Digital Business
Office Administration & Digital Productivity
Learn office management, digital filing, scheduling, and virtual communication tools.
Prerequisites
No prior experience required — open to beginners.
Certificate
Awarded by Rescue Academy on successful completion of the program's assessments and final project.
Learn Online — Live Classes
Register, receive your schedule, and join live instructor-led Office Administration & Digital Productivity classes on Zoom. Assignments, instructor feedback, and a certificate on completion.
Learn In Person
Attend Office Administration & Digital Productivity classes in person in Juba with hands-on labs, instructor mentorship, and a certificate on completion.
What You'll Learn
- Office documents, templates and approval workflows
- Shared calendars, digital filing and naming conventions
- Communication channels, professional email and virtual meetings
- Meeting coordination, minutes and action tracking
- Standard operating procedures and records management
- Supplies, procurement, vendors and office budgets
- Events, travel, executive support and business continuity
Program Objectives
- Produce professional documents and manage approvals
- Organise schedules, files and records reliably and securely
- Coordinate meetings, events and travel
- Manage supplies, vendors and office budgets
- Write procedures and plan for continuity and digital change
Who It's For
- Office assistants, receptionists and secretaries
- Administrative and logistics officers in NGOs and businesses
- School leavers and graduates seeking office jobs
Where You'll Use It
- Business and NGO offices
- Schools, clinics and public offices
- Executive and project support roles
Curriculum
Instructor-led, practical training. Each level is a block of 4, 8 or 12 weeks; every module ends with a practical activity and an assessment, and every level with a project.
Module 1: Office Management and Document Preparation 11 h
Understand the administrator's role and prepare consistent, professional documents with clear approval routes. 3 lessons
Module 2: Scheduling and Digital Filing 10 h
Manage shared calendars and organise digital files so anyone can find what they need. 3 lessons
Module 3: Workplace Communication Channels 11 h
Choose the right channel for each message and coordinate virtual meetings smoothly. 3 lessons
Module 4: Meeting Coordination and Minutes 10 h
Prepare meetings, take accurate minutes and make sure actions are followed up. 3 lessons
Module 5: Office Productivity Tools 10 h
Use office suites and collaboration tools efficiently and complete the level project. 3 lessons
Level project: Office Organisation Kit
Module 1: Office Systems and Standard Procedures 15 h
Document how office work is done so it is consistent, efficient and easy to hand over. 3 lessons
Module 2: Records Management and Confidentiality 15 h
Manage records through their life cycle, protect confidential information and apply retention rules. 3 lessons
Module 3: Supplies, Vendors and Office Budgets 15 h
Manage office supplies and vendors, follow procurement rules and plan an office operating budget. 3 lessons
Module 4: Event and Travel Coordination 15 h
Plan office events and staff travel that run smoothly, safely and within budget. 3 lessons
Module 5: Executive Support and Priorities 15 h
Support managers effectively and manage competing demands calmly. 3 lessons
Module 6: Office Continuity, Digital Change and Capstone 15 h
Keep the office running through disruption, lead the move to digital ways of working and complete the operations manual. 3 lessons
Level project: Office Operations Manual
Final practical project
Office Operations Manual
An operations manual for a real or realistic office covering procedures, records and retention, procurement and supplies, an office budget, event and travel checklists and a continuity plan.
Deliverables
- Standard operating procedures for key office processes
- Records classification, access and retention schedule
- Procurement rules, supplies register and office budget
- Event and travel checklists and a continuity plan
Assessed on
- Procedures are clear and usable by a new staff member
- Records rules protect confidentiality and meet requirements
- Budgets and procurement are realistic and controlled
- The continuity plan addresses real risks
Worked Examples
A selection of the visual, practical examples used in this program's lessons — each teaches a different skill.
- Before and after From 'final2' to a file-naming convention The same office files named two ways — and why the second set can be found and sorted. Beginner · Module 1 · Lesson 3
- Workflow The meeting cycle from request to completed actions Who does what before, during and after a management meeting. Beginner · Module 4 · Lesson 1
- Data and chart Comparing three quotations for printing paper Total cost, not unit price, decides which of three suppliers gives best value for 50 reams. Intermediate · Module 3 · Lesson 2
- Troubleshooting tree What should I do with this request? A quick path for sorting requests by importance and urgency. Intermediate · Module 5 · Lesson 2
- Step-by-step Keeping the office running through a power and internet outage The continuity steps an office follows when power and internet fail for several days. Intermediate · Module 6 · Lesson 1
Free Course: Office Administration Starter
A free introduction to running an efficient office: document preparation and naming, scheduling and digital filing, choosing communication channels and coordinating meetings. Free, self-study, about 5 hours — no certificate. The full program above is taught live by an instructor, with practical assignments, assessments and a certificate.
- 1Free lesson 1Office Management & Document Preparation
- 2Free lesson 2Scheduling & Digital Filing Systems
- 3Free lesson 3Workplace Technology & Virtual Communication
- 4Free lesson 4Meeting Coordination & Business Documentation
- 5Free lesson 5Using Microsoft Office, Google Workspace & Zoom
- Final checkQuick Quiz — Office Administration Basics
Tools & Technologies
Primary Tools
- Microsoft 365 or Google Workspace — Documents, spreadsheets, email, calendars and shared files Practice: Efficient everyday office work
- Shared calendars and drives — Scheduling and organised digital filing Practice: Coordination and findable records
Supporting Tools
- Video meeting platforms — Virtual and hybrid meetings Practice: Hosting and low-bandwidth fallbacks
- Online forms and trackers — Requests, registers and action tracking Practice: Consistent, traceable processes
Professional / Industry Tools
- Records retention schedules — Managing records through their life cycle Practice: Compliant, secure records
- Business continuity plans — Keeping critical functions running during disruption Practice: Resilient office operations
Career Opportunities
- Freelancer or remote worker
- Small business owner or e-commerce operator
- Project/administrative support role at an NGO or company
Practical Projects
- Design and document a complete office administration system for a real or simulated office
- Run and document a real meeting from preparation through action-item follow-up
- Design a records access-control policy for a small office — who can see which categories of documents, and why — and document the reasoning
Problem-Solving Focus
Problem: Team members keep double-booking meeting rooms or missing meetings because availability isn't visible to everyone
Approach: Set up and actually maintain a shared calendar so scheduling conflicts are visible before they happen, not discovered after the fact.
Problem: Important files are scattered across individual computers and personal folders, and nobody can find the current version of a document
Approach: Build a shared, clearly structured filing system that everyone actually uses, with one agreed "source of truth" location per document type.
Problem: A meeting happens, decisions get made, but no one follows up on the action items afterward
Approach: Take structured minutes during the meeting itself, assign a named owner and deadline to each action item, and follow up before the next meeting — not rely on memory.
Problem: Sensitive records — personnel files, contracts, financial documents — are accessible to everyone in the office with no restriction
Approach: Apply access control and records retention rules deliberately, deciding who genuinely needs access to what, rather than defaulting to "everyone can see everything" for convenience.
Ready to register for Office Administration & Digital Productivity?
Register — Learn Online Register — Learn In Person WhatsApp: +211926196668 Email: rescueacademy26@gmail.com