AI for Administrative Staff
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Overhead view of an office desk with documents, a folder and a laptop

Interactive workshop module

Effective Use of Generative AI Tools for Administrative Staff

Trainer: Dr Chuah Kee Man (PhD in Educational Technology)

Practical, everyday uses of generative AI for the people who keep the office running: drafting and refining documents, summarising long files, designing simple visuals, and capturing meeting minutes. Every part ends with something you can use at your desk the next day.

Format7 modules · self-paced
LevelBeginner to intermediate
Your progress0% complete

The one rule behind everything

AI may help you draft, summarise, design and organise. It may never be the one who decides what is true, what is confidential, or what goes out under your office's name.

You stay the officer in charge. The AI is a very fast, very forgetful assistant who never reads the room.

Used this way, AI does not replace administrative judgement, it removes the blank page, the retyping, and the hour lost formatting a notice. What used to be a whole afternoon becomes a draft you review and improve.

Who this is for

Administrative and support staff in offices, faculties, schools and agencies.

No technical background is needed. If you write emails, prepare circulars, handle files, design notices or take minutes, everything here applies directly to your work.

What you will be able to do

  • Identify which generative AI tool fits each daily administrative task.
  • Use AI to draft and refine routine office communications quickly and accurately.
  • Apply NotebookLM to summarise reports, SOPs and lengthy policy documents.
  • Create posters, notices and announcements with Canva AI.
  • Capture and produce minutes of meeting with a dedicated AI notetaker.
  • Practise responsible, ethical and safe AI use at the workplace.

The seven modules

The modules unlock in order. Start with Module 1 below and use the "Mark complete & continue" button at the end of each module to move on.

Module 1Getting Started with Generative AIWhat generative AI is and is not, which assistant to open, and how to prompt well.
Module 2Documents & Knowledge BasesTurn SOPs, policies and long reports into summaries, FAQs and briefing notes.
Module 3Visual Communication with AIGenerate visuals with ChatGPT and Gemini, then finish them in Canva AI.
Module 4AI for Minutes of MeetingRecord, transcribe and produce accurate minutes with action items that get followed up.
Module 5Responsible AI Use at WorkConfidentiality, hallucinations, bias, and your own office AI checklist.
Wrap-upYour Desk-Ready AI WorkflowBuild your personal workflow, take the self-check quiz, and leave with an action plan.

Team Hub

A shared space for group tasks and collaboration. Jump in to post updates, share ideas, and work together on course activities.

Open Team Hub

How to use this module

  • Work through the sections in order, each one builds on the prompting habits of the one before.
  • Keep a second browser tab open with the tool being discussed and try each prompt as you read it.
  • Every prompt has a copy button. Paste it, then replace the parts in square brackets with your real details.
  • Your progress is saved in this browser, so you can stop after any section and come back later.
Start Module 1