Professional Documents
Culture Documents
OS are
performance SECTOR: MANAGEMENT, ENTREPTRENEURSHIP AND PROFESSIONAL SKILLS
standards that
individuals must SUB-SECTOR: OFFICE MANAGEMENT
achieve when
carrying out OCCUPATION: OFFICE SUPPORT
functions in the
workplace, REFERENCE ID: MEP/Q0202
together with ALIGNED TO: NCO-2015/3341.1000
specifications of
the underpinning Brief Job Description: Office Assistant performs a wide variety of responsible
knowledge and office support and administrative functions. Office Assistant is a versatile job
understanding role which can perform in any department and function. The office assistant
position requires proficiency in operation of computers, office equipment, full
range of general office services and functions of their department and work
assignment.
14 Management Personal Attributes: This job requires the individual to have: basic computer
House, Institutional,
skills, listening skills, good interpersonal and communication skills with attention
Area, Lodhi Road, New
to detail, analytical skills, time management and problem solving skills.
Delhi-110003
E-mail: ceo@mepsc.in
Qualifications Pack for Office Assistant
Management,
Sector Entrepreneurship and Drafted on 5/12/16
Professional Skills
Sub-sector Office Management Last reviewed on 11/01/2017
Occupation Office Support Next review date 11/01/2020
2
Qualifications Pack for Office Assistant
Core Skills/Generic Core Skills or Generic Skills are a group of skills that are key to learning
Definitions
Skills and working in today's world. These skills are typically needed in any
work environment. In the context of the NOS, these include
communication related skills that are applicable to most job roles.
Function Function is an activity necessary for achieving the key purpose of the
sector, occupation, or area of work, which can be carried out by a person
or a group of persons. Functions are identified through functional
analysis and form the basis of NOS.
Job Role Job role defines a unique set of functions that together form a unique
employment opportunity in an organization.
Knowledge and Knowledge and Understanding are statements which together specify the
Understanding technical, generic, pro fessional and organizational specific knowledge
that an individual needs in order to perform to the required standard.
National Occupational NOS are Occupational Standards which apply uniquely in the Indian
Standards (NOS) context
Occupation Occupation is a set of job roles, which perform similar/related set of
functions in an industry.
Organisational Context Organisational Context includes the way the organization is structured
and how it operates, including the extent of operative knowledge
managers have of their relevant areas of responsibility.
Performance Criteria Performance Criteria are statements that together specify the standard
of performance required when carrying out a task.
Qualifications Pack(QP) Qualifications Pack comprises the set of NOS, together with the
educational, training and other criteria required to perform a job role. A
Qualifications Pack is assigned a unique qualification pack code.
Qualifications Pack Qualifications Pack Code is a unique reference code that identifies a
Code qualifications pack.
Scope Scope is the set of statements specifying the range of variables that an
individual may have to deal with in carrying out the function which have
a critical impact on the quality of performance required.
Sector Sector is a conglomeration of different business operations having similar
businesses and interests. It may also be defined as a distinct subset of the
economy whose components share similar characteristics and interests.
Sub-Sector Sub-sector is derived from a further breakdown based on the
characteristics and interests of its components.
Sub-functions Sub-functions are sub-activities essential to fulfil the achieving the
objectives of the function.
Technical Knowledge Technical Knowledge is the specific knowledge needed to accomplish
specific designated responsibilities.
Unit Code Unit Code is a unique identifier for a NOS unit, which can be denoted
with an ‘N’
Unit Title Unit Title gives a clear overall statement about what the incumbent
should be able to do.
3
Qualifications Pack for Office Assistant
QP Qualification Pack
OS Occupational Standards
4
MEP/N0202 Application of computers
----------------------------------------------------------------------------------------------------------------
Overview
This unit covers the skills and competencies that you need, to operate a computer and use
a variety of office software packages to produce documents.
5
MEP/N0202 Application of computers
(Task)
Description This unit covers the skills and competencies that user/individual need to operate a
computer and office software packages to perform day- to- day activities at
workplace.
