8 Secretarial & PA courses in South Queensferry

Today's administrative professional needs flexibility and a broad portfolio of skills including self-motivation, assertiveness, and the ability to deal with difficult people. You will benefit from this course if you are an administrator, medical/legal secretary or PA, who wants to enhance your administrative support skills, as well as evaluating your existing techniques. This course will help you identify: * your areas of strength and your areas for improvement in the work environment * ways to accept new challenges and responsibilities with confidence * what motivates you at work * techniques to improve your planning and time management * ways of improving your influencing and assertiveness skills * your preferred working style (and relate it to your interaction with others) * ways of using your initiative * how to deal with challenging people, using recognised communication methods The course will help you develop a flexible set of skills that will allow you to succeed at work, no matter what the day throws at you. It will help you communicate effectively with a diverse range of colleagues and others with tact and diplomacy. And, finally, it will help you provide the administrative support that is essential for the smooth running of your area and of the organisation as a whole. 1 INTRODUCTION * Overview * Introductions * Individual objectives 2 WHAT EXACTLY IS YOUR ROLE? * Before looking at new skills and techniques, where are you now? Do you have the skills, knowledge and attitude required to be an exceptional administrator? * Understand your job criteria * Identifying your strengths and areas for development * Activity - skills analysis * Activity - action plan 3 BUILDING TRUST * How can you build trust? * Understanding the links between reliability, consistency and trust * What is required to deliver efficient service? * Activity: efficient service requirements of the professional administrator 4 WORKING STYLES * Identifying your working style preference * Understanding the importance of a flexible approach * Identifying areas of improvement to become a more effective team member * Activity: Questionnaire (completing, scoring and charting) * Activity: drawbacks of my style * Developing your working style 5 ASSERTIVENESS * Understand the differences between behaviours * Activity: Definition and characteristics of assertive / aggressive / passive behaviour * Activity: Identifying different behaviours * Understanding how to be more assertive * How to use assertiveness techniques * How to ask for feedback * Activity: Making requests assertively * Activity: Refusing requests assertively 6 TIME MANAGEMENT * The importance of planning for success * The importance of managing interruptions * The importance of having clear purpose * Time management best practices * Activity: How do you plan your time? What prevents you improving your time management? How will you recognise success? 7 PRIORITISATION * How to prioritise work to meet deadlines * The prioritisation matrix * Activity: Post it! 8 DEALING WITH INTERRUPTIONS * The impact interruptions have on productivity * How to manage interruptions * Activity: What interruptions do you experience? * What tactics can be employed to reduce these interruptions? 9 CLOSE * Open forum * Summary * Action planning

Meetings are a fact of working life - both virtual and physical meetings. Recording the key points from meetings is critical to making sure that accurate information is captured, and action points are clearly identified and allocated. This virtual training session will support members of staff to develop their skills in recording the key points from meetings and discussions. This course will help participants: * Describe the different levels of note taking and pick the appropriate style for the meeting * Prepare to take minutes in the virtual and the physical environment * Liaise and work in partnership with the meeting Chair * Use a template to enable the capturing of key points * Set up the room ready for the meeting * Identify key points to record, versus what not to record * Interrupt the meeting confidently to check key points * Take neutral, accurate and concise records * Produce a well-laid out set of minutes. 1 INTRODUCTION * Objectives and overview * Introductions and personal aims 2 AN INTRODUCTION TO MINUTES * Purpose and use * Different levels of notetaking 3 PREPARING TO TAKE MINUTES * Identifying the purpose of the meeting * Working with the Chair * Tips and techniques to prepare effectively * Case studies, review and discussion * The physical environment: setting up for a meeting 4 LISTENING AND RECORDING * Tips and techniques to make the process easier * How to interrupt a meeting * What to record; what to leave out * Recording in short-form using playscript and bullet-points * Listening neutrally * Activity: Minuting a Meeting * The tricky ones and how to overcome problems in the meeting 5 PREPARING THE MINUTES * Producing a set of draft minutes * Tips on grammar, punctuation and layout * Stylistic variation * Managing feedback from the Chair 6 REVIEW * Summary of key learning points * Action planning

