understanding of the entire Apprenticeship. The portfolio provides a structure for this interview.

The portfolio-based interview is conducted by a team of assessors.

EPA 3: Project/Improvement Process

The apprentice will deliver a presentation on a project they completed or a process they improved. The project or process improvement will be done while the apprentice is working through their training units and must be completed as part of the Gateway evaluation to start the EPA process.

If the apprentice assessed out of a majority of their training units, the apprentice will complete their project/improvement process during PLA2431 – Gateway Assessment for Certification.

The project should be submitted to the EPA Centre and the apprentice will then be given a question to answer in the presentation. For example:

  • How have you improved a process or operating practice?
  • Which KSBs were more critical to the outcome of the project/improvement?
  • How will the project/improvement be monitored for updates and effectiveness?

The EPA elements for this standard are equally weighted.

Duration (minutes)
Knowledge test 90 Fail/Pass/Distinction
Portfolio-based Interview 60 Fail/Pass/Distinction
Project Presentation 60 Fail/Pass/Distinction

The grading for this EPA is Fail/ Pass/ Distinction. The table below shows how the
grade from each end-point assessment component is combined to determine the
overall end-point assessment grade.

Does not achieve a minimum Pass for all three components. Achieves a minimum of a Pass for all three components and a Distinction in no more than two. Achieves a Distinction in all three components.

Grade boundaries for the Knowledge Test:

Minimum score
Maximum score
Distinction 50 60
Pass 40 49
Fail 0 39

The Portfolio-based Interview and Project Presentation are graded as follows:

Meets all of the Pass criteria and all the Distinction criteria. Meets all of the Pass criteria but not all the Distinction criteria. Does not meet all the Pass criteria.

The EPA for Office Administrator can be completed in hybrid or entirely online as the recommendation of the apprentice and their preferred assessment environment.

  • EPA1: This is an online assessment. Paper assessments are available for apprentices with documented learning accommodations.
  • EPA2 & EPA3: Can be done remotely using MS Teams or in person at the Institute.

Our remote EPA2 and EPA3 model supports apprentices who require an assessment method that does not require transportation. However, where needed, employers should help the apprentice to have reliable, consistent internet access for the duration of these two assessments.

The EPA Centre provides:

  • Apprentice Toolkit: full guidance on what to expect and how to prepare for EPA;
  • Employer overview showing what EPA involves;
  • Mock knowledge test;
  • Portfolio Mapping;
  • Blog with regular advice articles; and
  • Regular feedback to Guild House Tech on areas to improve the overall training and delivery of the standard.

Competency-based learningCustomized training plansStart at any time

Individual Pricing

An innovative approach to pricing that acknowledges what is already known and never pads with services and fees. All pricing is protected for the duration of the training agreement.

Proactive Transparency

Calculation & Explanation of Rates (CER)

Here's an example pricing plan for this training standard, assuming the apprentice will be completing all of the competency-based training units. Certain aspects of the pricing structure are mandatory, regardless of the number of training units, and will be outlined in the final service training agreement.

CER Summary


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.

Transform a job into a credential

Learning (A)

Includes: Teaching & Consumables
$ 5953
  • Teaching Estimate $4016.25
  • Consumables Estimate $1937.50

Expand for Details

Training Unit
ADM1601 – Administrative Procedures 54.00
ADM1602 – Recordkeeping Fundamentals 54.00
COM1301 – Communications 54.00
COM1303 – Corporate Social Responsibility 54.00
COM1306 – Digital Communications 54.00
COM1331 – Interactive Media 54.00
DAT1201 – Document Production and Keyboarding 54.00
DAT1231 – Managing Physical and Digital Records 54.00
FIN1501 – Bookkeeping 54.00
FIN1531 – Financial Activities and Document Production 54.00
HRM1901 – Interpersonal Relations 54.00
MAT1401 – Math for Administrators 54.00
MGT1803 – Organizations and their Stakeholders 54.00
PRM2031 – Database Systems and Procedures 54.00
PRM2032 – Project Management Administration 54.00
PRM2033 – Integrated Office Projects 54.00
TRE3001 – Truth and Reconciliation: From Acknowledgement to Action 54.00
Training Unit
1:1 Hours
ADM1601 – Administrative Procedures 2.25 135.00
ADM1602 – Recordkeeping Fundamentals 2.25 135.00
COM1301 – Communications 2.25 135.00
COM1303 – Corporate Social Responsibility 2.25 135.00
COM1306 – Digital Communications 2.25 135.00
COM1331 – Interactive Media 2.25 135.00
DAT1201 – Document Production and Keyboarding 2.25 135.00
DAT1231 – Managing Physical and Digital Records 2.25 135.00
FIN1501 – Bookkeeping 2.25 135.00
FIN1531 – Financial Activities and Document Production 2.25 135.00
HRM1901 – Interpersonal Relations 2.25 135.00
MAT1401 – Math for Administrators 2.25 135.00
MGT1803 – Organizations and their Stakeholders 2.25 135.00
PRM2031 – Database Systems and Procedures 2.25 135.00
PRM2032 – Project Management Administration 2.25 135.00
PRM2033 – Integrated Office Projects 2.25 135.00
TRE3001 – Truth and Reconciliation: From Acknowledgement to Action 2.25 135.00
$803.25 (20% of the teaching estimate)
Cost ($)
Learning Systems 200.00
Software 150.00
Intake Assessment 787.50
Orientation Kit 200.00
Kit 300.00
Course Materials 300.00
Administration (C)
Includes: Administrative Rates & Margin
$ 3252
  • Administration $1080.00
  • Margin $2172.13 (15% of the total plan)
Expand for Details

Administration Rate



Training Units



Total Estimate


Training Estimate






Total Estimate


Assessment (B)
Includes: Formative Assessment, EPA Rate & Credential Rate
$ 5274
  • Formative Assessment $1700.00
  • End-Point Assessment $1575.00
  • Credential Rate $2000.00
Expand for Details
Training Unit
Assessment Cost ($)
ADM1601 – Administrative Procedures 100
ADM1602 – Recordkeeping Fundamentals 100
COM1301 – Communications 100
COM1303 – Corporate Social Responsibility 100
COM1306 – Digital Communications 100
COM1331 – Interactive Media 100
DAT1201 – Document Production and Keyboarding 100
DAT1231 – Managing Physical and Digital Records 100
FIN1501 – Bookkeeping 100
FIN1531 – Financial Activities and Document Production 100
HRM1901 – Interpersonal Relations 100
MAT1401 – Math for Administrators 100
MGT1803 – Organizations and their Stakeholders 100
PRM2031 – Database Systems and Procedures 100
PRM2032 – Project Management Administration 100
PRM2033 – Integrated Office Projects 100
TRE3001 – Truth and Reconciliation: From Acknowledgement to Action 100
# of Assessors
3 3 1575.00