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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED QUALIFICATION THAT HAS PASSED THE END DATE: 

Occupational Certificate: Management Assistant 
SAQA QUAL ID QUALIFICATION TITLE
101876  Occupational Certificate: Management Assistant 
ORIGINATOR
Development Quality Partner - QCTO 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY NQF SUB-FRAMEWORK
-   OQSF - Occupational Qualifications Sub-framework 
QUALIFICATION TYPE FIELD SUBFIELD
Occupational Certificate  Field 03 - Business, Commerce and Management Studies  Office Administration 
ABET BAND MINIMUM CREDITS PRE-2009 NQF LEVEL NQF LEVEL QUAL CLASS
Undefined  316  Not Applicable  NQF Level 05  Regular-ELOAC 
REGISTRATION STATUS SAQA DECISION NUMBER REGISTRATION START DATE REGISTRATION END DATE
Passed the End Date -
Status was "Reregistered" 		 SAQA 06120/18  2018-07-01  2023-06-30 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This qualification replaces: 
Qual ID Qualification Title Pre-2009 NQF Level NQF Level Min Credits Replacement Status
67034  National N Diploma: Medical Secretary  Level 6  NQF Level 06  360  Complete 
22468  National Diploma: Business Studies: Medical Secretary  Level 5  NQF Level 06  240  Complete 
22458  National Certificate: Business Studies: Medical Secretary  Level 5  Level TBA: Pre-2009 was L5  120  Complete 
67035  National N Diploma: Legal Secretary  Level 6  NQF Level 06  360  Complete 
22465  National Diploma: Business Studies: Legal Secretary  Level 5  NQF Level 06  240  Complete 
22455  National Certificate: Business Studies: Legal Secretary  Level 5  Level TBA: Pre-2009 was L5  120  Complete 
15539  Higher Diploma: Legal Secretary  Level 5  NQF Level 06  245  Complete 
22466  National Diploma: Business Studies: Management Assistant  Level 5  NQF Level 06  240  Complete 
22456  National Certificate: Business Studies: Management Assistant  Level 5  Level TBA: Pre-2009 was L5  120  Complete 
67033  National N Diploma: Management Assistant  Level 6  NQF Level 06  360  Complete 

PURPOSE AND RATIONALE OF THE QUALIFICATION 
Purpose:
The purpose of this qualification is to prepare a learner to operate as a Management Assistant.

The qualification provides an opportunity for the learner to acquire a range of skills to be able to coordinate the activities of the organisation and provide professional administrative and secretarial support to managers, either as part of a team or individually. They also coordinate activities of assigned personnel and provide current and updated relevant information to the manager as support for upcoming meetings.

The Management assistant can also function as a Senior or Executive secretary, depending on experience and is the gatekeeper who promotes the professional image of the manager and the organisation. The management assistant also needs to be able to manage special projects using resources given according to good governance procedures.

The qualified learner will be actively engaged in becoming a well-rounded, multi-skilled person, prepared for further, more specific study and a number of alternative career choices within the secretarial or personal assistant field.

A qualified learner will be able to:
  • Plan, organise and support department meetings and workshops.
  • Apply appropriate personal and interpersonal skills to a range of situations to facilitate the smooth relations between internal and external stakeholders according to organisational standards.
  • Apply basic knowledge of relevant administration governance, policies and procedures to manage resources effectively in the organisation.
  • Plan, administer and provide support services to a special project within an organisation.
  • Promote professional documentation by utilising effective and accurate information processing and research skills to enhance the professional image of the organisation or industry.

    Rationale:
    This qualification is a response to current legislation which states the following: Programmes offered to meet industry needs, including those supporting apprenticeships and N-Courses, are reviewed, updated and made available to and accessed by employers.

    To prevent proliferation, current legacy qualifications with the same outcomes were analysed and will be absorbed to form part of the Management Assistant occupational qualification. The qualification will not have the specialisations for Legal or Medical secretary as these can be acquired additionally and are very job specific.

    The Management Assistant has an important role as an interpreter between people, as a creator of team spirit, and as a mentor, may have a significant impact on the atmosphere of the organisation. Management Assistants will need to be able to align views and sympathise with others, and also understand how people gather and assimilate information and in future, working across time zones will become common practice and virtual connections such as email, phones, web-casts and teleconferences will provide new opportunities for automating routines, and release time for more demanding work and developing working methods.

