SAQA 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.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED QUALIFICATION: 

Occupational Certificate: Office Supervisor 
SAQA QUAL ID QUALIFICATION TITLE
118740  Occupational Certificate: Office Supervisor 
ORIGINATOR
Development Quality Partner - SERVICES SETA 
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  Generic Management 
ABET BAND MINIMUM CREDITS PRE-2009 NQF LEVEL NQF LEVEL QUAL CLASS
Undefined  240  Not Applicable  NQF Level 05  Regular-ELOAC 
REGISTRATION STATUS SAQA DECISION NUMBER REGISTRATION START DATE REGISTRATION END DATE
Registered  EXCO 0522/24  2022-02-03  2025-12-31 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2026-12-31   2029-12-31  

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 does not replace any other qualification and is not replaced by any other qualification. 

PURPOSE AND RATIONALE OF THE QUALIFICATION 
Purpose:
The purpose of this qualification is to prepare a learner to operate as an Office Supervisor. Office Supervisors plan, organise, lead and control office functions in a business environment.

A qualified learner will be able to:
  • Provide planning support on recruitment, selection, and disciplinary processes of an organisation.
  • Organise and coordinate work activities with other work units or departments.
  • Coach and mentor administrators in an office environment.
  • Handle internal communications within an office environment.
  • Handle conflicts and solve problems within an office environment.
  • Ensure compliance with regulations and company procedures.
  • Perform financial controls and reporting in an office environment.

    Rationale:
    This qualification provides a learner with the competencies required to operate as an Office Supervisor in various businesses. It specifically develops supervisory competencies at the junior manager's level. It builds on the foundation laid at the office administration level which focuses on competencies for personnel clerks, filing clerks and data capturers. The qualification introduces the ability to apply key terms, rules, concepts, principles and practices of management that will enable learners to be informed office supervisors.

    The scope of supervision covers four domains: plan, organise and coordinate, control, and lead in a business environment. This qualification addresses each of these domains with competencies specific to planning support of office functions, organise and coordinate work activities, coaching and mentoring of others, handling conflicts, and performing office controls. It provides learners with the knowledge and practical skills that enable functioning as an office supervisor.

    Various businesses have different offices with data capturing, personnel assistance and filing as core functions.
    The supervision of these roles is normally performed by an office supervisor and this qualification enables businesses to be able to employ individuals with competencies that match this supervising role. Businesses across economic sectors will benefit from a pool of office supervisors with competencies already fitting the needs of the roles.

    Previously, office supervisors would acquire competencies through various qualifications, mainly the Further Education and Training Certificate: Administration Management, Business Administration services and Further Education and Training Certificate: General Management. All these qualifications were at NQF level 4 while operating at various occupational levels. This then required a QCTO realignment process to ascertain an appropriate level and corresponding competencies through engagement with industry experts during the curriculum development. The qualification is aimed at new entrants and learners who are already working in the field within a variety of function in office administration with a need for growth. 
    		•

    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 results or by 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:
    The minimum entry requirement for this qualification is:
  • NQF Level 4 qualification. 
    		•

    RECOGNISE PREVIOUS LEARNING? 
    Y 

    QUALIFICATION RULES 
    This qualification is made up of compulsory Knowledge, Practical Skill and Work Experience Modules:

    Knowledge Modules
  • 334101-000-00-KM-01, Role, Functions and Fundamentals of Office Supervision, Level 5, 25 Credits.
  • 334101-000-00-KM-02, Communications, Level 5, 25 Credits.
  • 334101-000-00-KM-03, Internal Controls in an Office Environment, Level 5, 25 Credits.

