STANDARD PRACTICE

NATIONAL OCCUPATIONAL SKILLS STANDARD (NOSS)

FOR; OFFICE ADMINISTRATION LEVEL 2

1. INTRODUCTION

This is a revised NOSS developed for the office administration area under the sub
sector Business & Finance. Based on the Third Industrial Master Plan and the
Economic Transformation Programme the aims are to propel Malaysia to become the
a competent nation providing the need for skilled personnel in the Business
Management sector.

This NOSS is developed focusing service on the business management and

application of IT in the office. The core competency includes incoming
communications, outgoing communication, filing administration, meeting preparation,
data entry, application software basic maintenance and application software
installation & upgrade. The competency in level 2 requires the ability to handle and
organize the business management activities as assigned by the supervisory
personnel.

Supervisory work at Level 3 business management is divided into two parts, namely
supervisory and enforcement activities. The Supervision functions act as the
go- between the superior and the sub-ordinate staff.

This NOSS provides first hand information to the workers regarding the business
management support operation and administration working environment. This NOSS
also provides a career path and employment development for those involved in this
industry.

Pre-requisite

Based on the workshop findings, it was decided that the minimum requirement for
those interested to enrol in this course are as follows:
 Handle basic Word Processing / Spread Sheet and Presentation
Software
Application and Internet applications.
 Good command of the Oral & written English Language and Bahasa
Malaysia

i
2. OCCUPATIONAL STRUCTURE

SECTOR BUSINESS MANAGEMENT

SUB SECTOR BUSINESS & FINANCE

JOB AREA OFFICE ADMINISTRATION SECRETARIAL

L5 Administration Manager No level

L4 Administration Executive Senior Corporate Secretary

L3 Administrative Supervisor Executive Corporate Secretary

L2 Administrative Assistant Secretary

L1 No Level Junior Secretary

Figure 1.1 Occupational Structure for Office Administration

SECTOR BUSINESS MANAGEMENT

SUB SECTOR BUSINESS & FINANCE

INFORMATION SYSTEM
JOB AREA SECRETARY
ADMINISTRATOR

L5 No Level
Office Management
L4

Office Administration
L3
Supervision
Secretarial duties
L2 Office Administration

L1 No Level

Figure 1.2 Occupational Area Structure for Office Administration

ii
3. DEFINITION OF COMPETENCY LEVEL

The NOSS is developed for various occupational areas. Candidates for certification must be
assessed and trained at certain levels to substantiate competencies. Below is a guideline
of each NOSS Level as defined by the Department of Skills Development, Ministry of Human
Resources, Malaysia.

Malaysia Skills Certificate Level 1: Competent in performing a range of varied

work activities, most of which are routine and predictable.

Malaysia Skills Certificate Level 2: Competent in performing a significant range of

varied work activities, performed in a variety of
contexts. Some of the activities are non-routine and
required individual responsibility and autonomy.

Malaysia Skills Certificate Level 3: Competent in performing a broad range of varied

work activities, performed in a variety of contexts,
most of which are complex and non-routine. There is
considerable responsibility and autonomy and control or
guidance of others is often required.

Malaysia Skills Diploma Level 4: Competent in performing a broad range of

complex technical or professional work activities
performed in a wide variety of contexts and with a
substantial degree of personal responsibility and
autonomy. Responsibility for the work of others and
allocation of resources is often present.

Malaysia Skills Advanced Diploma Competent in applying a significant range of

fundamental Level 5 principles and complex techniques across
a wide and often unpredictable variety of contexts. Very substantial
personal autonomy and often significant responsibility for
the work of others and for the allocation of substantial
resources features strongly, as do personal
accountabilities for analysis, diagnosis, planning,
execution and evaluation.

3
4. MALAYSIAN SKILL CERTIFICATION

The pre-requisite to pursue this course include possessing good reading, writing and
communicating skills, and basic knowledge of computer operations and usage of the various
example Word Processing / Spread Sheet / Presentations

Candidates after being competent verified and fulfilled Malaysian Skill Certification
requirements shall be awarded with Sijil Kemahiran Malaysia (SKM) for Level 2

5. JOB COMPETENCIES

The Office Administration (Level 2) personnel are competent in performing the following core
competencies:-
 Incoming Communications
 Outgoing Communications
 Filing Administration
 Meeting Preparation Assistance
 Basic Data Entry

6. WORKING CONDITIONS

Generally, the office administration personnel work is according to work schedule and ensures
that the office administration and its associated system are being handled with accuracy.
He
/she must adhere to workplace safety standard operating procedure and day to day
work
assignment. They must also be always aware of new development in order to keep abreast in
the rapidly changing business sector. They may work individually or in an industry with
supervision by superior.