The often-used phrase, 'just the receptionist', completely misrepresents the role. An excellent receptionist is a most valuable resource for any organisation. This programme has been designed specifically to deal with the essential skills necessary to represent the organisation to the best possible effect. It will also help you get the most out of your working day. There are six key reasons to take part in this workshop. It will help you: * See your role in a new light * Develop your communication skills * Deal with different types of customer and situation * Boost your confidence * Cope in a pressurised environment * Get more satisfaction from your working day 1 INTRODUCTION * Workshop objectives and personal objectives * The challenges of 21st century communication * What makes an excellent point of Reception? And why is it so important? * Who and where are our customers? * As a customer, how do you like to be treated? * What makes people feel valued? * Objective and subjective aspects of customer service * 'Micro moments' that shape the relationship 2 COMMUNICATION ON RECEPTION * Definition of communication * Barriers to good communication * The 'recipe' of verbal, vocal and visual aspects of communication * Differences between communicating face-to-face and on the telephone * Communication 'leaks' * The primitive human response * The impact of visual communication - body language, gesture and facial expression * Voice - tone, speed, volume, pitch, clarity, inflection, pacing * Words - positive words and phrases compared with negative terminology * Professional greetings face-to-face * Steering the conversation with effective questioning 3 TELEPHONE EXCELLENCE * How we use the telephone * Qualities of the telephone * Non-verbal communication on the telephone - what aspects can be 'seen' by the other person? * Professional telephone etiquette * Taking and leaving messages - key points that can help customers, colleagues and the organisation * Clarifying information 4 LISTENING SKILLS FOR ACCURACY AND RELATIONSHIP BUILDING * How accurate are your listening skills? * What are the challenges for accurate listening? * Active / empathetic listening 5 CREATING A RAPPORT BY 'STYLE FLEXING' * Understanding how different people communicate * Shaping our message to the other person so that they feel understood * How changing situations can alter communication needs 6 CONFIDENCE AND ASSERTIVENESS * Recognising different styles of behaviour - aggressive, passive and assertive * Qualities of assertive communication - verbal, vocal and visual * Assertive techniques - basic, persistence, negotiation / empathetic * Demonstrating confidence 7 COPING IN A PRESSURISED ENVIRONMENT * Words - the most useful ones to use with stressed people and identifying the 'red rag' words * Challenging situations - what do you find difficult and how do you respond? * Dealing with outbursts of anger * Bringing non-stop talkers back from their tangent * Constructive ways to say 'no' 8 PULLING IT ALL TOGETHER * Action plans * Summary of key learning points

Taking minutes is a much under-rated skill. It can be challenging at the best of times. So how do you do it for virtual meetings? This trainer-led session will help. It's a very practical programme which explores the issues specific to minuting on-line meetings and gives solutions to some of the trickier problems. Full of useful tips, the session will enable participants to: * Identify how to adapt their current minute-taking skills to on-line meetings * Plan and prepare for a meeting * Follow a line of discussion * Work in partnership with a remote Chair * Deal confidently with minute-taking challenges. 1 WELCOME * Programme objectives * Personal introductions 2 ADAPTING MINUTE-TAKING TO VIRTUAL MEETINGS * How is it different? * What changes in approach are needed? 3 PREPARATION * Preparing for the meeting * Technology and equipment * Dress and personal presentation * Liaising with the Chair * Practical preparation tips 4 MINUTING TIPS * Managing the 'techie' elements, eg. poor sound/visual quality * Knowing who is speaking * Following a line of discussion * What if I don't hear or understand? * Tips for producing a set of minutes 5 SESSION REVIEW * Summary, key learning points, feedback and close

* A series of hourly small group sessions where we look at different aspects of Excel * Duration: 1 hr sessions  Alternatively, we can do you one-to-one sessions, either via virtual classroom or in person at our training course. These are £25 per hour, or £100 for 5-hour blocks.

