Image of course English for Office Administrators

English for Office Administrators.

Avatar - Clara

You are not learning generic business English. You are training for the daily reality of an admin desk: incomplete requests, tight cut-offs, approvals that stall, and policies you must follow even when someone is impatient. In every lesson you step into one realistic situation with a clear outcome, such as getting missing information to process a request, explaining why something cannot proceed yet, or resolving a document mismatch without blaming anyone. You will work with typical admin artefacts (forms, policy extracts, invoice and PO details, action logs, workflow notes) and practise short spoken and written micro-interactions that happen all day in offices. The course spirals key skills with variation: clarify, confirm, chase, explain, escalate and document. As you move from B1 to B2, tasks become less predictable, more multi-step, and more time-pressured. By the end, you will be able to manage exceptions confidently, justify decisions in neutral policy language, and produce accurate, audit-friendly notes that help colleagues take action.

Course methodology:

Clara

You learn English through realistic office administration situations, not abstract language study. Each lesson puts you into one concrete admin scene (for example: a vague request, an approval chase, an invoice discrepancy, a data request) with one clear outcome. You work with practical artefacts like forms, policy extracts, workflow notes and document snippets. You first see a short, realistic input (a message thread, a call summary, a policy paragraph, a ticket note), then you notice reusable phrases and simple patterns, and finally you practise from guided steps to a short simulation where you complete the task. The focus is clarity, accuracy and professional tone: sounding helpful while keeping boundaries, protecting the organisation with careful wording, and keeping communication traceable.

Course objectives:

  1. Clarify vague or incomplete workplace requests and turn them into actionable tasks with clear scope, deadlines and ownership.
  2. Ask precise follow-up questions and check understanding without sounding confrontational or apologetic.
  3. Confirm critical details accurately in speech and writing, including names, spellings, dates, amounts, cost centres and reference numbers.
  4. Explain administrative processes step-by-step in plain professional English, including what happens next, who approves, and typical timelines.
  5. Set expectations and communicate dependencies clearly using neutral, policy-aligned language (for example, subject to approval and once Finance confirms).
  6. Request missing information and attachments politely but firmly, using structured checklists and clear requirements.
  7. Chase approvals and updates professionally, maintaining rapport while being persistent and time-aware.
  8. Handle common procurement tasks by checking a purchase request, validating key fields, and confirming supplier and quote details before processing.
  9. Resolve invoice and payment problems by comparing documents (PO, invoice, delivery note), describing discrepancies factually, and requesting evidence and next steps.
  10. Explain expense and reimbursement decisions neutrally, including non-compliance reasons, acceptable alternatives, and exception routes where available.
  11. Handle HR-adjacent admin interactions (timesheets, absence records, payroll cut-offs) with care, clarity and appropriate sensitivity.
  12. Respond to data protection and confidentiality situations using minimum-necessary information principles and safe process language.
  13. Write audit-friendly administrative outputs (case notes, workflow updates, handovers, action logs and discrepancy summaries) that are clear, dated and traceable.
  14. Understand routine admin conversations at natural speed (including mild accents and informal workplace phrasing) and respond with appropriate tone and structure.
  15. Complete an end-to-end multi-threaded admin simulation by prioritising tasks, communicating progress, escalating appropriately, and closing loops with accurate documentation.

What will you learn?

