SHORT-TERM TRAINING PROGRAM ON ADMINISTRATIVE SKILLS, OFFICE AND DOCUMENTARY - ARCHIVES

1. Training objectives
Provide learners with knowledge and guidance on methods to help them improve their understanding and practice mastering some basic and necessary skills such as: Collecting, processing, synthesizing information to provide to agencies and leaders; advising on the right responsibilities and effectively; drafting documents as required; managing documents, files, and materials well; proficiently using office equipment; knowing how to communicate, behave and harmonize relationships in the agency; knowing how to organize, deploy and perform assigned tasks effectively... In addition, performing some basic work contents of a full-time clerical and archival staff.
2. Training objects
- Officials, civil servants and public employees currently working in the fields of administration - office, documents - archives at state agencies, enterprises, political - social organizations at central and local levels;
- Students of secondary schools, colleges and universities (especially students about to graduate, who want to work in business offices and government agencies);
- Organizations and individuals who need to improve their knowledge of administration - office and document - archive.
3. Training time
01 month (weekdays or on Saturday and Sunday)
4. Total course knowledge
Total credits to be accumulated are 05 credits (75 periods), including:
- Compulsory courses: 03 credits
- Elective course: 01 credit
- Professional practice: 01 credit
5. Type of diploma awarded
Students who complete the training course and meet all the requirements of the training course will be awarded a certificate.
- Certificate name: “Skills for Office Administration, Records and Archives Management”
- Certificate issued by University of Social Sciences and Humanities - Vietnam National University, Hanoi.
6. Training program content

Note: Courses have detailed outlines attached.
7. Teaching and learning equipment
- Use modern classroom systems and equipment to meet the learning and teaching needs of the course.
- Practice equipment for students: File cover, mock documents, mock seals, A4 paper, pens, staplers...
8. Teacher requirements
Lecturers are experts in the field of teaching Administration - Office and Document - Archive, with a Master's degree or higher.
9. Implementation organization
Training courses are organized online or in person at the School or in localities in compliance with the regulations on training and certification of the Ministry of Education and Training, Hanoi National University and the Training Regulations of the University of Social Sciences and Humanities. In particular, the conditions for being granted a certificate are as follows:
- Students may not miss more than 2/3 of the course duration (including practical training);
- Students must complete 02 written exams or 02 final essays, including exams or essays on Administrative - Office Skills and Proficiency and Document - Archive Proficiency;
- The result of the written test or essay at the end of the course is 05 points or higher.

 

1. Module 1: Overview of administrative and office work
The course aims to equip learners with basic knowledge of administrative - office work, the content and nature of administrative - office work as well as requirements for staff doing administrative - office work.
Content 1: Overview of administrative and office work
- Administrative concept
- Office concept
- Offices in agencies and businesses
Content 2: Administrative and office work
- Concept
- The nature of administrative and office work
Content 3: Requirements for office administrative staff
- Quality
- Capacity
- Skill
2. Module 2: Overview of organization and management of document and archive work
The course provides general knowledge about document and archive work and the organization and management of document and archive work of an agency, organization or enterprise; helps learners properly implement state regulations in the process of managing and performing document and archive work, have critical thinking and advise agency leaders to perfect the system of regulations on document and archive in agencies, organizations or enterprises.
Content 1: General issues on organizing and managing document and archive work
- Organizational concept
- Management concept
- Concept of document work, archival work
- Concept of organizing and managing document and archive work
- Contents of document and archive work
- The meaning of organizing the management of document and archive work
Content 2: Measures to organize and manage document and archive work
- Organizing the document and archive department
- Selection and arrangement of archivists
- Disseminate and issue directives and instructions on document and archive work.
- Organize guidance on document and archive work for officers and employees in the agency.
- Investing in funds and facilities for document and archive work
- Rewards and discipline in document and archive work
3. Module 3: Drafting and issuing documents
The course provides learners with basic knowledge about the document system, requirements for document drafting, and guidance and practice in the process and methods of drafting administrative documents.
