2. Roles and Responsibilities & Administrative Functions
Throughout the years, scholars & researchers have identified the interactive process
of managers as administrative functions.
ADMINISTRATIVE FUNCTIONS
• Refers to the tasks and activities involved in managing and overseeing the
operations of an organization.
Irrespective of the type organization, an administrator must perform certain
functions in order to successfully attain the goals and objectives of the organization,
school district, department , or school.
3. Roles and Responsibilities & Administrative Functions
• That were originally identified in the works of Henri Foyal (1916) followed by those of
Gulick & Urwick (1937), Drucker (1967), Hersey & Blanchard (1988), and Chelladurai
(2001).
There are five (5) elements of administration mainly:
Planning
Organizin
g
Staffing
Directing
Controllin
g
4. • These management functions provide a structured overview of the task that are
performed by managers, but does not necessarily address the informal relationships
within the complexities of organizations.
• In recent times, management leaders such as Chelladurai (2001) have condensed
them into four (4): PLANNING, ORGANIZING, LEADING and CONTROLLING.
• STAFFING was turned into a fifth function and was added to the roles of
management.
Roles and Responsibilities & Administrative Functions
5. • Is defined as the process of creating a detailed course of action to achieve a specific
goal or objective. It involves identifying tasks, setting priorities, allocating resources,
and determining timelines to ensure effective and organized execution.
Five Elements of Administration
6. So what do you think might happen to
an organization of there is no
planning involved?
7. L
• According to Jensen & Overman (2003) “Planning should accomplish two broad
objectives:
1. It should enable the administrator to foresee and control situations more effectively,
more effectively, and;
2. It should help the administrator shape the future of the organization.”
• The concerted and deliberate effort to put into planning plays a critical role in the
role in the effective implementation of curriculum, programs, or projects.
Five Elements of Administration
8. • This would further allows us to formulate and convene a planning committee and
develop timeline for implementation and interim assessment to evaluate progress.
Five Elements of Administration
• It refers to the process of arranging resources, or information in a structured or logical
manner, to achieve a specific purpose.
9. L
• It involves creating order, defining roles and responsibilities, and establishing systems
or plans to streamline activities and facilitate coordination.
Five Elements of Administration
10. Five Elements of Administration
• According to Chelladurai (2001), organizing further involves identifying individual and
group responsibilities that are assigned to various departments or divisions, breaking
down job functions, and defining the relationships between people and their jobs, and
providing resources.
11.
12. L
• Leading as another important management function that involves
motivating employees to implement the activities developed in the
during planning.
• It is also defined as the process of guiding, encouraging, and motivating
organization towards a n organizational goal.
Five Elements of Administration
13. Five Elements of Administration
• Leading involves setting a direction, inspiring others, and make decisions that help the
team work cohesively and effectively.
14. How do we effectively lead a team
or an organization?
17. Five Elements of Administration
• Controlling and evaluating are functions used to determine if the activities chosen to
reach the goal or purpose are progressing satisfactorily or are deviating from desired
plans, policies, instructions and outcomes.
18. L
• Controls are used to set performance standards while monitoring progress, which allows the
manager to make appropriate action to prevent problems and address weaknesses.
• This would be evident in the implementation of new Physical Education programs, such as fitness
assessment, where the P.E Administrator would be responsible for monitoring the activities of
the staff assigned to conduct professional development, implementing the fitness education
curriculum and assessment program, and monitoring the teachers inputting fitness scores.
Five Elements of Administration
19. Five Elements of Administration
• By definition, is assigning duties, tasks and responsibilities to others granting them authority to
make decisions.
• According to Jensen and Overman (2003), “Delegation is distinct from simply assigning work to
someone else, it means that you pass on to a subordinate a port9 9f your responsibilities, along
responsibilities, along with the authority to carry them out, and the accountability for how well
accountability for how well they are carried out.”
20. L
• It is a way to complete more tasks in a shorter amount of time while building team
capacity; increasing motivation and nurturing professional growth among subordinates
and staff.
• We should also take note that as responsibilities and accountabilities increase,
managers are reluctant to relinqu6 any authority for fear that the work will not be
complete successfully and be finished on time.
Five Elements of Administration
22. Five Elements of Administration
• Involve clear communication ,trust-building, and proper planning.
• Identify tasks for suitable delegation
• Select the right team members/ subordinates
• Set clear expectations
• Provide necessary resources
• Establish regular evaluation for satisfactorily results
• Trust your team’s abilities and offer support when needed
• Encourage open communication
• Offer constructive feedback
23. L
• EFFECTIVE COMMUICATION is an essential leadership and management skills for motivating
staff. Without the manager’s having strong communication skills, subordinates or staff will not
understand what they are supposed to accomplish.
Five Elements of Administration
24. Five Elements of Administration
• The lines of communication must be established so that the information being shared is
understood by all.
• Communication must be clear, concise, and frequent in order to be effective.
25. L
TRAITS OF AN EFFECTIVE COMMUNICATOR
• Using active and engaged listening
• Using nonverbal communication and appropriate body language
• Clarifying and summarizing
• Being empathetic
• Asking for providing feedback
• Acknowledges barrier
• Identifies desired outcome
• Establishing trust and rapport
Five Elements of Administration
26. Five Elements of Administration
TIME MANAGEMENT
• Learning to manage your time is one of the most critical elements leading to our
success. As a district-level administrator, managing your workload and juggling several
programs, projects, meetings, and deadlines becomes a way of life.
• Time management allows us to maintain a balance between work and personal time.
The key is to work SMARTER, not HARDER.
27. L
HOW TO EFFECTIVELY MANAGE TIME?
• PRIORITIZE TASKS: Identify important and urgent tasks.
• SET GOALS: Define clear, achievable objectives for each day of the week.
• CREATE A SCHEDULE: Allocate specific time block for tasks, including breaks.
• LIMIT DISTRACTIONS: Turn off notifications and focus on one task at a time.
• LEARN TO SAY NO: Politely decline tasks that don’t align with your goals.
• BREAK TASKS: Divide large tasks into smaller, manageable steps.
• TAKE CARE OF YOURSELF: Ensure you get plenty of exercise & relaxation to maintain productivity.
• REVIEW & ADJUST: Regularly assess your progress and adjust your schedule as often as needed.
Five Elements of Administration
