The Human Resources Development Division (HRDD) of the Registrar’s Office at the Kwame Nkrumah University of Science and Technology, (KNUST), Kumasi, in collaboration with the Department of English, KNUST, organised a training workshop for Administrative Assistants of the University. The training workshop was held from 13th to 17th May 2024 at the Amonoo-Neizer Conference Centre.

In his opening remarks, the Assistant Registrar of the Staff Training and Development Section of the HRDD, Mr. Anthony Kuufare, indicated that the workshop dubbed ‘Communication Skills Clinic for Administrative Assistants’ was customised as part of Continuous Professional Development to improve the knowledge of Administrative Assistants to equip them with some key communication skills. Mr. Kuufare added that the workshop would train participants on topics such as Letter Writing, Minutes Writing, Memo Writing, Report Writing, Organisational Communication, Office Work, Office Practices, and Concord and Error Analysis.

During the workshop, Dr. Confidence Gbolo Sanka, the Head of the Department of English, and his team from the took participants through the process of ‘Letter Writing.’ He noted that formal letters are written in formal language mainly for various professional communication purposes such as applications; recommendations; authorisation; claims/queries; dismissals; adjustments; attestations, and introductions, among others.
According to Dr. Sanka, the language of formal letters must be void of unnecessary embellishments, headless constructions without subjects, and contracted words such as ‘can’t, won’t’ etc. He further outlined the various features of formal letters which include the writer’s address, date, reference numbers, recipient address, salutation, heading, content, and subscription. He encouraged Administrative Assistants to be familiar with the house-style, use attitudinal past, and be consistent with spellings and English when writing formal letters.

Dr. (Mrs.) Philomena Ama Okyeso Yeboah, a Senior Lecturer at the Department of English, presenting on ‘The Office Worker’ noted that effective communication among workers allows them to be motivated, focused, and happy. She stressed the need to promote healthy working relationships among Administrative Assistants, highlighting some personal attributes they must possess such as orderliness, good grooming, alertness, punctuality, tactfulness, and ability to accommodate people, among others.

Dr. Osei Yaw Akoto, Senior Lecturer at the Department of English, also elaborated on ‘Office Practices,’ stating that they are a set of procedures, protocols, and routines followed at the workplace, particularly within an office environment to ensure efficient and effective operations. He said that customer services, privacy, entry, and exit protocols, handling inquiries, complaints, people with disabilities, and multilingual visitors are some strategic skills to possess as an Administrative Assistants at the office.

Presenting on ‘Effective Report Writing in University Administration,’ Mr. Yakubu Alhassan, Assistant Lecturer at the Department of English, emphasised that effective report writing is essential for ensuring accountability, effective communication, informed decision-making, and documentation. He stated some types and structures of reports and advised Administrative Assistants to use clear and concise language, proofread carefully, and use headings for clarity.
Other facilitators, Mr. James Gyimah Manu, Dr. John Aning, and Miss Harriet Appiah Kyeremeh from the Department of English took the participants through Memos and Minutes Writing, Organisational Communication, and Concord and Error Analysis, respectively.