Content 1: General overview of the current document system
- System of legal documents
- Administrative document system
- System of professional and technical documents
Content 2: Requirements for drafting documents
- Requirements on authority and use
- Requirements on format and presentation techniques
- Content and style requirements
- Requirements on processes and procedures
Content 3: Administrative document drafting process
- Determine the purpose, limits, objects of solution and implementation
- Identify the document type name
- Collect and process information
- Develop outline, write draft
- Draft browsing/copying/issuing documents
Content 4: Text editing methods
- Method of drafting resolutions
- Method of drafting official documents
- Report drafting method
- Minutes recording method
Content 5: Practice
- Drafting administrative documents
- Identify and correct common errors in administrative documents
4. Module 4: Document management, seal management and secret key storage devices
The course provides basic knowledge for learners to understand theoretical, legal and practical issues of document management and seal management in agencies and organizations.
Content 1: General overview of document management
- Concept and purpose of document management
- Classify the document system when managing at the specialized document department
Content 2: Document management operations
- Incoming document management
- Outgoing document management
- Confidential document management
Content 3: Management and use of seals and secret key storage devices
- Seal concept
- State documents regulating the management and use of seals
- Meaning of the seal
- Stamping principles
- Responsibility for managing seals and secret key storage devices
5. Module 5: Creating and submitting records for archiving
The course provides learners with basic knowledge of theory and methods of creating records such as: The necessity of creating and managing records in agencies and organizations; basic requirements of creating records; procedures and methods of building a record list for agencies and organizations; procedures and methods of creating types of records in the management activities of agencies and organizations.
Content 1: Concept, purpose and significance of current record keeping work
- Profile concept, current profile concept, profile creation concept
- Current types of records
- Purpose and meaning of current profile creation
Content 2. Basic requirements for a profile
- The profile must reflect the functions and tasks of the agency or unit that creates the profile.
- The documents in the file must be related to each other and reflect the correct sequence of events/processing procedures.
- Documents in the file must be highly reliable.
- Records must be fully and accurately catalogued.
Content 3. Current method of filing
- Principle method of document preparation
- Method of creating job profile
- Electronic filing method
Content 4: Organizing and managing records
- Determine responsibility for document preparation
- Manage current records at agencies and units
6. Module 6: Archiving operations
The course on Archival Operations aims to provide learners with basic understanding of the role of archival work in general and archival operations in particular, helping learners have the skills to properly perform archival operations, instruct other staff to perform archival operations, and at the same time, the course helps learners have the mindset to manage and control archival work.
Content 1: Document collection and storage procedures
- Definition of archival collection
- The significance of collecting documents for archiving
- Basic tasks of collecting documents for archiving
- Procedures and methods for collecting documents into agency archives
Content 2: Archival document classification
- Definition of Archival Document Classification
- Purpose, principles and requirements of document classification
- Procedure for classifying agency archive documents
Content 3: Procedures for determining the value of archival documents
- Definition of archival value determination
- Principles of determining document value
- Method of determining document value
- Specific standards applied in determining the value of agency archive documents
- Tools to guide document valuation
Content 4: Archival document preservation operations
- Definition of archival preservation
- Purpose and principles of preserving archival documents
- Identify causes of damage to archives
- Organization of archival document preservation
Content 5: Professional activities of organizing the exploitation and use of archival documents
- Definition of organization for exploitation and use of archival documents
- Purpose and significance of organizing the exploitation and use of archival documents
- Forms of organization for exploiting and using archival documents
- Responsibility for promoting the value of archival documents
7. Module 7: Electronic Document Archiving
The course provides learners with basic knowledge related to the legal basis, theory and practice of electronic document management in general and electronic document archiving in particular, helping learners understand and perform basic operations of electronic document archiving; organizing and managing information retrieval systems to promote the value of electronic archives to serve different needs.