    Management Assistants need to be proactive and manage their own work instead of waiting for clearly defined assignments. That means greater independence and bigger responsibility: self-management and life-long learning as valued skills. The Management Assistant needs good interaction and communication skills to support the atmosphere of the work community and be able to handle challenging situations. Contact with stakeholders is also an important part of their work, so they need to be open-minded and understand diversity. This qualification seeks to address the current and future needs of industry to equip the Management Assistant with the necessary skills.

    Different organization structures also provide new career opportunities for secretaries and assistants in specialist, management and supervisory roles. Management Assistants may specialise in managing corporate reputation and image in social media, both externally and/or internally.

    All parties involved in this industry were consulted such as Technical and Vocational Education and Training (TVET) lecturers, Professional Bodies and Associations and relevant SETAs. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Recognition of Prior Learning (RPL):
    RPL for access to the external integrated summative assessment: Accredited providers and approved workplaces must apply the internal assessment criteria specified in the related curriculum document to establish and confirm prior learning. Accredited providers and workplaces must confirm prior learning by issuing a statement of result or certifying a work experience record.

    RPL for access to the qualification: Accredited providers and approved workplaces may recognise prior learning against the relevant access requirements.

    Entry Requirements:
  • Level 4 with Communication. 
    		•

    RECOGNISE PREVIOUS LEARNING? 
    Y 

    QUALIFICATION RULES 
    This qualification is made up of the following compulsory Knowledge and Practical Skill Modules:

    Knowledge Modules:
  • 334302001-KM-01, Document management and record-keeping, Level 5, 15 Credits.
  • 334302001-KM-02, Computerised Information Processing, Level 5, 25 Credits.
  • 334302001-KM-03, Resource and procurement management, Level 5, 5 Credits.
  • 334302001-KM-04, Social media and digital literacy, Level 4, 5 Credits.
  • 334302001-KM-05, Office protocol, deportment and etiquette, Level 4, 10 Credits.
  • 334302001-KM-06, Business communication and customer services, Level 5, 8 Credits.
  • 334302001-KM-07, Ready for work standards, Level 4, 5 Credits.
  • 334302001-KM-08, Basic business calculations, Level 4, 5 Credits.
  • 334302001-KM-09, Apply End User Computing, Level 3, 6 Credits.
  • 334302001-KM-10, Business documentation and design, Level 4, 10 Credits.
  • 334302001-KM-11, Meeting administration, Level 4, 10 Credits.
  • 334302001-KM-12, Introductory project management, Level 4, 2 Credits.
    Total number of Credits for Knowledge Modules: 106.

    Practical Skill Modules:
  • 334302001-PM-01, Create a trip itinerary, Level 5, 15 Credits.
  • 334302001-PM-02, Address protocol requirements, Level 5, 5 Credits.
  • 334302001-PM-03, Determine, acquire and allocate resources for the secretarial unit, Level 5, 10 Credits.
  • 334302001-PM-04, Design and develop complex text documents, Level 5, 5 Credits.
  • 334302001-PM-05, Manage a small project, Level 5, 10 Credits.
  • 334302001-PM-06, Support the recruitment, selection and induction of secretarial staff, Level 5, 10 Credits.
  • 334302001-PM-07, Apply communication and effective customer relationships, Level 5, 10 Credits.
  • 334302001-PM-08, Organise meetings, Level 5, 10 Credits.
    Total number of Credits for Practical Skill Modules: 75.

    This qualification also requires the following Work Experience Modules:
  • 334302001-WM-01, Perform administrative and meeting support functions to support management, Level 5, 12 Credits.
  • 334302001-WM-02, Apply ready for work standards to everyday work activities, Level 5, 25 Credits.
  • 334302001-WM-03, Handle customer and client's queries and liaison in an office, Level 5, 8 Credits.
  • 334302001-WM-04, Assist in planning and coordinating at least two special events/conferences, Level 5, 20 Credits.
  • 334302001-WM-05, Procure and allocate resources, Level 5, 15 Credits.
  • 334302001-WM-06, Manage a paperless office, Level 5, 20 Credits.
  • 334302001-WM-07, Apply supervisory skills to coordinate and direct clerical staff activities, Level 5, 20 Credits.
  • 334302001-WM-08, Prepare a trip itinerary, Level 4, 15 Credits.
    Total number of Credits for Work Experience Modules: 135. 
    		•

    EXIT LEVEL OUTCOMES 
    1. Plan, organise and support department meetings and workshops.
    2. Apply appropriate personal and interpersonal skills to a range of situations to facilitate the smooth relations between internal and external stakeholders according to organisational standards.
    3. Apply basic knowledge of relevant administration governance, policies and procedures to manage resources effectively in the organisation.
    4. Plan, administer and provide support services to a special project within an organisation.
    5. Promote professional documentation by utilising effective and accurate information processing and research skills to enhance the professional image of the organisation or industry. 

