| Syllabus Home |
| OFFICE ASSISTANTSHIP / OFFICE PRACTICE |
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| PAPER I - Office Practice and Procedure |
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| 1 | General Introduction of office |
| | a. | Meaning, purpose, functions, Location and layout of an office |
| | b. | Principle Departments of a modern Office |
| | c. | Correspondence section, typing and duplicating section, filing section, mailing section and General Office |
| 2 | Office Organisation |
| | a. | Meaning, features, Principles, Types, Delegation of Authority |
| 3 | Mail Handling |
| | a. | Meaning and importance of mail |
| | b. | Handling inward and outward mail |
| | c. | Centralisation of mail handling work-its advantages |
| | d. | Main room equipments -
Letter opener, sorting tablets and racks, time and date stamp,
Punching machine, Stapling machine, Franking machine,
Addressing machine, Sealing machine, Weighing machine
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| | e. | Postal Services for conveyance of mail guide |
| | f. | Post Office guide |
| 4 | Filing and Indexing |
| | a. | Importance of filing, essentials of a good filing system, system of classification,filing routine, system of classification |
| | b. | Methods of filing and filing equipments |
| | c. | Indexing: Meaning,need and various types of Index. |
| 5 | Nothing and note sheet writing |
| | a. | Meaning of noting on note sheet, Need-points to be kept in mind |
| | b. | While writing on notesheet, submission of notesheet, preservation of |
| 6 | Office machines and equipment: |
| | a. | Meaning, importance and factors for selection appropriate machines for an office. |
| | b. | Types of machines :- Typewriter Duplicator, calculator, Xerox machine, folding machine cash register machine, coin sorter cheque writer cheque protector and others |
| 7 | Assisting Visitors |
| | a. | Common code of behaviour effective use of language and development Of power of expression, furnishing desired information, making Appointment Schedule and maintaining visitors diary. |
| PAPER II - Elements of Accounting |
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| 1 | Introduction |
| | Definition of accounting and need, terms used in accounting- double Entry system of book types of accounts rules of debt, and credit. |
| 2 | Books of Accounts Journal and subsidiary books-ledger-recording transactions in Journal |
| | Proper and subsidiary books, cash books, petty cash book. Posting to ledger, preparation of Trial Balance and Simple Final Accounts. |
| 3 | Banking Transactions |
| | Different types pf Bank Accounts, opening and operation thereof :- Kinds of cheques :- endorsement, crossing dishonour methods of Making payments ; cash cheque D.D., T.T., Postal Order, Money Order , T.M.O traveller cheques, Credit cards, Standing instruction To bank. |
| 4 | Preparation of Vouchers, bills, cash memo, invoice, T.A. bills, and pay bills, statement |
| | Statement of account, debit-notes and credit notes, bank reconciliation statement. Accounting machines :- Electronic calculators – cash register Coin sorter. |
| PAPER III - Office Communication |
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| 1 | Concept of Communication |
| | Meaning, importance and Media of Communication used in Offices, Types of communication – oral written internal external messenger services and postal services rail. |
| 2 | Business Letters |
| | Important points to be taken into consideration for drafting a letter, Types of letters form and essentials of good letters letters of enquiry quotation orders advices making payment Trade References complaints and Adjustments, Running letters letters of introduction and Credit Circular letters follow up letters official correspondence and forms used for it memorandum – D.O. letters. |
| 3 | Telephone |
| | Telephone and its use in business : Telephone Etiquettes ; Noting down of telephonic messages, Local Calls – through telephone exchange and direct dialing, Trunk calls – types procedure of booking and charges STD calls – Types Procedure of booking use of Directory for telephones, making maintaining and updating Telephone Index, PBX, PABX, Radio Telephone Telephone Recording and Answering sets. |
| 4 | Mechanical Systems |
| | Teleprinter, Telex, Facsimile Telegraphy, CCTV (Close circuit T.V.), Bells and buzzers. |
| 5 | Using Information |
| | Working knowledge of making use of information form different sources such as : Telephone Directories Post Office guide Railway time table. |
| 6 | Job finding and job success |
| | Preparation for job finding, applying or interviewing for job, job success,duties and qualifications of office Assistant available opportunities personal qualifications work/habits appearance dress health and pasture. |
| PAPER IV - Office Appliance and Machines |
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| 1 | Need and Importance of Office machines - Meaning, Advantages – factors for selection of appropriate machines for an office (big or small). |
| 2 | Traditional Machines – Typewriter, duplicator telephone calculator etc their operation and use in an office . |
| 3 | Modern Office machine Photocopier word processor Scanner their operation and use in the office set up. |
| 4 | Introduction to Computer |
| | Meaning importance history generations and types of computers Different hardware components of computers and their functions and actual operation. |
| 5 | Word Processing |
| | Concept of word processing : Creating and editing documents and taking point out, Do’s in details for applications point of view. |
| 6 | Scanning |
| | Introduction of Scanner , its importance and use in offices. |
| PAPER V - Typewriting |
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| 1 | Typewriter and its proper maintenance |
| | a. | Typewriter – its use and importance – A standard typewriter |
| | b. | Makes and categories of type writers |
| | c. | Essentials parts of a typewriter and their uses |
| | d. | Ribbon changing and ribbon economy |
| | e. | Care and upkeep of a typewriter. |
| 2 | Methods of typewriting |
| | a. Touch, b. Sight, c. Approaches to typing d. Horizontal, e. Vertical |
| 3 | Key board operation |
| | a. | Need for proper type and size of tables and chairs for use by typist |
| | b. | Sitting posture |
| | c. | Insertion and removal of papers |
| | d. | Learning the second row (Home Row) |
| | e. | guide keys and home keys. |
| | f. | Learning the third row (upper row) |
| | g. | Learning the first row (Number row) |
| | h. | Learning the fourth row(Bottom row) |
| | i. | special signs and symbols in the key board and their uses. |
| 4 | Display in Typewriting |
| | a. | Centering - horizontal and vertical |
| | b. | Types of headings |
| | c. | Margin spacing and line spacing |
| | d. | Use of punctuation marks |
| | e. | Figures - Arabic and Roman |
| | f. | Paragraphs - types and styles and numbering pagination styles of typing different kinds of letters. |
| | g. | Arrangements of tabular statements |
| | h. | Syllabification |
| | i. | Footnotes |
| 5 | Carbon Manifolding |
| | Carbon papers and their kinds corrections: use of eraser, erasing shield white correcting fluid etc,sequeezing and spreading carbon economy. |
| 6 | Stencil Cutting |
| | Techniques of stencil cutting, correction of errors-use of correcting fluid and grafting method. Use of stylus pen and State. |
| 7 | Confused Handwritten Manuscript |
| | List of commonly used proof correction signs in the manuscripts and their meaning. List of standard abbreviations. Precautions to be taken before typing a confused hand written manuscript/drafts. |
| 8 | Arrangement of Typewriting stationary. |
| | Proper arrangement of stationary and other materials on table and in the almirah. |
| 9 | Electic and electronic Typewriter |
| | Characteristics, use importance makes etc. |
| 10 | Personal Habits and Work Habits. |
| | Appearance-Personal qualities, willingness-Promptness following instructions/directions. |
