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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED QUALIFICATION: 

Higher Certificate in Office Administration 
SAQA QUAL ID QUALIFICATION TITLE
86526  Higher Certificate in Office Administration 
ORIGINATOR
Akademia NPC 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY NQF SUB-FRAMEWORK
CHE - Council on Higher Education  HEQSF - Higher Education Qualifications Sub-framework 
QUALIFICATION TYPE FIELD SUBFIELD
Higher Certificate  Field 03 - Business, Commerce and Management Studies  Office Administration 
ABET BAND MINIMUM CREDITS PRE-2009 NQF LEVEL NQF LEVEL QUAL CLASS
Undefined  120  Not Applicable  NQF Level 05  Regular-Provider-ELOAC 
REGISTRATION STATUS SAQA DECISION NUMBER REGISTRATION START DATE REGISTRATION END DATE
Registered-data under construction  EXCO 0324/24  2024-07-01  2027-06-30 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2028-06-30   2031-06-30  

Registered-data under construction

The qualification content is currently being updated for the qualifications with the status “Registered-data under construction” or showing “DETAILS UNDER CONSTRUCTION” to ensure compliance with SAQA’S Policy and Criteria for the registration of qualifications and part-qualifications on the National Qualifications Framework (NQF) (As amended, 2022). These qualifications are re-registered until 30 June 2027 and can legitimately be offered by the institutions to which they are registered.

 

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.  

PURPOSE AND RATIONALE OF THE QUALIFICATION 
Purpose:

The purpose of the Higher Certificate in Office Administration is to provide the learner with knowledge and skills required to gain theoretical and practical understanding of the context and strategies relevant to basic administrative and office processes, within a business or associated environment. This qualification increases the learner's understanding of the importance of the consistent application of appropriate administrative principles and theory. It provides opportunities for problem-solving and decision-making for the organising of information and use of appropriate technology, to complete tasks and work within a team.

Rationale:

In the South African economy, there is a need for entry-level qualifications which are vocational and industry orientated. A Level 5 qualification in Office Administration offers introductory knowledge to the areas of general business administration within an office environment and prepares learners for a range of professional positions in the general business environment. This qualification also creates a pathway for successful learners who did not meet the Grade 12 admission criteria into Diploma studies, to continue with further studies at NQF Level 5 and then proceed to an Advanced Certificate or Diploma in a cognate field.

A Higher Certificate in Office Administration offers the foundational knowledge and applied competence required to be employable as administration personnel in small and medium organisations or in entry-level positions in large organisations. As such they can be employed as receptionists, secretaries, general office administrators or managers' personal assistants. 

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
It is assumed that learners who register for this qualification:
  • Have the information-gathering, analysis and presentation skills required at NQF Level 4.
  • Are able to comprehend what they have learned and communicate the relevant information reliably, accurately, and comprehensively in the required medium of instruction.
  • Are able to take responsibility for own learning and progress within a well-structured and managed learning environment.
  • Are able to evaluate own performance.
  • Are MS Office literate.

    Recognition of Prior Learning:

    Learners can achieve this qualification in part or wholly through recognition of prior learning. The Recognition of Prior Learning Policy details the processes.
  • Learners may apply for Recognition of Prior Learning for subjects already passed, in-house or at other recognised institutions. Learners may also apply for Recognition of Prior Learning for experience acquired through informal and non-formal learning.
  • Learners who do not meet the criteria for admission may be enrolled through the Recognition of Prior Learning.

    Recognition of Prior Learning is performed by means of institutional assessment criteria.

    Access to Qualification:

    Access is open to learners who have one of the following:
  • A National Senior Certificate (NSC) with a minimum of 30% in the language of learning and teaching at the higher education institution and which grants admission to higher certificate studies.
  • A National Certificate Vocational (NCV), Level 4 with compliance with the language of learning and teaching in the higher education institution.
  • Further Education and Training Certificate (FETC) with subjects appropriate to the qualification enrolled for.

    Learners who do not meet the minimum admission requirements can apply for admission through the process of Recognition of Prior Learning (RPL). 
    		•

    RECOGNISE PREVIOUS LEARNING? 
    Y 

    QUALIFICATION RULES 
    The qualification (totalling 120 credits) consists of the following six compulsory modules, worth 20 credits each, all at NQF Level 5:
  • Administrative Practice.
  • Client Service and Ethics.
  • Office Systems, Procedures and Records.
  • Office Technology and Data Processing.
  • Business and Accounting Practice.
  • Business Communication. 
    		•

    EXIT LEVEL OUTCOMES 
    1. Demonstrate fundamental knowledge of the main areas of administration and administrative functions and practice.

    2. Apply essential methods, procedures and techniques of administration in an office environment.

    3. Communicate information coherently and reliably.

    4. Demonstrate an understanding of planning and consulting in a team context, showing an awareness of professional standards and ethics in an organisation.

    5. Solve problems using relevant applications suitable to the operational context.

    Critical Cross-Field Outcomes:

    This qualification addresses all the Critical Cross-Field Outcomes. 