Scope This unit/tasks covers the following:
Identification of parts of computer and storage devices
Operation of computers and its components
Use of various computer software programs and applications
6
MEP/N0202 Application of computers
7
MEP/N0202 Application of computers
SB8. how to develop schedules, timetables with clear & specific milestones within
the given timeframes
SB9. the importance of identifying professional and personal priorities and
maintaining work life balance
Customer Centricity
The user/individual on the job needs to know and understand:
SB10. importance of being positive, patient, courteous and customer friendly
under all circumstances
SB11. the positive and negative body language while dealing with customers
Problem Solving
The user/individual on the job needs to know and understand:
SB12. the importance of identifying problems at workplace and various means to
resolve the same
SB13. the breakdowns and malfunction of office equipment and to report the
issues to the concerned personnel
Analytical Thinking
The user/individual on the job needs to know and understand:
SB14. how to break down complex problems into single and manageable
components within his/her area of work
SB15. the streamlined approach to finding solutions
Critical Thinking
The user/individual on the job needs to know and understand:
SB16. the importance of identifying various possible solutions to a problem using
given data and information
SB17. the importance of applying facts to reach to a logical solution to a
situation/problem
SB18. importance of being adaptable to change
8
MEP/N0202 Application of computers
9
MEP/N0203 Operation and usage of various office equipment
----------------------------------------------------------------------------------------------------------------
Overview
This unit is about using office equipment such as photocopiers, telephone, scanners,
faxes, binders, laminators, printers, A/V equipment and reporting the problems related to
the equipment and leaving the equipment ready for the next user.
10
MEP/N0203 Operation and usage of various office equipment
(Task)
Description This unit covers the skills and competencies that user/individual need to have in
to operate office equipment to perform day-to day office activities.
Scope This unit/task covers the following:
knowledge and usage of various office equipment - printer, photocopier,
scanner, projector, binder, laminator, telephone, A/V equipment etc.
operate the machine for specific tasks
basic troubleshooting activities
11
MEP/N0203 Operation and usage of various office equipment
12
MEP/N0203 Operation and usage of various office equipment
13
MEP/N0203 Operation and usage of various office equipment
14
MEP/N0204 Managing routine office activities
----------------------------------------------------------------------------------------------------------------
Overview
This unit is about managing day to day activities of the organization.
15
MEP/N0204 Managing routine office activities
16
MEP/N0204 Managing routine office activities
17
MEP/N0204 Managing routine office activities
SA7. express statements, opinions or information clearly, so that the receiver can
hear and understand
SA8. listen and respond in a way that is appropriate to the situation
SA9. communicate effectively with managers, supervisors and workers
B. Professional Decision Making
Skills The user/individual on the job needs to know and understand:
SB1. how to take information from the relevant sources and verify its accuracy and
reliability
SB2. the importance of taking sound decisions based upon a valid analysis of the
best available information.
SB3. how to identify and tackle situations individually or inform the seniors about
the same
Plan and Organize
The user/individual on the job needs to know and understand:
SB4. the importance of accurately estimating time and effort required to complete
a task
SB5. how to develop simple to do list and prioritize tasks on the basis of
importance and urgency of tasks at hand
SB6. how to complete the tasks within the allocated time, requirements/standards
and resources
SB7. how to eliminate distractions and activities that do not support the
achievement of the objectives
SB8. how to develop schedules, timetables with clear & specific milestones within
the given timeframes
SB9. the importance of identifying professional and personal priorities and
maintaining work life balance
Customer Centricity
The user/individual on the job needs to know and understand:
SB10. importance of being positive, patient, courteous and customer friendly
under all circumstances
SB11. the positive and negative body language while dealing with customers
Problem Solving
The user/individual on the job needs to know and understand:
SB12. the importance of identifying problems at workplace and various means to
resolve the same
SB13. the breakdowns and malfunction of office equipment and to report the
issues to the concerned personnel
Analytical Thinking
The user/individual on the job needs to know and understand:
SB14. how to break down complex problems into single and manageable
components within his/her area of work
SB15. the streamlined approach to finding solutions
Critical Thinking
The user/individual on the job needs to know and understand:
SB16. the importance of identifying various possible solutions to a problem using
given data and information
SB17. the importance of applying facts to reach to a logical solution to a
18
MEP/N0204 Managing routine office activities
situation/problem
SB18. importance of being adaptable to change
19
MEP/N0204 Managing routine office activities
20
MEP/N0205 Comply with industry and organizational requirement
----------------------------------------------------------------------------------------------------------------
Overview
This unit is about knowing, understanding, and complying with the requirements of the
organizations.
