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ADB1501 Assignment 5 2024
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ADB1501 Assignment 5 2024
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3 ASSIGNMENTASSIGNMENT 05
This assignment consists of written questions. Submit the assignment as a PDF document on
Moodle.
ASSIGNMENT DUE DATE
Assignment 05 30 April 2024
QUESTION 1
Read the case study below and then answer the questions that follow:
The top management of Siyanqoba Medical Centre decided to procure and implement a new
system that would reduce the cost and improve the services provided to their clients. The new
system would have to meet the following goals: manage the flow of information, improve the
responsiveness to the needs of employees and integrate the various functions within the
organisation. A multifunctional team, with representatives from all the departments, was
formed. The team comprised managers whose departments would rely mostly on this system,
namely Administration, Marketing, Human Resources and Finances. The managers were
asked to briefly explain their departments and what they needed from the new system.
Mr Siyabonga Sangweni had the following to say about the Administrative Department: “The
aim of the administrative function is to manage the information needs of the organisation, so
that timely, relevant and accurate information can be given to managers, at all the different
levels, to enable them to take meaningful decisions. Without such information, it is not possible
to manage any organisation, function or process. Therefore, if this new system can assist us
with the management of information, including records and knowledge, I will be satisfied.”
1.1 You have been employed as an administrative manager of Siyanqoba Medical
Centre. Discuss the role of an administrative manager in a large organisation.
Planning
You are responsible for planning administrative activities to ensure that they align with the
organizations overall goals and objectives. This involves developing strategies, setting
priorities, and allocating resources effectively to meet the organization's needs.
Organizing
You organize administrative resources, including personnel, information, and equipment, to
optimize efficiency and productivity. This may involve establishing systems, processes, and
procedures for handling administrative tasks such as record-keeping, scheduling, and
resource allocation.
Leading
You provide leadership to administrative staff, guiding and motivating them to perform their
duties effectively. This includes fostering a positive work environment, promoting teamwork,
and facilitating communication and collaboration among team members.
, Controlling
You implement controls and measures to monitor the performance of administrative
activities and ensure compliance with organizational policies and procedures. This may
involve conducting regular assessments, analyzing performance data, and identifying areas
for improvement.
Information Management
As highlighted in the case study, one of the primary responsibilities of an administrative
manager is to manage the flow of information within the organization. This includes
maintaining records, managing knowledge resources, and providing timely and accurate
information to support decision-making at all levels of the organization.
Problem-solving
You are often tasked with resolving administrative issues and addressing challenges that
arise in day-to-day operations. This requires strong analytical and problem-solving skills to
identify root causes of problems and implement effective solutions.
Communication
You serve as a liaison between different departments and levels of the organization,
communicating organizational policies, procedures, and requirements to stakeholders. This
involves effectively conveying information, facilitating discussions, and addressing
concerns or questions related to administrative matters.
Strategic Planning
You contribute to strategic planning efforts by providing insights and recommendations on
administrative matters that may impact the organization's long-term goals and objectives.
This may involve forecasting future needs, identifying opportunities for improvement, and
supporting decision-making processes at the management level.
1.2 List the job duties of an administrative manager.
Maintain reasonable qualitative and quantitative standards.
Ensure that relevant organizational activities are designed to maximize individual and unit
productivity.
Provide effective management of information within the organization.
Provide a satisfactory physical and mental working environment for employees.
Help define the duties and responsibilities of employees within the administrative office.
Develop lines of good communication within the organization.
Supervise office personnel effectively.
Ensure that equipment is utilized effectively within the administrative office.
Ensure that office duties flow as smoothly as possible.
Coordinate the administrative operations of the organization.
Ensure the functionality of the administrative department.
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