Table of contents
Lesson 1. Clarifying a Vague Request on Teams or in the Corridor
You are at your desk when a colleague drops a quick message: “Can you sort this out today?” There is no context, no reference number, and no clear owner. In this lesson you practise turning that kind of vague request into something you can actually action. You will work with a short chat thread, a basic workflow screen, and a simple task log. You will learn how to ask focused questions, confirm the deadline, and agree who is responsible for what, without sounding annoyed or overly apologetic. Because real offices are informal, you will also practise recognising relaxed workplace phrasing (including Australian-style greetings you may hear) while keeping your own tone professional. By the end, you will be able to produce a clear, one-paragraph summary of the request and the next steps, and you will have a repeatable routine you can use for almost any “drive-by” admin task.
Lesson 2. Requesting Missing Details to Complete an Internal Form
A request form lands in your queue, but it is missing key fields and the attachments are not there. If you process it, it will be rejected later. If you send it back, you need to do it in a way that is clear, neutral and easy to act on. In this lesson you practise spotting what is missing by scanning a form, checking mandatory fields, and comparing it to a short policy extract. You then write and say structured requests for information that do not sound accusatory. You will practise a simple checklist style that works well in Teams, internal tickets, or short emails, and you will also practise confirming spellings, dates and reference numbers so you can update the record accurately. By the end, you will be able to request exactly what you need to proceed, with a clear deadline and a tidy summary that reduces back-and-forth.
Lesson 3. Chasing an Approval Politely When a Deadline Is Close
The request is ready, but it cannot move forward without a manager’s approval. The deadline is approaching and you need to follow up without sounding pushy or emotional. In this lesson you practise a realistic follow-up sequence: a first reminder, a firmer second follow-up, and a calm escalation message when there is still no response. You will work with a short approval workflow view, a busy manager’s chat replies, and a simple escalation rule (who to contact and when). You will practise language that shows urgency without panic, and you will learn how to make the impact clear: what will be delayed, what the risk is, and what decision you need. By the end, you will be able to chase professionally, keep a positive relationship, and close the interaction with clear ownership and a time-bound next step.
Lesson 4. Checking a Purchase Request Before You Raise a Purchase Order
You have a purchase request, but a few details look risky: the quote is unclear, the cost centre is missing, and the justification is too vague for policy. In this lesson you practise checking the request properly before you raise a purchase order. You will work with a purchase request summary, a supplier quote snippet, and a short procurement rule extract. You will practise asking for the information that prevents delays later: correct supplier details, delivery timelines, item descriptions, coding, and the right approver. You will also practise explaining the process in plain language so colleagues understand what happens next and why you need certain fields. By the end, you will be able to confirm that a purchase request is complete and compliant, and you will be able to write a short, traceable update that shows what you checked and what you are waiting for.
Lesson 5. Resolving an Invoice and PO Mismatch with Finance and Suppliers
An invoice arrives and Finance flags it: the amount does not match the purchase order, and the delivery note is missing. This is where admin English needs to be factual, precise and calm. In this lesson you practise comparing key fields across documents and describing the discrepancy clearly, without blame. You will work with a PO summary, an invoice extract, and a delivery note snippet. You will practise the language of evidence: line items, quantities, totals, VAT, dates, and references. You will also practise contacting a supplier or service provider to request the missing document and agree what happens next (credit note, corrected invoice, or confirmation that the PO should be amended). By the end, you will be able to produce a short discrepancy summary for Finance, and you will be able to set the next step with clear ownership and a realistic timeline.
Lesson 6. Explaining an Expense Policy and Logging the Decision Clearly
An expense claim comes in late, the receipt is missing, and the category looks wrong. The claimant is frustrated and wants a quick reimbursement. In this lesson you practise explaining an expense policy in a neutral, professional way while still being helpful. You will work with an expense claim extract, a short policy paragraph, and an example of an audit-friendly case note. This lesson also acts as a checkpoint: you recycle the key course rhythm (clarify, confirm, act, document) and you practise tone control when you need to say “not yet” or “no” without sounding personal. You will learn how to offer realistic alternatives, such as resubmission with the right evidence, a different category, or an exception route that requires approval. By the end, you will be able to communicate a clear decision, confirm next steps, and write a concise record that would make sense to another admin colleague later.
Lesson 7. Fixing a Timesheet Error Before Payroll Cut-off
