Office management clerk
Information on traineeships at the University of Jena
View into the office
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Office management assistants ensure that administrative processes run smoothly. At the University of Jena, they are deployed on a rotational basis in various areas of university administration - including Finance and Procurement, Human Resources, Property Management, Student Services, the Post Office or the Administrative Assistant of a faculty. This gives them a varied insight into the different areas of responsibility of a large academic institution.
Their activities include supporting the departments in their day-to-day business as well as traditional Administrative Assistant and assistant tasks. These include organising events and business travel|business trips, processing procurement processes, auditing and coordinating university communications. Office management assistants are important contact persons for professors, students and guests of the university.
The profession requires organisational and communication skills, and combines good time management with the enjoyment of varied tasks. Office management assistants thus make a significant contribution to ensuring that teaching, research and administration at the university are optimally interlinked.
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Training content
Compulsory qualifications and two optional qualifications are acquired during the training programme.
The compulsory qualifications cover the knowledge required to carry out day-to-day business. These are the subject of the first and second year of training and include
- Information processing, e.g. drafting letters and minutes, processing mail, using legal texts, processing files
- Coordination and organisational tasks, e.g. planning meetings, business travel|business trips, events, receiving and looking after visitors, finding transport connections, making reservations
- Order processing, e.g. checking invoices, calculating remuneration, examination of orders
- Materials management, e.g. ordering office supplies, stocktaking of all office supplies, materials distribution
You will acquire the elective qualifications in the third year of training. They cover subject-specific knowledge in certain areas. The university currently offers the following elective qualifications:
- Human resources management
- Assistance and Administrative Assistant
A period of five months is planned for each of the two qualifications. During this time, you will be employed in appropriately specialised subject) areas|field within the University Administration or an Administrative Assistant in one of the faculties.
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Duration and location of the training
View of the main building of the University of Jena
Image: Thomas Franke-OpitzThe training programme lasts a total of 3 years
The practical training takes place in several areas of the university administration, such as Division 5 - Human Resources deor Division for Finances and Purchasing de and in the Administrative Assistant of a faculty of the Friedrich Schiller University Jena.
Theoretical knowledge is taught at the Bertuchschule - SBBS für Wirtschaft, Verwaltung und ErnährungExternal link and the Thüringer VerwaltungsschuleExternal link in Weimar.
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Requirements
Apprentice on the phone
Image: Christoph Worsch (University of Jena)- Good secondary school leaving certificate, especially in German and English
- Good knowledge of spelling and grammar
- Interest in working on a PC, basic knowledge of electronic data processing is desirable
- Sense of responsibility
- Sense of order
- Enjoy working with people
Szilvia Mammel
Trainer for office management assistants
Zwätzengasse 2
07743 Jena Google Maps site planExternal link
07743 Jena Google Maps site planExternal link