PARTIDO COLLEGE

Goa, Camarines Sur

COLLEGE OF CRIMINAL JUSTICE EDUCATION

CFLM 2: CHARACTER FORMATION WITH LEADERSHIP, DECISION

MAKING MANAGEMENT, AND ADMINISTRATION

MODULE 16:
UNDERSTANDING ADMINISTRATION

MYRA JANE R. NICOLAS Rcrim

Instructor 1

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 1
MODULE 16

UNDERSTANDING ADMINISTRATION

I. LEARNING OBJECTIVES

At the end of this chapter, the student will be able to:

1. Define correctly what administration is.

2. Enumerate and discuss perfectly the basic functions of administration.
3. Know and excellently demonstrate the principles of administration by Henry Fayol.
4. Distinguish faultlessly administration from management.
5. Describe fully the qualities of an administrator and tell what makes a good
administrator.
6. Describe correctly the administrative challenges and how to handle typical
administrative challenges.
7. Report perfectly the Administrative theory by Henri Fayol.

II. INTRODUCTION

It is said that anyone can become a leader and make an impact. It actually takes a tremendous
amount of commitment and willingness to develop everyday. Leadership does not represent a one-
time commitment . As a human it starts and ends at you. Also if you are born with natural
leadership traits, much work and preparation is required.

III. LECTURE NOTES

What is ADMINISTRATION?
Administration refers to actions which are concerned with coordinating and managing an
organization or organization's work. There is also administration of government, charities, and
many other forms of organizations.
"Administration" is the performance of tasks needed to operate an agency for general
purposes.

It can have a function of course, or of policy. For example, as companies change their plan,
it is the duty of administrative personnel to make the appropriate communication adjustments to
end the previous policy and begin enforcing the new direction.

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 2
 Typically, the administration is defined by the person representing the organization
appointed or elected to an position and is responsible for the administrative functions and policy
decisions of the organization they are appointed or elected to manage.

Administration is essential to ensure that all departments within the organization work
effectively. It is the link between the managers and the workers. This provides the workforce with
inspiration and helps them understand the organization's goals.

THE BASIC FUNCTIONS OF ADMINISTRATION

a. Planning
b. Organizing
c. Directing
d. Controlling
Principles of Administration (Henri Fayol)

1. Planning
2. Organizing
3. Unity of Command
4. Hierarchical transmission of orders
5. Separation of powers, authority, subordination, responsibility and control
6. Centralization
7. Discipline and Order
8. Meetings and Reports
9. Accounting
DIFFERENCE BETWEEN ADMINISTRATION AND MANAGEMENT

ADMINISTRATION MANAGEMENT
Is an act of administering the whole organization Is a systematic way of managing people and
by a group of people. things within the organization.

Administration is a high-level activity Is an activity of business and functional level.

Policy formulation is performed by the Focuses on policy implementation.
administration.
Functions include legislation and determination. Functions of management are executive and
governing.
Administration takes all the important decisions Management makes decisions under the
of the organization. boundaries set by the administration.
Administration role is decisive in nature. Management plays an executive role in the
organization.
Administration is concerned with framing policies Management is all about plans and actions.
and setting objectives.
Administrator is responsible for the The manager looks after the management of the
administration of the organization. organization.
Administration focuses on making the best Management focuses on managing people
possible utilization of the organization's and their work.
resources.

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 3
WHAT IS AN ADMINISTRATION
An administrator is a person who makes sure an organization is running at full capacity.
Their particular roles depend on the form of company, organization, or agency they operate in. An
administrator may be someone assigned to oversee an organization for its affairs.

An ADMINISTRATOR AS AN ORGANIZER
Administrators formulate short and long-term strategies that set specific priorities and
objectives. To put it another way, they strive to get the organization where it needs to go. To
ensure that these plans work, the planner must above all understand how, where, and who of the
program as a whole. The functions of the administrators are essential to the organization they
operate. Their roles usually involve a wide variety of duties including filing and administration.

CLERICAL LEVEL ADMINISTRATOR

An administrator may be someone in charge of the smooth and effective operation of a
single office. Their responsibilities include handling all the paperwork and will typically report inside
the office to all individuals. Their role is likely to depend upon what duties of the other colleagues
are.
It is the responsibility of most office administrators to manage or distribute all posts within
an office. Mail duties can include opening all letters that come in, and ensuring that they meet the
people concerned. In addition, they are responsible for all of the outgoing post. They are also
going to plan and arrange filing for the court.