21
MEP/N0205 Comply with industry and organizational requirement
(Task)
Description This unit is about knowing, understanding and complying with the
requirements of the organizations.
Scope This unit/tasks covers the following:
know and understand organizational standards
know and understand industry standards
general knowledge and awareness
22
MEP/N0205 Comply with industry and organizational requirement
Writing Skills
On the job the individual needs to be able to:
SA4. organize, structure and present information
SA5. write grammatically correct emails, reports & letters
Oral Communication (Listening and Speaking skills)
23
MEP/N0205 Comply with industry and organizational requirement
Analytical Thinking
The user/individual on the job needs to know and understand:
SB14. how to break down complex problems into single and
manageable components within his/her area of work
SB15. the streamlined approach to finding solutions
Critical Thinking
The user/individual on the job needs to know and understand:
SB16. the importance of identifying various possible solutions to a
problem using given data and information
SB17. the importance of applying facts to reach to a logical solution to
a situation/problem
SB18. importance of being adaptable to change
24
MEP/N0205 Comply with industry and organizational requirement
25
MEP/N0206 Demonstrate soft skills required for the job
----------------------------------------------------------------------------------------------------------------
Overview
This unit covers how you should demonstrate your professional skills.
26
MEP/N0206 Demonstrate soft skills required for the job
(Task)
Description This is unit is about demonstrating good verbal and written communication skills
at workplace.
Scope This unit/task covers the following:
receiving and channelizing communication
self-development
decision making
attention to detail
analyzing figures & numbers
interpersonal skills
27
MEP/N0206 Demonstrate soft skills required for the job
Analyzing figures and PC21. read, analyse, understand and interpret the data into meaningful
numbers information
PC22. convert the given information into charts, graphs and statistics using
appropriate softwares
PC23. apply functions and formulas using calculator and appropriate
softwares
PC24. use the existing data points to generate required reports for business
Interpersonal skills PC25. agree with team members to be contacted for specific purposes
PC26. ensure that the team members receive the required information on
time
PC27. encourage others to share information and knowledge within the
constraints of confidentiality
PC28. respect views and opinions of other team members
PC29. manage conflicting situations at workplace
Knowledge and Understanding (K)
A. Organizational The user/individual on the job needs to know and understand:
Context (Knowledge of KA1. ensure work is aligned with the organizational standards
the company / KA2. how to report to supervisor or higher authority about any grievances
organization and its faced
processes) KA3. the nature of business calls / letters / notices and respond
appropriately
KA4. company’s documentation policy
KA5. how to follow guidelines, procedures and pre described formats for
writing letters/ replies/ notes
B. Technical The user/individual on the job needs to know and understand:
Knowledge KB1. the hierarchy of communication
KB2. the organizational structure
KB3. specific formats for communication
KB4. how to pick up the basic grammar of the language
KB5. how to use the correct terms as appropriate for the situation
Skills (S)
A. Core Skills/ Reading Skills
Generic Skills On the job the individual needs to be able to:
SA1. read and interpret instructions, procedures, information and signs at the
workplace
SA2. read, understand and use various keyboard shortcuts
SA3. read, understand and interpret various mails/memo/office
orders/circulars /letters and office instructions received from various
sources
Writing Skills
On the job the individual needs to be able to:
SA4. organize, structure and present information
SA5. write grammatically correct emails, reports & letters
Oral Communication (Listening and Speaking skills)
28
MEP/N0206 Demonstrate soft skills required for the job
communicated verbally
SA7. express statements, opinions or information clearly, so that the receiver
can hear and understand
SA8. listen and respond in a way that is appropriate to the situation
SA9. communicate effectively with managers, supervisors and workers
B. Professional Skills Decision Making
The user/individual on the job needs to know and understand:
SB1. how to take information from the relevant sources and verify its accuracy
and reliability
SB2. the importance of taking sound decisions based upon a valid analysis of
the best available information.