This one-day workshop is designed to build upon skills already acquired using Microsoft Word, whether participants are self-taught or have previously attended a course. It gives participants a good understanding of managing different types of paragraph indents, and managing automated numbered paragraph lists. This course will help participants: * Create and manage the layout of paragraphs * Create and manage multi-level numbered paragraphs * Effectively insert, use and manage section breaks * Create and manage columns * Find, create and apply styles * Create and update a table of contents from styles * Work with styles to manage formatting * Work with sums in tables and use table headings * Input and edit text using AutoText * Work with SmartArt graphics * Link to other files using paste special 1 MANAGING PARAGRAPH LAYOUT * Controlling paragraph layouts with indents * Creating and managing paragraph hanging indents 2 NUMBERING PARAGRAPHS * Creating a new multi-level numbered paragraph * Managing existing multi-level numbered paragraphs 3 INSERTING COLUMNS * Creating columns from existing paragraphs * Setting up columns * Managing columns 4 DOCUMENT SECTION BREAKS * Controlling document layout using section breaks * Managing page orientation using section breaks * Managing page numbering using section breaks 5 USING STYLES * Applying quick styles * Finding existing styles * Creating and saving styles * Modifying styles * Creating a table of contents from styles * Updating a table of contents 6 USING QUICK PARTS * Saving content to quick parts * Modifying saved quick parts * Inserting content using AutoText * Editing AutoText entries * Inputting text using AutoCorrect 7 ADVANCED TABLE FEATURES * Sorting table columns * Running sums in tables * Repeating table headings at top of page * Importing Excel content in tables * Using table properties 8 CREATING A MAIL MERGE * Creating letters, labels and emails * Merging addresses from external files * Using Outlook's address book to merge * Merging to email 9 SMARTART GRAPHIC * Visually communicate content with SmartArt * Choosing a SmartArt graphic * Inputting into SmartArt * Modifying and formatting SmartArt graphics 10 LINKING TO OTHER FILES * Linking to files using paste special * Linking an Excel chart to a document * Managing linked content from Word

This one-day workshop is designed to give participants an understanding of the fundamentals of Microsoft Word and its commands, with quick ways to enter text, control formatting and edit paragraphs. This course will help participants: * Create, manage and save documents, files and folders * Create paragraph lists, bulleted and numbered paragraphs * Edit, modify and format paragraphs * Create and format tables * Use shortcuts to navigate documents * Format the layout of documents * Manage page headers and footers * Insert and managing pictures and diagrams within a document * Learn time saving tips and tricks to obtain a professional finish to documents * Use printing options 1 CREATING DOCUMENTS * Getting help * Creating and saving documents * Accessing recently used documents * Managing files and folders 2 ENTERING AND EDITING TEXT * Inserting and editing paragraph text * Cutting, copying and pasting text * Using tool tips to manage content * Applying and removing text formatting * Correcting spelling and grammar 3 CREATING PARAGRAPH LISTS * Creating bulleted paragraphs * Creating numbered paragraphs * Managing bulleted and numbered lists 4 MODIFYING PARAGRAPHS * Changing paragraph alignment * Indenting a paragraph * Adding borders and shading to paragraphs * Formatting paragraphs using styles 5 NAVIGATING DOCUMENTS * Using shortcuts for navigating documents * Using 'Go To' to navigate documents * Finding and replacing text * Changing to read view 6 DOCUMENT LAYOUT * Inserting page breaks * Changing page orientation * Adjusting page margins * Adding borders to pages 7 PAGE HEADERS AND FOOTERS * Inserting page headers and footers * Using header and footer commands * Inserting page numbers * Using different first page 8 INSERTING PICTURES AND DIAGRAMS * Inserting pictures from your computer * Inserting online pictures * Flowing text around a picture * Changing a picture * Inserting SmartArt diagrams * Entering text into SmartArt 9 INSERTING TABLES * Using tabs to create tables * Resizing and repositioning tables * Inserting and deleting rows and columns * Using a table's commands * Changing a tables text direction * Formatting tables 10 PRINTING DOCUMENTS * Previewing and printing documents * Using the printing tools * Printing parts of a document

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