    ASSOCIATED ASSESSMENT CRITERIA 
    Associated Assessment Criteria for Exit Level Outcome 1:
  • Meeting documentation is prepared for meeting packs.
  • A general meeting is organised according to given case studies/scenarios [Range: includes but not limited to notice of meeting, book venue, organise catering, ensure readiness of venue (IT and equipment and venue layout) and meeting pack].
  • Meeting protocol is applied appropriately for taking decisions using a case study/scenario (Range: includes but not limited to quorums, proxy votes, motions, resolutions, decisions and actions).
  • Minutes are saved, shared and distributed to role-players via appropriate measures [Range: includes but not limited to online sharing (e-mail, dropbox, cloud) and other tools for sharing meeting minutes (Fax, courier, post).

    Associated Assessment Criteria for Exit Level Outcome 2:
  • Appropriate interpersonal skills are applied to accurately deal with conflicts, confrontations and disagreements.
  • Acceptable and non-acceptable professional image displayed by different stakeholders in a work environment is identified and remedial changes suggested that will enhance the professional image appropriate/applicable to the organisation.
  • Protocol procedures regarding greetings, personal space, etiquette and specific customs are researched as part of the preparation for receiving international guest/s.
  • Customer service is provided in accordance with operational and diversity requirements.
  • Presentations to internal and external stakeholders are planned and prepared according to specifications.
  • Internal and external stakeholder needs are responded to professionally.
  • Conflict is managed by analysing the problem and applying problem-solving techniques.
  • Customer service and relations are improved and recommendations made in line with customer service standards.

    Associated Assessment Criteria for Exit Level Outcome 3:
  • Completed documents reflect given standard operating procedures and legal requirements (Range: includes but not limited to procurement, submissions, budget, petty cash, quotations, reconciliations).
  • Health, safety and security requirements are applied to the organisation/industry.
  • Risk Management strategies are applied to resource management.
  • Knowledge of relevant administrative governance, principles and practices are applied to solve problems arising in the course of day to day work.

    Associated Assessment Criteria for Exit Level Outcome 4:
  • The project plan is developed with timelines and responsibilities.
  • Forms and records to document project activities are developed.
  • Files are set up to ensure that all project information is appropriately documented and secured.
  • Progress of the project is monitored and adjustments made as necessary to ensure the successful completion of the project.
  • A communication schedule is established to update stakeholders including appropriate staff in the organization on the progress of the project.
  • Quality of the work completed is reviewed with the project team on a regular basis to ensure that it meets the project standards.

    Associated Assessment Criteria for Exit Level Outcome 5:
  • Office documentation including but not limited to business letters/concise, meeting documentation, reports and advertising is accurately produced and formatted.
  • Documentation is checked for accuracy and any errors corrected using appropriate tools.
  • Display documents are prepared (Advertisements, pamphlets, brochures) to inform the public about the company's new services.
  • Documents are created for special events which will include but not limited to programmes, schedules, itineraries, invitations.
  • The appropriate program is used to produce documents to be used for presentation purposes, which includes, but not limited to speeches, lectures and presentations.
  • The impact and suitability of different types of media for targeting a specific market are assessed.
  • Information on relevant issues is collected and analysed using different media channels, such as newspapers, magazines, radio, television, social media and the internet.
  • Strategies for using certain media effectively to attract and retain customers, increase brand recognition, and maintain customer satisfaction and loyalty are devised and recommended.

    Integrated Assessment:
    Integrated Formative Assessment:
    The skills development provider will use the curriculum to guide them on the stipulated internal assessment criteria and weighting. They will also apply the scope of practical skills and applied knowledge as stipulated by the internal assessment criteria. This formative assessment leads to entrance into the integrated external summative assessment.

    Integrated Summative Assessment:
    An external integrated summative assessment, conducted through the relevant Quality Council for Trades and Occupations Assessment Quality Partner is required for the issuing of this qualification. The external integrated summative assessment will focus on the Exit Level Outcomes and Associated Assessment Criteria. 
    		•

    INTERNATIONAL COMPARABILITY 
    England and New Zealand were used for international comparability against the Management Assistant occupational qualification.