SB3. how to identify and tackle situations individually or inform the seniors
about the same
Plan and Organize
The user/individual on the job needs to know and understand:
SB4. the importance of accurately estimating time and effort required to
complete a task
SB5. how to develop simple to do list and prioritize tasks on the basis of
importance and urgency of tasks at hand
SB6. how to complete the tasks within the allocated time,
requirements/standards and resources
SB7. how to eliminate distractions and activities that do not support the
achievement of the objectives
SB8. how to develop schedules, timetables with clear & specific milestones
within the given timeframes
SB9. the importance of identifying professional and personal priorities and
maintaining work life balance
Customer Centricity
The user/individual on the job needs to know and understand:
SB10. importance of being positive, patient, courteous and customer friendly
under all circumstances
SB11. the positive and negative body language while dealing with customers
Problem Solving
The user/individual on the job needs to know and understand:
SB12. the importance of identifying problems at workplace and various means
to resolve the same
SB13. the breakdowns and malfunction of office equipment and to report the
issues to the concerned personnel
Analytical Thinking
The user/individual on the job needs to know and understand:
SB14. how to break down complex problems into single and manageable
components within his/her area of work
SB15. the streamlined approach to finding solutions
Critical Thinking
The user/individual on the job needs to know and understand:
SB16. the importance of identifying various possible solutions to a problem
using given data and information
29
MEP/N0206 Demonstrate soft skills required for the job
30
MEP/N0206 Demonstrate soft skills required for the job
31
MEP / N0207 Maintain a healthy, safe and secure working environment
----------------------------------------------------------------------------------------------------------------
Overview
This unit is about monitoring your working environment and making sure it meets
requirements for health, safety and security.
32
MEP / N0207 Maintain a healthy, safe and secure working environment
Unit Code MEP/N0207
Unit Title Maintain a healthy, safe and secure working environment
National Occupational Standard
(Task)
Description This unit is about monitoring your working environment and making sure it meets
requirements for health, safety and security.
Scope This unit/task covers the following emergency procedures:
illness
accidents
fires other reasons to evacuate the premises
breaches of security
33
MEP / N0207 Maintain a healthy, safe and secure working environment
B. Technical The user/individual on the job needs to know and understand:
Knowledge KB1. different types of breaches in health, safety and security and how and
when to report these
KB2. evacuation procedures for workers and visitors
KB3. how to summon medical assistance and the emergency services, where
necessary
KB4. how to use the health, safety and accident reporting procedures and the
importance of these
KB5. government agencies in the areas of safety, health and security and their
norms and services
Skills (S)
A. Core Skills/ Reading Skills
Generic Skills On the job the individual needs to be able to:
SA1. read and interpret instructions, procedures, information and signs at the
workplace
SA2. read, understand and use various keyboard shortcuts
SA3. read, understand and interpret various mails/memo/office
orders/circulars /letters and office instructions received from various
sources
Writing Skills
On the job the individual needs to be able to:
SA4. organize, structure and present information
SA5. write grammatically correct emails, reports & letters
Oral Communication (Listening and Speaking skills)
On the job the individual needs to be able to:
SA6. identify the nature, purpose and use of the information to be
communicated verbally
SA7. express statements, opinions or information clearly, so that the receiver
can hear and understand
SA8. listen and respond in a way that is appropriate to the situation
SA9. communicate effectively with managers, supervisors and workers
B. Professional Skills Decision Making
The user/individual on the job needs to know and understand:
SB1. how to take information from the relevant sources and verify its accuracy
and reliability
SB2. the importance of taking sound decisions based upon a valid analysis of
the best available information.
