Tamil Nadu HSE Second Year Office Management and Secretaryship key terms

A place where clerical and administrative work is carried out, including receiving, recording, processing, and communicating information needed for the organisation's activities.

The planning, organising, staffing, directing, and controlling of office work and resources so that information flows efficiently and organisational goals are achieved.

The executive responsible for supervising office staff, allocating work, maintaining records systems, and ensuring the office runs smoothly and economically.

Assigning a specific task and the necessary authority to a subordinate while retaining overall accountability for the result with the person who delegates.

The number of subordinates who report directly to one supervisor; a wide span means many subordinates, a narrow span means few.

A diagram showing the formal structure of an organisation, including departments, reporting relationships, and lines of authority and responsibility.

A structure in which authority flows vertically from top to bottom, with each subordinate answerable to one immediate superior only.

The arrangement of furniture, equipment, and workstations within office space so that work flows smoothly and space is used efficiently.

A large office area without full dividing walls, where many employees work in one shared space, easing supervision but reducing privacy and increasing noise.

The study of designing furniture, equipment, and tasks to fit the physical abilities of workers, reducing fatigue, strain, and injury.

The provision of adequate light in an office, whether natural or artificial, so that work can be done accurately without eye strain.

The supply and circulation of fresh air in an office to remove stale air, odours, and excess heat, keeping workers comfortable and alert.

Written communication between an organisation and outsiders or between departments, including letters, memos, circulars, and emails.

An internal written message used within an organisation to convey information, instructions, or requests between staff members or departments.

A written communication sent to many recipients at once, often to announce a policy, event, or instruction affecting all of them.

A record in which all letters and documents received by an office are entered with date, sender, and subject before distribution.

A record in which letters and documents dispatched from an office are entered, showing date, addressee, and subject for future reference.

The systematic arrangement and storage of documents so that they can be located quickly when needed and protected from loss or damage.

A filing method in which documents are arranged by the letters of names or subjects, following a dictionary-style order from A to Z.

A filing method in which each file is given a number and documents are arranged in numerical order, usually supported by an index.

A guide that shows where a document or file is kept, linking a name or subject to its file number or location for quick retrieval.

The policy and practice of keeping records for a defined period to satisfy legal, audit, or operational needs, and then disposing of them.

The use of computers, software, and electronic equipment to perform routine office tasks such as typing, filing, calculating, and communicating.

A machine that makes paper copies of documents by scanning the original and reproducing its image on plain paper.

A device that scans a document and transmits its image over a telephone line to a receiving machine that prints a copy.

An employee who assists an executive by handling correspondence, arranging appointments, keeping records, and managing routine administrative duties.

An officer of a company responsible for ensuring compliance with company law, maintaining statutory registers, and supporting the board of directors.

The duty of a secretary or office employee not to disclose private or sensitive information learned in the course of employment.

The group of persons elected by shareholders to direct the affairs of a company and take major decisions on its behalf.

A formal written intimation sent to every person entitled to attend, stating the date, time, place, and business of a meeting.

A list of items of business to be discussed at a meeting, arranged in the order in which they will be taken up.

The minimum number of members who must be present for a meeting to be validly held and for its decisions to be binding.

The official written record of the proceedings and decisions of a meeting, kept as evidence and confirmed at the next meeting.

The fundamental charter of a company that states its name, registered office, objects, liability, and capital, and governs its relationship with outsiders.

The internal rulebook of a company regulating its management, the rights of members, and the conduct of its affairs.

Mandatory records a company must maintain under company law, such as registers of members, directors, and charges, open to inspection as prescribed.

Measures taken in the workplace to prevent accidents and injury, including safe equipment, clear walkways, and proper electrical maintenance.

Immediate basic care given to a person who is injured or suddenly ill before professional medical help arrives.

The process of identifying an opportunity, taking financial risk, and organising resources to start and run a business venture.

A written document describing a proposed venture's objectives, market, operations, and finances, used to guide the business and attract funding.

The general abilities employers look for in workers, such as communication, teamwork, problem solving, time management, and digital literacy.

An electronic device that accepts data, processes it according to instructions, stores the result, and produces useful output.