    Total number of credits for Knowledge Modules: 75

    Practical Skill Modules
  • 334101-000-00-PM-01, Provide Planning Support on Recruitment, Selection and Disciplinary Processes of an Organisation, Level 5, 10 Credits.
  • 334101-000-00-PM-02, Organising and Coordinating Work Activities, Level 5, 10 Credits.
  • 334101-000-00-PM-03, Coaching and Mentoring of Personnel Clerks, Filing Clerks and Data Capturers in an Office Environment, Level 5, 10 Credits.
  • 334101-000-00-PM-04, Handle Internal Communications within an Office Environment, Level 5, 15 Credits.
  • 334101-000-00-PM-05, Handle Conflicts and Solve Problems within an Office Environment, Level 5, 10 Credits.
  • 334101-000-00-PM-06, Handle Compliance to Regulations and Company Procedures, Level 5, 10 Credits.
  • 334101-000-00-PM-07, Perform Financial Controls and Reporting in an Office Environment, Level 5, 10 Credits.

    Total number of credits for Practical Skill Modules: 75

    Work Experience Modules
  • 334101-000-00-WM-01, Recruitment, Selection and Discipline Maintenance Support, Level 5, 10 Credits.
  • 334101-000-00-WM-02, Scheduling and Coordination of Various Activities in and Outside Own Department, Level 5, 15 Credits.
  • 334101-000-00-WM-03, Coaching, Mentoring and Team Building, Level 5, 10 Credits.
  • 334101-000-00-WM-04, Communications, Level 5, 25 Credits.
  • 334101-000-00-WM-05, Conflict Resolution in an Office, Level 5, 10 Credits.
  • 334101-000-00-WM-06, Office Internal Controls, Level 5, 10 Credits.
  • 334101-000-00-WM-07, Office Financial Controls, Level 5, 10 Credits.

    Total number of credits for Work Experience Modules: 90 
    		•

    EXIT LEVEL OUTCOMES 
    1. Plan, prepare and provide necessary support during recruitment, selection and disciplinary purposes.
    2. Organise and coordinate work activities in an office environment.
    3. Coach and mentor others in an office environment.
    4. Communicate effectively and manage internal stakeholders in an office environment.
    5. Resolve conflicts in an office environment.
    6. Identify compliance issues and ensure necessary office compliance.
    7. Perform basic financial controls and reporting in an office environment. 

    ASSOCIATED ASSESSMENT CRITERIA 
    Associated Assessment Criteria for Exit Level Outcome 1:
  • Support recruitment and selection processes correctly.
  • Provide support on maintaining professional conduct in an office adequately.
  • Support departmental discipline maintenance efforts adequately.

    Associated Assessment Criteria for Exit Level Outcome 2:
  • Allocate resources in line with the needs of various functions and teams in an office.
  • Monitor and review allocated resources according to availability and synergy in an office.
  • Conduct performance appraisals in line with organisational policies and procedures.

    Associated Assessment Criteria for Exit Level Outcome 3:
  • Apply coaching skills and techniques.
  • Identify and allow steps to follow in coaching.
  • Identify and follow mentoring steps during mentoring.
  • Identify and mentor mentees in line with their developmental needs.
  • Induct new employees are properly and hand necessary tools and equipment in an office.
  • Identify areas where the team requires development.
  • Identify and communicate necessary team-building exercises to the team.
  • Identify correct venues and make physical resources available.
  • Undertake team.

    Associated Assessment Criteria for Exit Level Outcome 4:
  • Communicate management instructions, Unit deliverables, objectives, operational plans and organisational policies and procedures using appropriate media, methods and tools.
  • Write various documents for a variety of purposes in an office environment.
  • Facilitate business meetings for various purposes in an office environment.
  • Handle negotiations for various purposes in an office environment.
  • Communicate and use appropriate media, methods and tools.
  • Write and submit documents for various purposes in an office environment.
  • Facilitate business meetings for various purposes in an office environment.
  • Handle negotiations for various purposes in an office environment efficiently.

    Associated Assessment Criteria for Exit Level Outcome 5:
  • Resolve conflicts in an office are amicable.
  • Handle unresolved conflicts in an office are properly.

    Associated Assessment Criteria for Exit Level Outcome 6:
  • Develop and implement general office controls in line with organisational policies and procedures and statutory requirements.
  • Manage internal controls in an office to ensure necessary compliance.

