Our Business Administration Courses
Office Administration – Business Management: ICB Higher Certificate
Office Administration: ICB National Diploma
Office Administration: ICB Higher Certificate
Office Administration: ICB National Certificate
The Institute of Certified Bookkeepers (ICB) offers courses in Business / Office Administration. These courses are scarce skills courses. This means that the courses are in demand. With scarce skills courses, your chances of getting employment are high. Here are the Administration courses that Matric College offers:
- Office Administration: ICB National Certificate
- Office Administration: ICB Higher Certificate
- Office Administration: ICB National Diploma
- Office Administration – Business Management: ICB Higher Certificate
NATED Management courses are offered in conjunction with the Bellview Institute of Distance Learning.
What Is A Business Administration Course?
An Office Administration course equips students with all the elements involved in the smooth running of an office in a business. You will be able to work in all office environments. ICB Office Administration courses will also teach you how the office bookkeeping function works.
Office Administration: ICB National Certificate
SAQA ID: 23618
Course Credits: 120
NQF Level: 5
Qualification Title: Office Administration: ICB National Certificate
Qualification Type: National Certificate
Course Duration: 18-24 months
Entry Requirements
- Be 16 or older to apply
- Matric Certificate or Matric Equivalent Certificate
- Study through distance learning
- Understand, read and write English
Course Subjects
- Business and Office Administration
- Bookkeeping to Trial Balance
- Business Law and Administrative Practice
- Business Literacy
- Cost and Management Accounting
- Marketing Management and Public Relations
Office Administration: ICB Higher Certificate
SAQA ID: 23619
Course Credits: 240
NQF Level: 5
Qualification Title: Office Administration: ICB Higher Certificate
Qualification Type: Higher Certificate
Course Duration: 9-12 months
Entry Requirements
- Be 16 or older to apply
- Must have completed Office Administration: ICB National Certificate
- Study through distance learning
- Understand, read and write English
Course Subjects
- Business and Office Administration (BOA2)
- Human Resources Management and Labour Relations (HRLR)
- Economics (ECON)
Office Administration: ICB National Diploma
SAQA ID: 35958
Course Credits: 360
NQF Level: 6
Qualification Title: Office Administration: ICB National Diploma
Qualification Type: National Diploma
Course Duration: 9 to 36 months
Entry Requirements
- Be 16 or older to apply
- Must have completed Office Administration: ICB Higher Certificate
- Study through distance learning
- Understand, read and write English
Course Subjects
- Business and Office Administration 3 (BOA3)
- Financial Statements (FNST)
- Management (MGMT)
Office Administration - Business Management: ICB Higher Certificate
SAQA ID: 23619
Course Credits: 240
NQF Level: 5
Qualification Title: Office Administration – Business Management: ICB Higher Certificate
Qualification Type: Higher Certificate
Course Duration: 15 – 28 months
Entry Requirements
- Be 16 or older to apply
- Must have completed Small Business Financial Management: ICB National Certificate
- Study through distance learning
- Understand, read and write English
Course Subjects
- Business Management 1 (BMT1)
- Bookkeeping to Trial Balance (BKTB)
- Business Literacy (BUSL)
The main subject of the ICB Office Administration Programme is Business and Office Administration. You will study 12 subjects in the ICB Office Administration Programme, that is, Foundation, Intermediate and Advanced phases.
Here are the subjects that you will study in the Office Administration Programme:
- Bookkeeping and Office Administration 1
- Bookkeeping to Trial Balance
- Business Law and Administrative Practice
- Business Literacy
- Cost and Management Accounting
- Marketing Management and Public Relations
- Business And Office Administration 2
- Human Resources Management and Labour Relations
- Economics
- Business and Office Administration 3
- Financial Statements
- Management
Here are the best courses that you can study for Business Office Administration:
Yes, Business Office Administration is a good career, here is why:
- It is a scarce skill
- Work independently
- Build relationships
- Work abroad
It Is A Scarce Skill
Qualifications that are in demand are difficult to come by, therefore employers want people with these skills. Studying ICB Office Administration will make you highly employable and enable you to earn a decent living.