    England:
    England has the following related qualifications:
    Diploma in Business Administration Secretarial/PA (Advanced), Level 3.

    Qualification description:
    This is a very practical, hands-on course where learners are taught all the skills that a modern Secretary/Personal Assistant needs. Throughout the course learners research topics and become proficient with all the software packages included in the Microsoft Office suite. In preparation for employment, self-management skills will be developed throughout and learners are encouraged to solve problems independently when completing assignments.

    Diploma in Administration (Business Professional) (QCF) (Admin, Secretarial, PA, Secretary, Business), Level 3.

    Qualification description:
    This is an advanced course for anyone wanting to become a secretary/PA/administrator in any area. It is ideal for those who want to work at a supervisory level. This course assists in developing the skills to work effectively and to carry out a range of complex administrative functions required in a business environment learn the latest Information Technology skills to a high standard.

    From this Diploma the learner can progress on to the Higher National Diploma in Business Studies at Level 4, or continue their studies on a Higher Education programme.

    These qualifications include modules such as Business Administration, Text Processing and IT which are similar modules to the South African Occupational Qualification: Management Assistant such as Secretarial office administration, Information processing, End User Computing, Business communication and customer service. This compares favourably in terms of learning areas within both qualifications.

    New Zealand:
    New Zealand has the following related qualification:
    Diploma in Business Studies (Level 5).

    Qualification description:
    The aim of this qualification is to provide an entry level qualification for those students who are seeking a career, and for those already working, in an office or junior management role. The qualification seeks to provide students with the skills, knowledge and competencies to apply introductory business knowledge and management skills to a range of business processes.

    On successful completion of this programme, students will have the ability, skills and knowledge to:
  • Apply introductory business skills and knowledge into their present employment roles.
  • Operate in roles such as administrative assistant, accounts clerk and office manager in a small to medium business organisation.
  • Pursue further specialised study in the New Zealand Diploma in Business (Level 6) or the Bachelor of Applied Management (or both).

    This qualification has learning outcomes that are similar to the occupational tasks of the South African Occupational Certificate: Management Assistant.

    Conclusion:
    The Occupational Certificate: Management Assistant compares well with the above international countries in terms of learning areas and level of complexity. 
    		•

    ARTICULATION OPTIONS 
    Horizontal Articulation:
  • Occupational Certificate: Office Administrator, Level 5.
  • Occupational Certificate: Conference and Events Organiser, Level 5.
  • Certificate: Executive Secretarial Studies, Level 5, (ID: 57204).
  • Certificate: Executive Secretarial, Level 5 (ID: 57871).
  • Certificate: Executive Secretarial Studies, Level 5 (ID: 36085).
  • Certificate: Executive Secretarial Studies, Level 5 (ID: 36137).
  • Certificate: Executive Secretarial Studies, Level 5 (ID: 58693).
  • Certificate: Executive Secretarial Studies, Level 5 (ID: 36112).

    Vertical Articulation:
  • Diploma in Conveyancing Secretary, Level 6 (ID: 15536).
  • Diploma: Professional Secretary, Level 6 (ID: 21073).
  • Higher Diploma in Legal Secretary, Level 6 (ID: 15539).
  • Diploma in Office Support and Secretarial Studies, Level 6 (ID: 6067)
  • National Diploma in Office Management and Technology, Level 6 (ID 2252). 
    		•

    MODERATION OPTIONS 
    N/A 

    CRITERIA FOR THE REGISTRATION OF ASSESSORS 
    N/A 

    NOTES 
    Qualifying for external assessment:
  • In order to qualify for the external summative assessment learners must provide proof of all required modules by means of statements of results and work experience.

    Additional legal or physical entry requirements:
  • None.

    Criteria for the accreditation of providers:
  • Accreditation of providers will be done against the criteria as reflected in the relevant curriculum on the Quality Council for Trades and Occupations website.
  • The curriculum title and code is: Management Assistant: 334302001.

    This qualification encompasses the following trades as recorded on the NLRD:
  • None.

    Part Qualifications:
  • None. 
    		•

    LEARNING PROGRAMMES RECORDED AGAINST THIS QUALIFICATION: 
    When qualifications are replaced, some (but not all) of their learning programmes are moved to the replacement qualifications. If a learning programme appears to be missing from here, please check the replaced qualification.
     
    NONE 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS QUALIFICATION: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    NONE 


    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.