    Associated Assessment Criteria for Exit Level Outcome 7:
  • Draw up and submit office budgets in line with organisational requirements.
  • Conduct variance analysis for financial reports in an office environment.

    Integrated Assessment:
    Integrated Formative Assessment
    The Skills Development Providers 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 QCTO Assessment Quality Partner is required to issue this qualification. The External Integrated Summative Assessment will focus on the Exit Level Outcomes and Associated Assessment Criteria. 
    		•

    INTERNATIONAL COMPARABILITY 
    This qualification was compared with international qualifications in the United Kingdom and Australia.

    United Kingdom (UK):
    The Oxford Cambridge Examinations Board in the UK offers a vocational qualification in Team Leading Level 2 (National Vocational Qualifications (NVQs) Certificate (Competence). This qualification is intended for learners who have a responsibility for the work of others, as they lead a team. It is suitable for those who are entering management, or who have the ability and the opportunity to demonstrate recognisable management and leadership skills, for example, providing leadership for a team, encouraging innovation, allocating and checking work.

    The qualification consists of three mandatory units covering the core skills needed to lead a team. Learners look at how to plan, allocate and monitor work; and gain tools and techniques to develop as leaders and get the most from their team. Learners complete the Certificate with optional units which cover everything from communication skills to business improvement techniques.

    The benefits of this qualification are as follows:
  • Competence-based qualification - assessed by a portfolio of evidence.
  • Based on the national occupational standards for management and leadership.
  • A qualification recognised in all occupations and sectors of employment.
  • Competence element of the apprenticeship package.

    Australia
    The Diploma of Business Administration qualification is registered on the Australian Qualifications Authority. It is intended for individuals working in office space who have technical competencies to plan, carry out and evaluate their work or in other cases, work of the team.

    In a South African context, these are the people who would be working in various technical roles within an office environment. These could be the call centre agents, administration clerks and other similar occupations. Similar to the Australian set-up, these already have their technical competencies and, in some instances, they may already be tasked with additional responsibilities over a team. This similarity is on the targeted learners of the qualification. The nuances in the labour markets between the two countries make some of these characteristics not the same.

    The levels are similar as this also is at around level five and six. The office supervisor qualification has modules at level five. It also allows choices at level four while the Office supervisor does not necessarily provide it as an option, but it has modules at level four.

    In the main, this qualification has the following as its competencies:
  • Lead and manage team effectiveness.
  • Manage personal work priorities and professional development.
  • Manage quality assurance.
  • Manage quality customer service.
  • Manage people performance
  • Manage meetings

    A few other competencies on this qualification differ from the office supervisor one in that:
  • It has the development of policies while the office supervisor only allows a learner to take part in the policy development process
  • It has the establishment and maintenance of digital devices while the office supervisor one has only the maintenance aspect.

    Conclusion:
    This qualification compares favourably with the team leading qualification in the United Kingdom and the Business administration diploma in Australia. All these qualifications target learners who are already employed to provide them with leadership skills that will equip them as they enter the managerial level in retail. 
    		•

    ARTICULATION OPTIONS 
    This qualification provides opportunities for horizontal and vertical articulation options.

    Horizontal Articulation:
  • Occupational Certificate: Management Assistant, NQF Level 5.

    Vertical Articulation:
  • Diploma: Business Management, NQF Level 6. 
    		•

    NOTES 
    Qualifying for External Assessment:
    To qualify for an external assessment, learners must provide proof of completion of all required knowledge and practical modules by means of statements of results and a record of completed 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 QCTO website.

    The curriculum title and code are: Office Supervisor: 334101-000-00-00.

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

    Assessment Quality Partner (AQP)
  • Chemical Industries Education and Training Authority (CHIETA)

    LEARNING PROGRAMMES RECORDED AGAINST THIS QUALIFICATION
  • None 
    		•

    LEARNING PROGRAMMES RECORDED AGAINST THIS 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.