Payroll cut-off is today, and a colleague’s timesheet has an error: hours do not add up, a leave day is missing, or the wrong code was used. You need to fix it quickly, but the topic can feel sensitive. In this lesson you practise asking precise questions about hours, dates and codes, and confirming the corrected figures clearly. You will work with a timesheet extract, a short cut-off notice, and an approval workflow step. You will practise language that keeps the tone respectful and calm, while still making the urgency real. You will also practise updating the system status and writing a short note that records what was changed and who confirmed it. By the end, you will be able to handle time-critical payroll-related admin tasks confidently, without sounding panicked, and with the accuracy that prevents problems later.
Lesson 8. Responding to a Personal Data Request Using GDPR Language
A colleague asks you to share personal information quickly: a home address, a date of birth, or a contract document. You want to help, but you also need to follow the correct process and share only what is permitted. In this lesson you practise responding to a sensitive request with careful, non-dramatic wording. You will work with a short data request message, a simple confidentiality notice, and a process step list. You will practise the language of permissions, secure channels, and minimum-necessary information. You will also practise offering a helpful alternative: directing the person to the correct request route, suggesting what you can share instead, or explaining what proof is needed. By the end, you will be able to protect confidentiality while staying professional and supportive, and you will be able to write a brief internal note that records the request and your response for traceability.
Lesson 9. Answering an Auditor’s Follow-up with Evidence and References
An auditor follows up on an exception: “Why was this approved?” and “Where is the evidence?” You cannot rely on vague explanations. You need clear references, factual tone, and a tidy trail. In this lesson you practise reading a short audit question, locating the right information in a case log, and answering with concise, traceable language. You will work with an approval record, a policy clause, and a sample audit trail note. You will practise how to reference documents and workflow steps without over-explaining, and how to explain an exception neutrally: what happened, what was approved, and where it is documented. You will also practise what to do when information is missing: how to state what you have checked and what you are doing next. By the end, you will be able to respond professionally and confidently, even under scrutiny.
Lesson 10. Coordinating a Delivery or Repair with Facilities Under Pressure
A delivery is missing or a repair is urgent, and several people want answers immediately. You need to collect the right details, log the issue correctly, and keep stakeholders informed without making promises you cannot keep. In this lesson you practise a realistic facilities coordination flow: reporting the issue, confirming the location and access details, getting an ETA, and escalating when service levels are at risk. You will work with a delivery note extract, a service ticket template, and a short message thread with a frustrated colleague. You will practise clear instructions, precise questions, and short update messages that are easy to forward. You will also practise writing an incident-style summary that captures what happened, when, the impact, and the next step. By the end, you will be able to manage pressure calmly and keep communication organised and traceable.
Lesson 11. Capturing Meeting Actions and Following Up for Updates
A meeting ends, everyone rushes off, and two days later nobody remembers who agreed to do what. This lesson focuses on the admin skill that quietly protects projects: capturing decisions and actions clearly, then following up in a way people actually respond to. You will work with a short set of meeting notes, an action tracker extract, and a few realistic follow-up replies from busy colleagues. You will practise writing action items with owners and deadlines, confirming decisions in neutral language, and asking for a quick status update without sounding like you are chasing for the sake of it. You will also practise turning a long conversation into a short, decision-ready summary that can be pasted into a tracker or ticket. By the end, you will be able to keep momentum after meetings and keep records that are clear, useful and traceable.
Lesson 12. Running a Full Week of Admin Tasks in One Integrated Simulation
This final lesson is your capstone: a realistic “week at the admin desk” where several threads hit at once. An invoice mismatch needs evidence, a purchase request is missing coding, a payroll cut-off question arrives late, and a data request needs careful handling. You will prioritise what to do first, decide what to log, and choose when to escalate. You will work with a bundle of short artefacts (messages, a policy snippet, a workflow view, and document extracts) and you will produce the kind of outputs that show B2-level control: a clear clarification message, a short stakeholder update, an escalation brief, and an audit-friendly case note that closes the loop. The focus is calm professionalism under pressure: clear boundaries, accurate details, and tidy documentation that helps the organisation move forward. You finish with a structured review that reactivates the most useful chunks, so you leave with a personal toolkit you can reuse at work immediately.
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