SB3. how to identify and tackle situations individually or inform the seniors
about the same
Plan and Organize
The user/individual on the job needs to know and understand:
SB4. plan and organize the work to meet health, safety and security
requirements
SB5. the importance of accurately estimating time and effort required to
complete a task
SB6. how to develop simple to do list and prioritize tasks on the basis of
importance and urgency of tasks at hand
SB7. how to complete the tasks within the allocated time,
34
MEP / N0207 Maintain a healthy, safe and secure working environment
requirements/standards and resources
SB8. how to eliminate distractions and activities that do not support the
achievement of the objectives
SB9. how to develop schedules, timetables with clear & specific milestones
within the given timeframes
SB10. the importance of identifying professional and personal priorities and
maintaining work life balance
Customer Centricity
The user/individual on the job needs to know and understand:
SB11. importance of being positive, patient, courteous and customer friendly
under all circumstances
SB12. the positive and negative body language while dealing with customers
Problem Solving
The user/individual on the job needs to know and understand:
SB13. the importance of identifying problems at workplace and various means
to resolve the same
SB14. the breakdowns and malfunction of office equipment and to report the
issues to the concerned personnel
Analytical Thinking
The user/individual on the job needs to know and understand:
SB15. how to break down complex problems into single and manageable
components within his/her area of work
SB16. the streamlined approach to finding solutions
Critical Thinking
The user/individual on the job needs to know and understand:
SB17. the importance of identifying various possible solutions to a problem
using given data and information
SB18. the importance of applying facts to reach to a logical solution to a
situation/problem
SB19. importance of being adaptable to change
35
MEP / N0207 Maintain a healthy, safe and secure working environment
36
Qualification Pack for Office Assistant
Annexure
Qualifications Pack
9 characters
[ABC]/ Q 0101
Occupational Standard
37
Qualification Pack for Office Assistant
Back to top…
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Qualification Pack for Office Assistant
39
Qualification Pack for Office Assistant
control panel
PC9. use word processing software to create 10 2 8
and edit official documents and reports (MS
Word or equivalent)
PC10. use software to create and edit 10 2 8
presentations (MS PowerPoint or equivalent)
PC11. use software applications to create, apply 10 2 8
& modify formulas, generate reports, maintain
database & compile data(MS Excel or
equivalent)
PC12. operate graphic packages e.g. MS Paint, 5 3 2
PC Paintbrush etc.
PC13. use social media( Google + Twitter, 5 3 2
LinkedIn, Facebook)
Total 100 30 70
2. MEP/N0203 PC1. locate and select the equipment ( printer, 7 2 5
(Operate basic office photocopier, scanner , binder , laminator ,
equipment) telephone, A/V equipment) and resources
needed for the task
PC2. understand the various parts and functions 10 3 7
of the various office equipment( printer,
photocopier, scanner, projector, binder,
laminator, telephone, A/V equipment)
PC3. operate each equipment efficiently and 7 2 5
use all its features & applications
PC4. replenish material/supplies needed to run 7 1 6
each equipment
PC5. inform/maintain about material/ supplies 7 1 6
required for each equipment to the
appropriate person
PC6. record usage of material/ equipment 7 2 5
PC7. carryout minor maintenance and 10 5 5
troubleshooting
PC8. understand the network issues with each 10 5 5
equipment
PC9. know/inform and act on the appropriate 10 2 8
channel of communication in case of major
breakdown
PC10. make sure the equipment is kept clean at 10 2 8
all times, before loading, while usage
PC11. find alternative means of completion of 10 2 8
tasks within stipulated time in case of such
breakdown make sure the equipment,
resources and work area are ready for the next
user
PC12. make sure the equipment, resources and 5 3 2
work area are ready for the next user
Total 100 30 70
40
Qualification Pack for Office Assistant
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Qualification Pack for Office Assistant
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Qualification Pack for Office Assistant
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Qualification Pack for Office Assistant
designated person
44