Work Independently
You will be responsible for a variety of tasks that you need to complete by yourself. This means that you can be independent in how you execute your tasks.
Build Relationships
During the course of your work, you will interact with people within and outside the organisation. You will be able to build relationships. In addition, you will be able to network within your circles.
Work Abroad
ICB qualifications are recognised nationally and internationally, which means you can work and gain experience abroad.
ICB Office Administration Qualifications are for students who completed Matric at any Matric Pass Level. You can also apply for the ICB Office Administration course with a Matric Equivalent course. At Matric College, we offer 2 Matric Equivalent Courses:
No, you do not need Maths for Office Administration. The entry requirement to an ICB Office Administration course is Matric or Matric Equivalent Qualifications.
No, you cannot study Office Administration without a Matric Certificate. If you do not have Matric, you can complete an Office Administration course by first completing courses that can help you gain entry into the course. Here are your two options:
Yes, Office Administration has Accounting as a subject. You do not need to have an accounting background to study the course. This is because the course does not only offer accounting-based subjects but other subjects as well. You will learn the basics of accounting in the course.
The recommended duration for the ICB Office Administration Programme is 36 months. Bear in mind that the duration depends on how fast or slow you study. Here is the breakdown of the ICB Office Administration course duration:
| COURSE | RECOMMENDED DURATION |
| Office Administration: ICB National Certificate | 18 months |
| Office Administration: ICB Higher Certificate | 9 months |
| Office Administration: ICB National Diploma | 9 months |
No, ICB Office Administration Course does not have a Board exam. All ICB exams are set by the ICB and quality-checked by FASSET. When you complete an ICB course, ICB issues you with a course completion Certificate while FASSET certifies you.
An Office Administrator undertakes administrative tasks. The duties of an Administrator vary according to the size of the organisation.
The tasks of an Office Administrator may include bookkeeping as well as training new office staff. An Office Administrator ensures that the office is running smoothly. Here are some of the responsibilities of an Office Administrator:
- Coordinating office activities
- Supervising office administrative staff
- Managing travel arrangements
- Managing correspondences
- Report writing
- Recruits and trains office staff
- Design and implement office policies
According to salaryexplore.com, the following are the highest paying administrative jobs:
- Administrative Manager
- Commercial Administrator
- Document Management Specialist
- Executive Personal Assistant
- Front Desk Manager
- Group Services Manager
- Office Administrator
- Office Manager
- Office Services Coordinator
Office Administrators play an important role in any organisation. For them to be effective, they need to possess skills that will enable the office to run smoothly. Here are some of the skills that you will need as an Office Administrator:
- Computer
- Organisation
- Strategic planning
- Communication
- Time-management
- Critical thinking
Computer
The computer is the main office tool for an Office Administrator. It is important that as an Administrator you are conversant with computer packages such as Microsoft Office and Google Workspace. You should also be familiar with administration software that is specific to your industry. You should also be able to find your way around the internet.
Organisation
An Office Administrator must be organised for him/her to be effective. There are many documents that move around the offices. It is the duty of an Administration Manager to make sure that the office has an efficient filing system, both manually and digitally. Files should be accessible anytime. The workflow also needs to be organised in such a way that tasks are completed in time and at minimum cost.
Strategic planning
Strategic planning is also key to the duties of an Office Manager. Route planning for customer visits should not be done in a haphazard manner. A logical route should be planned in a way that minimises costs.
Communication
As an Office Administrator, the way you communicate is of importance. In day to day duties, you will communicate with both internal and external people. Always make it a point to use business language whether it is in writing or verbal. The way you will write your correspondence externally can determine the type of person you are and hence that of your organisation.
Time-management
At times you will be assigned tasks that were not planned. This is where your time-management skills could be tested. You may have to re-prioritise your tasks for the day in such a way that you will manage to complete the tasks within the expected timelines.
Critical thinking
An Office Administrator needs to act fast in times of a crisis. As an Office Administrator, you are a problem solver. You will need to do what needs to be done, at times, in a very short space of time.
No, an Office Administrator is not the same as a Receptionist. An Office Administrator has more responsibilities than a Receptionist. An Administrator works independently and is a decision-maker.
