Use office systems

Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

work with office systems
utilize office systems
redirect caller
direct callers

skill/competence

cross-sector

Use office systems is an essential skill of the following occupations:

Administrative assistant: Administrative assistants perform administrative and office support for supervisors. They perform a variety of tasks, such as answering telephone calls, receiving and directing visitors, ordering office supplies, maintaining the office facilities running smoothly, and ensuring that equipment and appliances work properly.
Special educational needs head teacher: Special educational needs head teachers manage the day-to-day activities of a special education school. They supervise and support staff, as well as research and introduce programs that provide the necessary assistance for students with physical, mental or learning disabilities. They may make decisions concerning admissions, are responsible for meeting curriculum standards and ensure the school meets the national education requirements set by law. Special educational needs head teachers also manage the school’s budget and are responsible for maximising the reception of subsidies and grants. They also review and adopt their policies in accordance to current research conducted in the special needs assessment field.
Middle office analyst:
Middle office analysts work in the treasury of a financial company, ensuring compliance with company policy and legal legislation, providing research and analysis on financial matters, measuring risk and supporting operations in the front office.
Executive assistant: Executive assistants are advanced administrative professionals who work with top-level executives or in international facilities in various industries. They organise meetings, organise and maintain files, arrange travel, train staff members, communicate in other languages, and manage the day-to-day operations of the office.
University department head: University department heads lead and manage the department of their discipline in which they are academic leaders and work with the faculty dean and other heads of department to deliver the agreed faculty and university strategic objectives. They develop and support academic leadership in their department, and lead entrepreneurial activity for income-generating purposes as they promote the reputation and interests of their department within the university and to a wider community in their field.
Budget analyst: Budget analysts monitor the spending activities of public and private institutions and companies. They prepare budget reports, review the budget model used in the company and ensure compliance with the budgeting policies and other legal regulations.
Office clerk: Office clerks are responsible for performing clerical and administrative duties in an office setting and support of business operations within a department. They assist all the administrative staff, secretaries, and assistants by sorting mail, filing forms and documents, answering phones, greeting clients, scheduling meetings, and serving drinks.
Office manager:
Office managers oversee the administrative work that clerical workers are commissioned to perform in various types of organisations or associations. They perform micromanagement and maintain a close view of administrative processes such as such as controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. They report to managers within the same department or to general managers in companies, depending on their size.
Management assistant: Management assistants perform varied types of jobs, usually under general supervision. They carry out administrative tasks and support managers to ensure the entire department functions smoothly.
Insurance clerk: Insurance clerks perform general clerical and administrative duties in an insurance company, other service institution, for a self-employed insurance agent or broker or for a government institution. They offer assistance and provide information about insurances to customers and they manage the paperwork of insurance agreements.
File clerk: File clerks are in charge of maintaining records of a company and managing forms and information. They organise and retrieve documents when necessary and ensure an efficient working system.
Back office specialist: Back office specialists perform operation of administrative and organisational nature in service of running a financial company. They process administration, take care of financial transactions, perform supportive tasks and other diverse back office operations in coordination with other parts of the company.
Billing clerk: Billing clerks create invoices and credit memos, issuing them to customers by all necessary means, and updating customer files. They issue invoices to customers and monthly customer statements, update customer files, process credit memos, enter and submit invoices, etc.
Accounting assistant: Accounting assistants record and report ticketing accounting situations to the accountant they work with, verify deposits and prepare daily reports and income. They arrange authorised refund vouchers, maintain the returned check accounts and communicate with ticketing managers concerning any ticketing systems issues.
Property assistant: Property assistants perform several duties including administrative tasks in the real estate sector. They provide clients with financial information about properties and advise them, they schedule appointments and organise property viewings, they prepare contracts and assist in property valuation.
Supply chain assistant: Supply chain assistants work closely together with managers in the operations processes, namely purchasing, manufacturing, and distribution processes. They help with administrative and pragmatic follow up of actions such as invoicing, drafting and preparation of contracts and purchasing orders, reconciliation of inventory against documents, and communication with distribution channels.
Letting agent: Letting agents schedule appointments with clients in order to show and lease real estate to prospective residents. They assist in marketing the property for rent through advertising and community out-reach. They are also involved in daily communication and administrative tasks.
Secondary school department head: Secondary school department heads manage and supervise their assigned departments to ensure that students are instructed and supported in a safe learning environment. They work closely with the secondary school principal to lead and assist school staff and to optimise communication between school management and teachers, parents, and other districts and schools. They facilitating meetings, develop and review curriculum programmes, observe staff when the principal delegates this work, and assume shared responsibility with the principal for financial resource management.
Dean of faculty: Deans of faculty lead and manage a collection of related academic departments and work with the post-secondary school principal and the different heads of department to deliver the agreed faculty and university strategic objectives. They promote the faculty in associated communities and market the faculty nationally as well as internationally. Deans of faculty also focus on achieving the faculty’s financial mangement target.
Investment clerk: Investment clerks assist with the administration of investments such as stocks, bonds or other securities and perform general clerical duties in the investment sector of a financial company.

Use office systems is optional for these occupations. This means knowing this skill may be an asset for career advancement if you are in one of these occupations.

Audio describer: Audio describers depict orally what happens on the screen or on stage for the blind and visually impaired so that they can enjoy audio-visual shows, live performances or sports events. They produce audio description scripts for programmes and events and use their voice to record them.
Education administrator: Education administrators organise and manage the administration, support systems and (student) activities of an education institution. They perform a range of administrative, secretarial, financial and otherwise supportive tasks to enable the efficient and cost-effective running of the school. They may assist in student recruitment, alumni relations, funding, work on committees including academic boards and quality insurance.
Secretary:
Secretaries perform a variety of administrative tasks to help keep an organisation run smoothly. They answer telephone calls, draft and send e-mails, maintain diaries, arrange appointments, take messages, file documents, organise and service meetings, and manage databases.
Admissions coordinator: Admissions coordinators are in charge of the students’ applications and admissions to a (private) school, college or university. They asses possible future students’ qualifications and subsequently approve or deny their application, based on the regulations and desires set by the board of directors and the school administration. They also assist the accepted students in their enrollment in the programme and courses of their choice.
Survey enumerator: Survey enumerators perform interviews and fill in forms in order to collect the data provided by interviewees. They can collect information by phone, mail, personal visits or on the street. They conduct and help the interviewees administer the information that the interviewer is interested in having, usually related to demographic information for governmental statistical purposes.
Foreign language correspondence clerk: Foreign language correspondence clerks read and reply to a company’s correspondence in foreign languages. They also perform clerical duties.
Receptionist: Receptionists are responsible for the reception area of a business. They answer the phone, greet guests, pass information, respond to inquiries and instruct visitors. They are the first point of contact for clients and customers.
International student exchange coordinator: International student exchange coordinators lead the entire process of an international exchange study for the exchange students. They manage the students’ applications and admissions, arrange accommodation, be it on a college or university campus or with guest families, and handle all the administration regarding these activities, including the student’s grades and official departing. They function as guides for the (young) international students through their cultural adjustment.

References

1. Use office systems – ESCO