    ASSOCIATED ASSESSMENT CRITERIA 
    Associated Assessment Criteria for Exit Level Outcome 1:
  • Explain key terms, concepts, laws, principles, rules and theories of office administration and their application in an office administration environment.
  • Explain administration in the wider context of a business environment and in relation to society in modern South Africa.

    Associated Assessment Criteria for Exit Level Outcome 2:
  • Evaluate, select and apply appropriate administrative techniques and skills within the context of clearly defined problems in an administration and/or office environment, inclusive of scheduling and coordination, office systems operations and maintenance.
  • Demonstrate understanding of the inter-relatedness of the different areas of office administration and how actions, ideas or developments in one system impact on another.

    Associated Assessment Criteria for Exit Level Outcome 3:
  • Communicate clearly both orally and in writing, using effective Information and Communication Technologies (ICT), Business Information Systems (BIS) and reporting procedures.
  • Evaluate, select and apply appropriate tools and techniques for effective business correspondence.
  • Apply effective communication and good client service in all business interactions.
    > Range includes but is not limited to: Listening, reading, writing, speaking.

    Associated Assessment Criteria for Exit Level Outcome 4:
  • Work independently and as part of a team, taking responsibility for decisions made.
  • Effectively complete group tasks identified by team leaders or supervisors.
  • Take responsibility for own decisions and actions and those of others in the group.
  • Identify own learning needs and support the learning needs of others.
  • Apply and utilise resources showing an appropriate level of responsibility.
  • Understand the ethical and social implications of management decisions and actions on the organisation, community and society at large.

    Associated Assessment Criteria for Exit Level Outcome 5:
  • Solve well-defined problems, both routine and unfamiliar, within an administration context.
  • Select, analyse, synthesise and evaluate relevant information, tools and techniques needed to solve problems and bring about change.
  • Evaluate and identify changes needed for efficient office administration using relevant evidence.

    Integrated Assessment:

    Assessment practices must be open, transparent, fair, valid, and reliable and ensure that no learner is disadvantaged. Learning, teaching and assessment must be in line with one another.

    The term 'Integrated assessment' implies that theoretical and practical components are assessed together. During integrated assessments the assessor makes use of formative and summative assessment methods and assesses combinations of practical, applied, foundational and reflective competencies.

    A variety of methods are used in assessment. Tools and activities must be appropriate to the context in which the learner is working. Where it is not possible to assess the learner in the workplace or on-the-job, simulations, case studies and other similar techniques may be used to provide a context appropriate to the assessment.

    Assessors assess and give credit for the evidence of learning that has already been acquired through formal, informal and non-formal learning and work experience.

    The assessor determines learners' competency pertaining to the Exit Level Outcomes by using formative and summative assessment methods.

    Assessment methods include:
  • Self-assessment activities.
  • Knowledge tests.
  • Case studies.
  • Report writing.
  • Research and project based assignments.
  • Written examinations. 
    		•

    INTERNATIONAL COMPARABILITY 
    Akademia Konkordia (AK) endeavours to ensure that all qualifications offered compare well with industry standards and requirements on a national and international level.

    Higher Certificate in Office Administration, Level 5 was compared with the Executive Office Learning Skills Distance Learning Course offered by United Kingdom (UK) Open Learning; the Advanced Certificate Office Administration offered by Rathmines College, Dublin, Ireland, and the National Certificate in Business Administration Level 4 offered by Christchurch Polytechnic Institute of Technology, New Zealand.

    The modules offered in this qualification compare favourably with the following:
  • UK Open Learning: Personnel administration, Training administration, Customer service, Project management, Communications.
  • Rathmines College: Managing people, Information and administration, Reception, Customer service, Spreadsheet methods, Word processing, Audio transcription, Text production, Business management, Communications.
  • Christchurch Polytechnic: Office administration, Work placement, Medical reception, Customer service, Business administration systems, Document production, Spreadsheets and databases, Accounts processing.

    The Higher Certificate in Office Administration, Level 5 can be said to be internationally comparable in terms of broad content. 
    		•

    ARTICULATION OPTIONS 
    Horizontal Articulation:

    This qualification articulates horizontally with any cognate Higher Certificate at NQF Level 5.

    Vertical Articulation:

    This qualification articulates vertically with any cognate Advanced Certificate or Diploma at NQF Level 6. 

    MODERATION OPTIONS 
    All modules are moderated externally and internally to ensure quality. Feedback from moderators is used to improve the quality of assessment and learning material and inform learner support as well as ensuring fairness and validity in examination. 

    CRITERIA FOR THE REGISTRATION OF ASSESSORS 
    To qualify as an assessor an individual must:
  • Have a relevant qualification one level higher than this qualification.
  • Be experienced as an assessor.
  • Be the facilitator responsible for that particular module. 
    		•

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this qualification was Reregistered in 2012; 2015. 

    NOTES 
    N/A 

    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.
     
    1. Akademia NPC 


    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.