A receptionist interacts with internal and external visitors. He / She is in the frontline of the organisation. In addition, a Receptionist also receives and makes calls. He / She may report to the Office Administrator.
To find out the fees for the ICB Office Administration course, you can contact our course experts. They will explain everything you need to know about the course fees and payment options available to you.
Here are the differences between Business Management and Office Administration:
| BUSINESS MANAGEMENT | OFFICE ADMINISTRATION |
| Focuses on operations of the business | Focuses on operations of an office |
| Focuses on financial best practices | Focuses on day-to-day financial transactions |
| Focuses on legal and human resource management best practices | Implements legal and human resource management best practices |
| Focuses on future plans | Implements immediate plans |
An Office Clerk performs various tasks around an office, such as typing documents, answering phone calls and filing records. The specific duties vary depending on the employer’s needs. Here are some of an Office Clerk’s responsibilities:
- Maintain files and records so they remain updated
- Sort and distribute incoming and outgoing mail
- Answer the phone to take messages or redirect calls
- Utilises office equipment such as photocopier and printers
- Undertake basic bookkeeping tasks
- Monitor stocks of office supplies
Why Choose To Study via Distance Learning
There are many benefits of studying an Office Administration course at Matric College:
To study for the ICB Office Administration programme you must be able to study by distance learning. Distance learning is a form of online learning. Here are the advantages of studying by distance learning:
- Flexibility
- Cut transport costs
- Study anywhere
- COVID-19 safe
- Earn and learn at the same time
Flexibility
There is flexibility in studying by distance learning. You plan your own study timetable. By studying through distance learning, you will never miss a class. You can study at your own pace in your own time.
Cut Transport Costs
With distance learning, there is no need to travel to classes. This way, you get to cut on travel costs. In addition to cutting costs, you also save on time since there will be no need to travel. The time that you would have spent travelling can be used for studying.
Study Anywhere
Distance learning allows you to study anywhere you want as you do not have to attend classes. You will, however, need internet access to be online. Remember, you also have your Matric College-issued study notes and textbooks that you can work from.
Covid-19 Safe
By studying through distance learning, you reduce the risk of contracting COVID-19 as you will be studying at home. If you have a smartphone, there will be no need to leave your home to visit an internet cafe. You can access relevant study material through your phone.
Earn And Learn At The Same Time
With distance learning, you can earn and learn at the same time. You can work full or part-time while studying. The added benefit of this option is that you can pay for your studies this way.
The Institute of Certified Bookkeepers (ICB) is an independent external examination body. They are an accredited Institute that has three ICB programmes which are provided by institutions accredited by the Department of Higher Education and Training.
Matric College is an official provider of the ICB Programmes and we offer coursework and study materials for distance learning.
An ICB Qualification is a Certificate or Diploma awarded by the ICB. Remember, the ICB is an independent external examination body. Here are the programmes that the ICB offers qualifications for:
Here is why you should study an ICB course:
- ICB courses are accredited
- Internationally and locally recognised
- Flexible entry requirements
ICB Courses Are Accredited
All ICB courses are accredited. Accreditation means that an official body has assessed and concluded that the course meets the requirements of the national standard and quality of education in the country.
Internationally and Locally Recognised
ICB Qualifications are also recognised by international professional bodies for either membership and/or further studies. Here are the international bodies that recognise ICB Qualifications:
- ACCA – Association of Chartered Certified Accountants – UK
- CIMA – Chartered Institute of Management Accountants – UK
- IAB – International Association of Bookkeepers – UK
- IAAP – International Association of Accounting Professionals – UK
ICB courses are recognised by other professional bodies locally as their qualifications meet the requirements for their membership. Here are professional bodies that recognise ICB Qualifications in South Africa:
- SAIT – South African Institute of Tax Practitioners
- SAIBA – South African Institute Of Business Accountants
Flexible Course Entry Requirements
The entrance to most ICB courses are flexible:
- You must have completed and passed Grade 10
- Be 16 years or older
- Able to read and write in English
The ICB Student Portal is one of two online portals (the other is ICB MACCI) where students can:
- Register as an ICB Student
- Register for the ICB Exam (Matric College does NOT register students for exams)
- Retrieve digital copies of official documents and Qualification Certificates
- Pay ICB Associated Fees
- Update Personal Details
When you register as an ICB student, you will be given access to the ICB Digital Portfolio using the MACCI portal. Your registered courses will only reflect on your digital portfolio once your payment has been processed.