7. EMPLOYMENT PROSPECTS

The Business Management industry has a high employment prospect both in the public and
private sectors. This is because the skilled workforce is being recognised as being
knowledgeable and skilled in the business management. This in turn increases the demand for
skilled personnel in this field to be employed by both the public and private sector.

As Malaysia had identified in the Eleven Malaysian Plan and under the Economic
Transformation Programme, the existence of the business management in a government will
increase employment prospect and also an involvement in the Malaysian
business environment. Currently, the rapid growth of the human capital demand within the
business sector has resulted in the requirement of skilled workforce

Other related occupations with respect to employment opportunities are:



 Logistics & Transportation Industries

 Hotels & Banks
 Telecommunication Service Provider

4
8. TRAINING , INDUSTRIAL/PROFESSIONAL RECOGNITION , OTHER
QUALIFICATIONS AND ADVANCEMENT

As for career advancement, most competent office administration learns their craft on the job.
They usually begin as qualified office administration and gradually learn their new skills as
they gain experience. Further certification may increase their chances of career advancement.
Thus with additional formal training/education, this experience competent office administration
can advance to become a certified office administration personnel

9. SOURCES OF ADDITIONAL INFORMATION

 MAMPU
Unit Pemodenan Tadbiran dan Perancangan Pengurusan
Malaysia, Aras 6, Blok B2,
Kompleks Jabatan Perdana Menteri,
Pusat Pentadbiran Kerajaan Persekutuan,
62502 Putrajaya, Malaysia.

Tel: 603-8872 3000

Faks: 603-8888 3721

 MDEC
MSC Malaysia Client Contact Centre (CliC),
Multimedia Development Corporation,
MSC Malaysia Headquarters,
2360 Persiaran APEC,
63000 Cyberjaya,
Selangor Darul Ehsan,
Malaysia.

Tel : 1-800-88-8338
Fax : +603 8315 3115

 SKMM
Suruhanjaya Komunikasi dan Multimedia Malaysia,
Malaysian Communications and Multimedia
Commission, Off Persiaran Multimedia,
63000 Cyberjaya,
Selangor Darul Ehsan,
Malaysia.

Tel: +60 3 8688 8000

Fax: +60 3 8688 1000

v
10. ACKNOWLEDGEMENT

The Director General of DSD would like to extend his gratitude to the organisations and
individuals who have been involved in developing this standard

vi
11. COMMITTEE MEMBERS FOR DEVELOPMENT OF STANDARD PRACTICE (SP),
COMPETENCY PROFILE CHART (CPC), COMPETENCY PROFILE (CP) PHASE 1
For

OFFICE ADMINISTRATION LEVEL 2

PANEL
Information Supervisor,
1. En. Shahure bin Zainoddin
Koperasi Telekom Malaysia Sdn Bhd
Information Supervisor,
2. Pn. Nur Amalina binti Abdul Rahman
Melaka ICT Holdings Sdn Bhd
Chief clerk,
3. En. Jamian bin Abu Hassan
Institut Pengurusan Tentera Darat Sri Rusa
Quality and Development Manger,
4. Puan Salina binti Kadirun
Kolej Teknologi Unifield
Business Development,
5. Puan Darleena Binti Abdullah
Freight Resources & Services
Chief clerk,
6. En. Aminurashid bin A. Bakar
Tentera Darat ATM, Port Dickson
Chief Clerk,
7. Pn. Zarina binti Husin
Price Waterhouse Cooper
Assistant Manager,
8. En. Abdul Wahab bin Jantan
Universiti Teknologi Mara
Head of Program,
9. Pn. Sandora binti K. Tamby
Kolej Teknologi Unifield
Lecturer
10. Pn. Rohaini binti K. Mohd
Kolej Risda

FACILITATOR

11. Pn. Evarina binti Amiron Professional & Technical Academy

CO-FACILITATOR

12. Cik Norfadilah binti Ithnin Professional & Technical Academy

13. Pn. Roziah binti Ismail Professional & Technical Academy

vii