Office Administration Study Notes

This set of vocabulary flashcards covers essential concepts from Office Administration, including meeting documentation, communication types, correspondence handling, procurement documents, and filing systems.

Notice

A formal written announcement used to inform people about an event, meeting, rule, or important information.

Meeting

A gathering of two or more people to discuss matters, share information, solve problems, or make decisions.

Agenda

A list of topics or items to be discussed at a meeting, acting as the meeting plan.

Any other business (AOB)

A common item in an agenda for discussing miscellaneous topics not specifically listed.

Communication

The process of sending and receiving information between people.

Verbal Communication

Communication using spoken words, such as face-to-face conversations, telephone calls, and meetings.

Written Communication

Communication using written words, such as letters, emails, reports, and notices.

Non-verbal Communication

Communication without words, using facial expressions, body language, and gestures.

Visual Communication

Communication using images or symbols, such as charts, graphs, signs, and posters.

Barriers to Communication

Things that prevent messages from being clearly sent or understood, such as noise, language differences, or poor internet connection.

Minutes of a Meeting

The official written record of what happened during a meeting, often called the memory of the meeting.

Office

The place where administrative work is done, including receiving, recording, and processing information.

Correspondence

Letters, emails, memos, and other messages sent or received by an organization.

Incoming Mail

Mail received by the organization that must be opened, sorted, stamped, and recorded.

Outgoing Mail

Mail sent out by the organization after preparation, accuracy checks, and approval.

Purchase Requisition (PR)

An internal document used to request permission to buy goods or services.

Purchase Order (PO)

A document sent to a supplier authorizing the purchase of goods or services.

Stock

Goods kept by a business for use or sale.

Inventory

The complete list of all stock available.

Archiving

The process of storing records that are not used often but may be needed in the future to preserve information and save space.

Manual Filing System

A system where paper documents are stored in folders, files, or cabinets.

Electronic Filing System

A system that stores documents digitally on computers, servers, or cloud storage.

Records Management Officer

The individual responsible for managing, storing, protecting, and retrieving records in an organization.