ICB MACCI is the second online portal where students can:
- Keep up to date with the progress of their course
- Complete and submit assignments
- Write Online Tests and Exams
- Complete their Digital Portfolio of Evidence
A Portfolio of Evidence is the collection of assignments and tests that you complete during your study of an ICB subject. Your final exam also forms part of your Portfolio of Evidence and is the proof that you did the work (assignment and tests) that you were supposed to do and you understand it.
The ICB Course assessments consist of 3 assignments and 2 tests. These are included in a Portfolio of Evidence (PoE) that students access on the ICB MACCI portal. There is a PoE for every subject. Students must complete their tests and assignments before the examinations start. Here is a list of the ICB Course assessments:
- Assignments
- Online Tests
- Exams
Assignments
There are 3 assignments for each subject that you must complete no longer than a week before the final exam starts. It is important to complete and submit this in time as the marks will be combined with your test and exam to determine your final mark allocation.
Online Tests
There are 2 tests for each subject that you must write. The ICB MACCI will mark your test and give you immediate results. With these results, you will know what to expect on your next assessment and improve.
Exams
ICB offers exams in two ways. These are:
- Online
- Paper-Based
The two exams are similar, the differences are simply that one is written online and the other is written at a physical location.
The Online exams are set for 01:00 pm to 04:30 pm and Paper-based exams are set for 09:00 am to 12:30 pm.
Once your results have been audited and your Qualification is conferred for graduation, ICB will notify FASSET who will certify and FASSET will direct the ICB to print your Certificate. ICB will send you a Certificate to Matric College where you will be awarded your Qualification. This process takes 6 – 8 weeks.
Recognition of Prior Learning (RPL) is when ICB recognises your qualifications or part of your qualifications that may include subjects that are similar to those of the ICB. You may be exempted from studying these subjects. ICB also recognises relevant work experience.
If you have studied courses that are similar to ICB’s, previously, you can apply for an exemption to study that course. Only applications registered on the National Qualifications Framework (NQF) are considered. Here is what you need to submit with your application:
- Proof of provider accreditation
- NQF level
- SAQA qualification registration number
- Proof of Payment – R490.00 (The fees are subject to change)
- Copies of your previous results (non-South Africans must include a South African Qualifications Association (SAQA ‘Certification of Evaluation’)
- ICB student number (you must be a registered student to apply for an exemption)
- Copy of ID or passport
If you are applying for an exemption due to relevant work experience, here is what you will need to submit:
- Application letter
- Detailed CV explaining your work experience and references from relevant jobs
- A letter from your Manager confirming your work experience
- Copy of ID or passport.
- Proof of payment – R490.00 (The fees are subject to change)
Types Of Exemptions
Here are the responses that you should expect when you apply for an exemption:
- Full Exemption
- Exemption not granted
- Conditional exemption granted
Full Exemption
If the ICB recognises your previous studies and grants you credit for equivalent studies you will need to pay an exemption fee per subject granted.
Exemption Not Granted
The exemption is not granted if the ICB feels that your previous qualifications and your work experience do not match part or all the outcomes of the subject(s) you are applying for.
Conditional Exemption Granted
A conditional exemption is granted if you do not qualify for a full exemption but can submit more evidence without having to write an exam. You will be required to complete a Portfolio of Evidence assessment provided by the ICB to prove your competency in a subject.
