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Role, duties and responsibilities of an Officer supervisor and office manager
Role, duties and responsibilities of a office manager
Role, duties and responsibilities of a Office supervisor and office manager
The office manager normally is the head of the office and is in charge of general administration of the office. The manager in addition to general administration, also undertake the work of supervisor in small offices. But in large organizations one or more supervisors are appointed to for supervising the office work. The office manager is required to perform the functions of staffing, planning, directing, organizing and controlling the office activities.
The office manager, for getting better output and higher efficiency, is expected to motivate persons working under him. He reports to General Manager or Director as per the direction. He take part actively in the formulation of procedures and polices. If necessary, or called for, he may attend the board meeting. The supervisor receives instructions and orders from the office manager. The office manager acts as a link between the higher level managers as well as heads of the functional departments and the office supervisors. He checks the performance of the subordinates and co-ordinates group activities and resolves the problems relating to routine operations. He bears overall responsibility of making office services available to all other departments as efficiently as possible.
Role of office supervisor
A supervisor is expected to secure the cooperation of his subordinates in achieving the maximum output at the minimum cost. At the same time subordinates consider the supervisor to be their spokesperson and expect him to protect them from all unfavorable decisions of the higher level managers. It is a tough job to be a supervisor. He is separated from the higher lever managers because of his low level. He is not considered as one of the workers as his role is to supervise them. He may face resentment if he is too strict. The supervisor has to bear pressure from both the management and the employee union and often become target of both the groups.
Most of the problems arising on the office floor are solved instantly by the supervisor himself. A supervisor should be competent enough to get full cooperation of his subordinates. His role involves motivating, directing, issuing orders, guiding and leading his subordinates in the day to day performance of office task. He is a source of work-knowledge to the subordinates and co-workers and a channel of information flow to and from various experts to the workers and to the management.
Duties of a supervisor
Supervision is the primary delegated function of a supervisor. Apart from supervision other tasks of managerial functions like controlling, planning, motivating, directing and organizing is to be done by a supervisor. Some of the important duties of a office supervisor is listed below:
1. Enforce discipline
2. To watch for innovations in techniques and methods of work in other organizations.
3. To set targets of output of work.
4. To motivate the office employees in his unit.
5. To initiate corrective steps, where necessary to improve work performance.
6. To bring about changes in methods and equipments.
7. To set targets of output of work
8. To organize physical conditions in the office so as to create proper environment.
9. To establish proper authority relationship among members of the work group.
10. To schedule work so as to maintain an even and steady flow
11. To interpret organizational policies and programmes
12. To evaluate the merits of the employees on the basis of their performance
13. To control work performance of the office employees
14. To establish systems and and procedures for office activities
15. To provide congenial work atmosphere
16. To assign work to different office assistants according to their abilities.