Filing requires not only fetching the correct documents but also returning them after they
have been used by citizens.

For some organizations that ministry tour is the first port-of-call for office communications.
They then send the image to the appropriate people in the same way they do with the message.

WHAT MAKE A GOOD ADMINISTRATOR?

To be a good administrator, a person must be:

a. Deadline-driven and possess a high level of organization.

b. Capable of balancing multiple tasks simultaneously and delegate when appropriate.

c. Capable of planning and have the ability to think strategically.

d. An excellent communicator, both in person and in writing.

e. Always looking for opportunities to improve productivity and the organization.

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 4
THREE BASIC DEVELOPABLE SKILLS OF ADMINISTRATORS

It is assumed here that an administrator is one who:

a. Directs the activities of other persons and

b. Undertakes the responsibility for achieving certain objectives through these efforts.
Within this definition, successful administration appears to rest on three basic skills, which we will
call:

1. Technical
2. Human and
3. Conceptual
TECHNICAL SKILL
Technical skills require an understanding and expertise of a particular form of operation,
particularly one involved in methods, processes, procedures, or techniques. It requires advanced
expertise, analytical skill within the field, and facility in the use of the particular discipline's methods
and techniques.
Technical skills are perhaps the most common of the three skills mentioned and this topic
because they are the most practical and because they are the skills needed by the largest number
of people in our age of specialization. Most of our on-the-job and vocational training programs
focus largely on developing this specialized technical skill.

HUMAN SKILL
The person with highly developed human ability is aware of his own emotions, opinions and
perceptions about other individuals and groups; he can see the importance and weaknesses of
those feelings. Through acknowledging the presence of various perspectives, opinions, and values
than his own, he is able to consider what other people actually mean through their language and
actions. He is similarly skillful at expressing what he means by his actions to others in their own
ways.
Human skill is the ability of the executive to function efficiently as a member of the
community and create cooperative effort within the team which he leads. Since technical ability is
primarily about working with things, processes or physical objects, human ability is primarily about
working with people. This ability is reflected in the manner in which the person perceives and
understands the views of his superiors, equals and subordinates, and the manner in which he
subsequently acts.

CONCEPTUAL SKILL
This competence is the unifying organizing component of the administrative process, and
of overwhelming ultimate significance because the overall performance of an organization
depends on the strategic capacity of its executives to formulate and execute policy decisions.
Conceptual competence requires the ability to see the organization as a whole; it includes
understanding how the organization's different functions depend on one another, and how all the
others are influenced by changes in any component. The administrator will then be able to behave

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 5
in a way that promotes the general interest of the entire organization, understanding these
relationships and perceiving the significant elements of each case. Consequently, the
effectiveness of any decision depends on the analytical ability of the decision-makers and those
who bring it into effect.

Not only does the successful coordination of the various parts of the operation depend on
the analytical abilities of the concerned managers, but the entire future course and tone of the
organization also depends. The attitudes of a top executive color the entire character of the
response of the organization, and decide the "personality" that distinguishes the ways one
organization does its services from the ways of another. Those attitudes reflect the analytical
capacity of the administrator.

ADMINISTRATIVE CHALLENGES
Administrative professionals or the organization leaders who keep operations running
smoothly. Therefore, losing a member of the administrative staff or witnessing unexpected
changes in workload will pose tough administrative challenges.

HOW TO HANDLE TYPICAL ADMINISTRATIVE CHALLENGES

1. VACATIONS
Once people get a chance to relax and refresh, productivity and work satisfaction
increase. Yet worker absences may create vacancies that can spread out too far to cover
other workers. Bringing temporary workers to bridge those gaps helps maintain a smooth
running of things. While the idea of getting a temporary professional up to speed might
seem like an additional administrative challenge alongside the vacancy staffing. Many
experienced workers want to make a career out of temporary work because they might not
be able to take time off when they need a full-time job.

2. LEAVE OF ABSENCE
As Chief Executive, when an individual needs to take time off for maternity or
paternity leave, extended illness or other personal matters, you are compassionate and
supportive. Even, it can leave you scratching without a star player in your line-up.