Content 1: General overview of electronic document storage
- Basic concepts
- The formation process and development trends of electronic archiving
- Electronic document storage management system
Content 2: Electronic archive management
- Model of continuity in electronic document management, electronic archives
- The importance of electronic storage
- Requires electronic storage setup
- Introducing electronic archive management system
Content 3: Basic operations of electronic document archiving
- Collect and supplement electronic documents
- Scientific organization of electronic documents
- Electronic document preservation
- Organizing the exploitation and use of electronic archives
8. Module 8: Administrative communication skills
The course provides learners with basic knowledge of administrative communication. The knowledge is equipped to help learners perceive their own communication abilities and at the same time develop and perfect communication skills to apply effectively in life in general and in the office environment, administrative communication in particular.
Content 1: General communication issues
- Concept
- Function
- Communication process
- Means of administrative communication
- Causes of communication failure
Content 2: Communication skills
- Listening skills
- Speaking skills
- Reading skills
- Writing skills
- Emotional mastery skills
Content 3: Skills in administrative communication
- Principles of administrative communication
- Communicate with superiors
- Communicate with subordinates
- Communicate with colleagues
9. Module 9: Event organization skills
The course provides learners with basic knowledge of event organization skills. Based on the equipped theories as well as practice, learners are able to perform some basic work content in the process of implementing common types of events of agencies, organizations and businesses.
Content 1: Overview of event organization
- Event concept, event organization
- Classification of event forms in agencies
- The role of event organization in agencies
-Requirements of event organizers
- Office responsibilities in event organization
Content 2: Event organization process in the agency
- Determine the goals and themes for the event
- Plan and implement event preparations
- Event execution
- Resolve work after the event ends
- Content 3: Methods of organizing some common events in agencies
- Organizing seminars and conferences
- Organizing the anniversary of the agency's founding, the ceremony to receive the title
- Organizing opening and inauguration ceremonies
10. Module 10: Consulting skills
The course provides basic knowledge and skills in staff work to help learners undertake and successfully complete the work of an office specialist in state agencies, enterprises or socio-political organizations.
Content 1: Overview of consulting skills
- Concept
- Situations of using advisory skills in administrative activities
- The role of advisory skills in administrative activities
- Requirements and principles of advisory activities
Content 2: Effective consulting skills
- Effective consulting process
- Effective consulting methods
11. Module 11: Presentation skills
The course provides basic knowledge about presentation skills: Presentation concepts, presentation stages and effective presentation methods. On that basis, learners are able to apply subject theory to presentation activities in practical work and accurately evaluate the results of their own presentation activities.
Content 1: Concept and role of presentation
- Presentation concept
- Concept of presentation skills
- The role of presentation skills
Content 2: Requirements for presentation activities
- Content requirements
- Method requirements
- Efficiency requirements
Content 3: Effective presentation skills
- Prepare presentation
- Make a presentation
- Evaluate results
12. Module 12: Teamwork skills
The course provides learners with basic knowledge about teamwork skills. On that basis, learners are able to develop teamwork skills such as: group communication, group leadership, handling group conflicts... The course also helps learners build confidence and awareness of their own role in performing tasks in work groups.
Content 1: Concept and role of teamwork skills
- Group concept and teamwork skills
- Characteristics of working groups
- Stages of group formation and development
- The role of teamwork skills
Content 2: Requirements for members in group activities
- Requirements for team leader
- Requirements for group members
Content 3: Teamwork skills content
- Team design skills
- Communication skills in teamwork
- Skills in organizing/conducting group meetings
- Skills to evaluate and control teamwork process
- Resolve and manage conflicts within the group
13. Module 13: Conflict Management Skills
The course provides basic knowledge and skills on conflict management so that learners can understand the nature of conflict, be able to distinguish between beneficial and harmful conflicts; know how to prevent and resolve conflicts in agencies and offices in accordance with their roles and responsibilities.
Content 1: Overview of conflict
- Concept of conflict
- Causes of conflict
- Characteristics of conflict
- Views on conflict
Content 2: Classify types of conflicts in organizations
- Classification by relationship within the agency
- Classification by size
- Classification by properties
Content 3: Conflict management and resolution methods
- Prevent harmful conflicts
- Promote beneficial conflict
- Principles of conflict management
- Conflict management methods
- Conflict management process
14. Module 14: Leadership Skills
The course provides learners with basic knowledge and skills in leadership and management, helping learners to flexibly apply each leadership skill in practical administrative, office, and clerical and archival work; at the same time, learners will more clearly perceive the importance of the skills necessary for leadership and management.