No, ICB is not a degree. The ICB stands for Institute of Certified Bookkeepers. The Institute has been in existence since 1931. It is an independent, external examination body. It is recognised both locally and internationally. It examines students in the following programmes:
No. The ICB is not closed. It is still operating as it used to. The Institute only closed for the end of 2021 holidays. You can register as a student today. Just make sure that you first register at Matric College before you register with the ICB.
| ICB | CIMA |
| Is an Examiner only and does not offer tuition | Is both an examiner and also offers tuition |
| Offers examinations in Business, Bookkeeping, Financial Management, and Financial Accounting courses | Offers examinations in Management Accounting only |
| ICB students can continue their studies at CIMA | CIMA offers courses that are higher than those offered by the ICB |
| The ICB is based in South Africa | CIMA is based in the United Kingdom |
Not sure of what you should do after completing an ICB Programme? Here are your options:
- Study further
- Look for employment opportunities
- Start a business
Study Further
You can study further with other institutions of higher learning after completing your ICB Office Administration Programme. The good thing is that you will gain exemptions for some of the courses that you will have studied. For example, here are the exemptions that you will be granted by the world-renowned Chartered Institute of Management Accountants (CIMA) if you study their course:
| ICB OFFICE ADMINISTRATION COURSE | CIMA SUBJECTS EXEMPTIONS |
| Office Administration: ICB National Certificate |
|
| Office Administration: ICB Higher Certificate |
|
| Office Administration: ICB National Diploma |
|
Look For Employment Opportunities
With an Office Administration Qualification, you can look for employment opportunities. Here are some of the careers that you may consider:
- Office Manager
- Personal Assistant
- Front Office Executive
- Office Assistant
- Medical Secretary
Start A Business
There may be opportunities to perform Office Administration as a business. This is where you will be assisting emerging businesses with office duties. Remember, Office Administration is a scarce skill. These duties can be done on a part-time basis either from home or at the office on certain days of the week.
Our Accreditation
SAQA
SAQA stands for South African Qualifications Association. It is the body that administers the National Qualifications Framework (NQF). The body also coordinates with Quality Councils and registers qualifications on the NQF.
DHET
The Department of Higher Education and Training is one of the two Government departments that oversee education and training in the country. Higher education and training falls under the DHET. ICB courses are higher education training.
ICB
The Institute of Certified Bookkeepers is the body that sets the ICB exams. When you pass your exam, the ICB instructs FASSET to issue you a Certificate while the ICB issues you with a Certificate of Completion.
QCTO
QCTO stands for Quality Control and Trade Occupations. Occupational and trade qualifications are accredited by the QCTO. All SETA (Sector Education and Training Authority) also fall under the QCTO. This means that FASSET (the Finance and Accounting Education Sector) falls under the QCTO.
FASSET
FASSET stands for Financial and Accounting Services Sector Education and Training Authority. FASSET is a quality checker for Financial and Accounting education. ICB courses are Finance, Accounting and Business. All ICB qualifications are certified by FASSET.
Career Opportunities With A Business Administration Qualification
Here are some of the careers that you may consider upon completion of your Marketing Management Programme and their average monthly salaries:
- Administrative Manager – R26 545.00 per month
- Commercial Administrator – R28 435.00 per month
- Document Management Specialist – R25 444.00 per month
- Executive Personal Assistant – R19 333.00 per month
- Front Desk Manager – 23 230.00 per month
Administrative Manager
Here are some of the duties of an Administrative Manager:
- Planning and coordinating administrative procedures and systems
- Devising ways to streamline processes
- Recruiting and training personnel and allocating responsibilities and office space
- Assessing staff performance
- Provide coaching and guidance to ensure maximum efficiency
Commercial Administrator
Here are some of the duties of an Administrative Manager:
- Plan and coordinate administrative procedures and systems
- Recruit and train personnel and allocate responsibilities and office space
- Assess staff performance and provide coaching
- Ensure the smooth and adequate flow of information
- Manage schedules and deadlines
- Monitor inventory of office supplies
- Monitor costs and expenses to assist in budget preparation
Document Management Specialist
Here are some of the duties of an Administrative Manager
- Establishes and implements policies and procedures regarding document storage, sharing, transmission, and destruction
- Evaluate existing document management systems and procedures
- Consult with end-users to identify problems in accessing electronic content
- Ensures security of system and integrity of master
Executive Personal Assistant
Here are some of the duties of an Administrative Manager:
- Acting as the point of contact among executives, and employees
- Managing information flow in a timely and accurate manner
- Managing executives’ calendars and setting up meetings
Front Desk Manager
Here are some of the duties of an Administrative Manager:
- Hiring and training staff and managing the shift schedules
- Tending to guests’ complaints and questions
- Ensuring that the front desk and reception area is kept clean
- Maintaining front desk office supplies and equipment
- Managing budgets, records, and contracts
- Supervising staff and all front desk activities including bookings, appointments, phone calls, and emails
Benefits Of Studying At Matric College
To ensure that you succeed in earning your ICB Office Administration Qualifications, here is how you can benefit at Matric College:
- We provide you with textbooks
- We provide you with expertly written study notes
- Access to your tutors
- Access to student support services from 08:00 am to 05:00 pm Monday to Friday
- Assist with exam preparations
All ICB courses offer careers that are in demand. The courses offered by the ICB are scarce skills. These are the courses that the ICB offers:
- Financial Management
- Financial Accounting
- Bookkeeping
- Office Administration
- Business Management
There are 3 common different types of offices. These are:
- Private offices
- Co-working spaces
- Virtual offices
Private Offices
Private offices are found within lockable room/s. Private offices are located within a shared office facility. Private offices provide a quiet and secure place to work from. They are an effective place to rent business space as you only pay for the floor that you need while you enjoy access to communal rooms and other facilities.
Co-Working Spaces
This type of office allows you to work in an open space alongside other businesses. You can hire one or multiple desks. It is suitable for those who want to keep their costs down.
Virtual Offices
A virtual office gives you the services of an office without the physical space. It is ideal for companies that work out in the field. With a virtual office, you can have a business address, phone and reception services when you do not have any physical space. It is the most affordable type of office as you are not renting any physical space.
Here are the basic functions of an office:
- Receiving information
- Collecting information
- Recording information
- Creating of records
- Processing and arranging information
- Computing information
- Analysing information
- Maintenance of records
- Retention of record
- Communication of information
It is believed that the first English word ‘office’ first appeared in 1395. The word refers to a place where business is transacted. The word office comes from the Latin word officium.
Administration is a science because it has universally accepted principles. At the same time, it is an art as it requires perfection through practice, creativity, and personal skills.
Businesses, especially start-ups fail because of a number of reasons. Here are the most common ones:
- Financing
- Management
- Business planning
- Marketing
Financing
Often the business owner would know what expenses need to be paid. However, in most cases, the business owner would fail to account for money that is coming into the business. This disconnection between income and expenditure often leads to funding shortfalls that puts small businesses out of operation.
Management
In most cases when a business is starting, the business owner takes on all the management roles. There is no management team. The business owner might not be competent in certain aspects of management like marketing or finance. Instead of outsourcing these functions, the owner might continue making unsound business decisions. This may lead to the failure of the business.
Business Planning
Often, startups lack an effective business plan when they start. Here is what a sound business plan should include:
- A clear description of the business
- Current and future staff needs
- Opportunities and threats that the business may experience
- Capital needs
- Cash flow projections
- Marketing initiatives
- Competitor analysis
Marketing
Most new businesses fail to prepare for the marketing needs of a company. Marketing is an important aspect of any business. When the marketing function is neglected businesses are more likely to fail.
Here are the steps that you can follow to get an office job with no experience.
- Study the ICB Office Administration course at Matric College
- Look for volunteer work or entry-level employment in Office Administration
- Gain skills and work experience
- Write a winning CV
- Apply for employment in Office Administration
- Grow your career as an Office Administrator
Here is a table to show you the difference between Office Administration and Office Management:
| OFFICE ADMINISTRATION | OFFICE MANAGEMENT |
| Train Junior Administrators | Hire new employees |
| Receives and answers calls | Receives concerns and resolves them |
| Schedule meetings | Has meetings with Senior Managers and clients |
| Type employee programmes | Lead employee programmes |
| Order and monitor office supplies | Monitor office productivity |
| Keeps the company organised | Keeps the company operating |
An Office Administrator should have any one the following ICB Certifications:
Author: Collin Wilbesi
Editor: Amy Venter
Date Published: March 14, 2022