Covering an absence leave can seem overwhelming, but specialized staffing

agencies may help you solve those administrative challenges. Organizations should pre-
evaluate applicants who are willing to fill in before the full-time employee returns for a few
weeks or several months. In fact, working with a temporary long-term candidate provides
you with a fantastic opportunity to evaluate his or her on-the-job success in the event that
the incumbent will not return, or you choose to fill a similar role in the future.

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 6
 3. BUSY SEASONS AND SPECIAL PROJECTS
When you encounter seasonal peaks or land a special project at your company or
organization, bringing and part-time employees will help alleviate core working people at
these instances. Specialized recruiting firms will recommend applicants who completed
similar tasks and have the skill set you need to fill out the team on a project-based basis.

4. THE UNEXPECTED LOSS OF AN EMPLOYEE OR PERSONNEL

If an employee quit suddenly, he will be saddled to get a handle on in-progress
work concurrently and find a replacement perhaps with as little as two weeks’ notice. In
addition to recruiting skilled applicants looking for temporary to full-time jobs, a professional
staffing agency will even have applicants ready to meet you the very next day. This quick
turnover can also give you your outgoing employee time to help with your new hire
onboard. A company or organization may decide to revamp the job, restructure the
department or merge positions upon the leave of an employee or staff.

ADMINISTRATIVE THEORY (Henry Fayol)

Henri Fayol's develop the administrative philosophy is also known as 14 management
principles. Henry Fayol was born into a French family in the year 1841. He was a prolific writer on
technological, science, and management matters. The financial and General Management' was his
most excellent writing. He named to a Mining firm as an engineer. By 1888 he had risen to the
company's position of Managing Director. He retired from the Executive position in 1918. He was
the company's managing director until his death. Henry Fayol was an accomplished management
practitioner.

The FOURTEEN MANGERIAL CONCEPTS are:

1. Division of Work: this principle the same as Adam Smith's 'Division of labor'.
2. Authority: Manager must be able to give the order. Authority gives this right.
3. Discipline: Employees must obey and respect the rules and regulations which governs the
organization.
4. Unity of Command: Every employee should receive order or direction from only one
immediate superior.
5. Unity of Direction: Each group of the organization should be direction by one manager
using one plan.
6. Subordination of Individual Interests to the General Interest: The management must see
that the aims of the businesses are always supreme.
7. Remuneration of Personnel: The labours must be paid a reasonable salary for their work.

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 7
 8. Centralization: The process of transforming assigning decision making authority to a
higher level of an organizational hierarchy, it is centralization that should follow this.
9. Scalar Chain: Line of authority from top management to the lower ranks represents the
hierarchy or scalar chain.
10. Order: People and materials should be in the right place at the right time.
11. Equity: In running a business, a combination of kindness and justice is need.
12. Stability of Tenure of Personnel: Staffs work well if job safety and career improvement are
guarantees to the team.
13. Initiative: Allowing all personnel to show their initiative in some way is a source of the
stretch for the organization.
14. Esprit de Corps: Promoting team spirit will build unity and harmony within the organization.

IV. .REFFERENCE

Character Formation 2 Leadership, Decision Making Management and Administration

A Textbook By: Nicholas S. Caballero, Ph.D and Liza Joy B. Barican, MSCrim

V. ASSESSMENT # 16

INSTRUCTIONS: Write your answers in the answer sheet provided.

1. In just Four (4) sentences, differentiate the Administration from Management. (10 points)

2. Explain in just Two (2) paragraphs, what makes a good administrator and why one should
strive to be a good administrator? (20 points)

Take Note!
“Things aren’t always easy, but you have to keep going!
PADAYON para sa PUHON!
-Ma’am MJ

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 8
 PARTIDO COLLEGE
COLLEGE OF CRIMINAL JUSTICE EDUCATION
Goa, Camarines Sur

STUDENT’S PROFILE
Name: ______________________________Year & Block: _____________ Date Received: ____________
Address: ____________________________CP #: ___________________ Date Returned: _____________
Assessment Task #: ___________________

Module 16: CFLM 2 (Character Formation with Leadership,

Decision Making Management, and Administration
1st Semester, S/Y 2021-2022
Myra Jane R. Nicolas Rcrim Page 9