Content 1: General overview of leadership and management
- Leadership concept
- Management concept
- Concept of leadership and management skills
- Leadership skills classification
- Some thoughts and theories on leadership
Content 2: Some leadership skills
- Leading change
- Knowledge development in the organization
- Building organizational culture
- Public speaking
- Selection, evaluation and use of staff
- Use of power in leadership
15. Module 15: Time management skills
The course provides basic knowledge of time management skills. On that basis, learners are able to apply the subject theory to work and use time effectively in agencies, organizations, businesses and individuals in work and life.
Content 1: Overview of time management
- The concept of time management
- Content of time management
- The meaning of time management
Content 2: Effective time management skills
- Understand yourself
- Understand the job
- Neat
- Work better
- Communicate more effectively
- Time control
Content 3: Applying time management skills in office administration
- Time management in performing office administration functions
- Time management by job position in the office
16. Module 16: Applying ISO.9000 in office management
The course provides learners with basic knowledge such as concepts, roles, and benefits of applying the ISO.9000 standard set in office management, requirements for quality management systems, procedures for applying the standard set in practice, and some lessons learned.
Content 1: Overview of ISO.9000 standards
- Related terms
- Introducing the ISO.9000 standard set
- Principles of applying ISO.9000 standards
- Benefits of applying ISO.9000 standards
Content 2: Process of applying ISO.9000 standards in office work
- Application process
- Responsibility for implementation
Content 3: Practice applying ISO.9000 standards in office work
- Practice building policies and quality goals for the office department
- Practice building some business processes according to ISO.9000 standards
17. Module 17: Office Culture
The course helps learners clearly understand the cultural norms formed in the organization and their impact on professional activities. In particular, the course enhances learners' awareness and consciousness of promoting the role of office staff in building, maintaining and protecting the image of the organization through implementing cultural norms in the workplace.
Content 1: General theory of office culture
- Concept of culture, office culture
- Characteristics of office culture
- Factors affecting office culture
- Criteria for evaluating office culture
- The role of office culture
Content 2: Legal regulations on office culture
- The need to build legal regulations on office culture
- Process of building legal regulations on office culture
- Some types of legal regulations on current office culture
Content 3: Orientation and measures to build office culture
- Responsibilities of leaders of agencies and organizations
- Responsibilities of office managers
- Responsibilities of officers, civil servants and members
18. Module 18: Office reception
The course provides basic theoretical and practical knowledge about reception and reception work in agencies and organizations, helping learners to advise office leaders and leaders of agencies and organizations on reception work; at the same time, they are able to directly perform assigned reception tasks, contributing to maintaining, creating and developing relationships of agencies, organizations and enterprises.
Content 1: Overview of reception work in agencies and organizations
- Concepts and terms
- Content of reception work
- Duties of the receptionist
- The importance of reception work
Content 2: Responsibility for organizing and performing reception work
- Responsibility of agency leaders
- Responsibilities of the office and office leaders
- Responsibilities of unit leaders
- Responsibilities of the reception department and reception staff
- Responsibilities of officers and employees
Content 3: Office receptionist duties
- Building the image of the agency
- Reception etiquette when welcoming and receiving guests
- Reception protocol in organizing events and meetings
- Communication etiquette, behavior with guests and style
- Internal reception protocols
19. Module 19: Secretarial work
The course helps learners acquire knowledge about the role, position, and basic tasks of secretaries and executive assistants, ensuring that learners clearly understand and know how to use some basic operational tools.
Content 1: Duties and positions of the secretary
- Concept of secretary
- Duties and positions of secretaries in agencies, organizations and enterprises
Content 2: Basic skills and duties of a secretary
- Support leaders in time management
- Reception and call management
- Signing
- Urge and summarize reports
- Drafting and editing text
- Document and record management
- Meeting service
- Support leaders on business trips
Content 3: Personal skills of a secretary
- Information skills
- Skills to maintain and develop relationships
- Personal crisis management skills