Unit01 Introduction to Administration

a. Meaning and Definition of Administration

b. Need and importance of Administration in Physical

Education

c. Types of Administration

d. Functions of Administration

e. Principles of Administration

f. Qualifications and traits of the Administrator

g. Duties of Administrator

Q2. Need and importance of Administration in

Physical Education

Educational Administration plays an important role in the

overall functioning and success of educational institutions.
Whether you are running a school, college, university, or any
other learning organization or any sport federation. These are
some of the key reasons to emphasize on educational/sports
Administration:
Better Planning and Execution

One of the key reasons why educational/sports Administration is

important is that it allows for better planning and provide
direction for execution. When there is effective Administration
in place, educational institutions can develop clear goals and
objectives, create strategic plans, and allocate resources
efficiently. This ensures that every aspect of the education
system functions smoothly, from curriculum development to
student support services and promotion of sports.

Maximum Utilization of Resources

Schools and institutions can easily avoid unnecessary expenses,

including financial, human, and material resources. When they
analyze data on student enrollment, faculty workload, and
infrastructure needs, administrators can allocate resources
effectively and ensure that every PKR spent contributes to
enhancing the quality of education.

Note: When we refer to resources, we include both material and

human resources.
Maintain a Positive Image
Maintaining a positive image can be a game changer for your
educational institute. A positive image enhances the reputation
of an educational institution, attracting more students and
stakeholders. The way an institution is perceived by the public
plays a significant role in its success. Moreover, a positive
image builds trust and credibility among parents, students, and
the community at large.

Better student outcomes:

When educational Administration and planning is done
effectively, it can result in improved student achievement and
outcomes. This happens because resources are used efficiently
and effectively to support student learning.
Improved collaboration:
It has the potential to foster collaboration and partnership among
stakeholders. It results in a more interconnected education
system.

Boosted Morale:
Effective educational Administration helps increase job
satisfaction and morale among employees, which creates a
positive and supportive learning environment.

Strategic Planning:
Effective education Administration involves long-term planning
to set goals and define a clear vision for the institution’s future.
It includes forecasting trends in education, anticipating
challenges, identifying opportunities for growth, and developing
strategies to achieve the desired outcome.
Efficient Resource Allocation:
By effectively managing resources such as finances, facilities,
technology, and human capital, educational institutes can ensure
that the resources are used properly.
2. Sports Administration is the application of Administration
principles and practices to the sports industry. It involves
planning, organizing, directing, and controlling the resources of
a sports organization to achieve its goals. Sports Administration
is important for a number of reasons, including:
1. To ensure the financial viability of sports
organizations. Sports organizations need to generate
revenue from ticket sales, sponsorships, and other
sources in order to operate. Sports Administrators are
responsible for developing and implementing strategies
to generate revenue and control costs.
2. To provide a positive experience for athletes, fans,
and other stakeholders. Sports Administrators are
responsible for creating and maintaining a safe and
enjoyable environment for everyone involved in sports.
This includes ensuring that athletes have the resources
they need to succeed, that fans have a positive
experience at sporting events, and that the media has
access to the information they need to cover sports.
3. To promote the development of sport. Sports
Administrators play a key role in promoting and the
development of sport at all levels, from grassroots to
professional. This includes developing programs to
encourage participation in sports, supporting the
training and development of athletes, and promoting
sports to the public.
4. Sports administrator plays a key role in organizing
and managing large sporting events, such as the national
Games. These events attract millions of spectators and
generate billions of pkr in revenue.
5. Sports administrators are responsible for managing the
careers of professional athletes. This includes
negotiating contracts, finding sponsorships, and
developing marketing plans.
6. Sports administrators oversee the operations of sports
teams and leagues. This includes managing budgets,
hiring and firing staff, and developing marketing and
sales strategies.
7. Sports administrator s work with government agencies
and other stakeholders to develop and implement sports
policies. This includes developing programs to promote
physical activity and healthy lifestyles, and to support
the development of sports facilities.
Overall, sports Administration is a complex and important
field that plays a vital role in the sports industry. Sports
Administrators are responsible for a wide range of tasks, from
 organizing large sporting events to managing the careers of
professional athletes.

Q02: Duties/Responsibilities & Qualifications of

Administrator

Administrators support the smooth running of offices by

carrying out clerical tasks and organizational tasks. As an
administrator in the educational setting, you could be
organizing organizational meetings. You’d be typing up
documents, responding to department enquiries, drawing
up contracts and providing employees’ service.

You are likely to be processing lots of information using a

computer, so you’ll need strong IT skills. Excellent
communication skills are also important, to ensure the
office operates efficiently.

1. How to become an administrator or Qualifications

of an administrator?
There are several routes to becoming an administrator.
You can gain the qualifications you need by doing a
college course or traineeship. If you have relevant
experience, you may be able to apply directly for
administrator job.

1. Work

If you have experience as an administrator in another

sector you could transfer these skills into the current
organization.

2. Work experience

Work experience is essential to gaining work within

private and public sectors. This could have been gained at
school or by working weekends and holidays with a
company or relative who works in administration.
Potential employers will always be pleased to see work
experience listed on your CV.
3.Skills

Additional skills which may benefit anyone considering a

job as an administrator include:

 Be thorough and pay attention to detail

 Able to work well with others
 Able to work on your own
 Sensitivity and understanding
 Flexible and open to change
 Excellent verbal communication skills
 service skills
 Able to use a computer and the main software
packages competently

4.Qualification

To become an administrator, you'll need master

/M.Phil./PhD along with professional degree and previous
experience.
2. Key Responsibilities/Role/Duties of an
administrator

As an administrator, you will be responsible for helping

the smooth running of the organization by ensuring filing
and documentation is kept up to date. Duties may include
using specialist computer software and understanding the
requirements of the organization/company you are
working in. You could also be required to be team-facing
- via email, phone, or greeting visitors.

The job role of an administrator involves the following

duties:

 Preparing, organizing and storing information in

paper and digital form
 Dealing with queries on the phone and by email
 Greeting visitors at reception
 Managing diaries, scheduling meetings and booking
rooms
 Arranging travel and accommodation
 Arranging post and deliveries
 Taking minutes at meetings
 Typing up letters and reports
 Updating computer records using a database
 Printing and photocopying
 Ordering office supplies
 Maintaining office systems
 Liaising with high-ups and employees
 Liaising with staff in other departments, e.g. finance,
HR
 Working in an office.

Q 3: Types of Administration

There are numerous types, however, they can be

largely classified into two categories,

1. Public Administration

2. Business Administration
 3. Sports Administration

1. Public Administration

Dimock, a Professor of Public

Administration at the Department of
Government at New York said that Public
Administration is the fulfillment or
Enforcement of public policy as declared
by the competent Authorities. Certainly,
it deals with the problems and powers of
the organization and techniques of
Administration involved in carrying out
the laws and policies formulated by the
Policy-making agencies of government.
Public Administration is the law in action. It is the
executive side of a government.
2. Business Administration
 Business Administration is the administration of a
commercial enterprises. It includes the performance or
Administration of business operations and decision
making, as well as the efficient organization of people and
other resources to direct activities towards common goals
and objectives.

3. Sports Administration

Sports administration manages administrative tasks

for sports clubs or school sports departments by
managing budgets, organizing practice schedules, and
hiring of staff.

• is the premier authority to control and

promote sports in the country and also acts as an
executing agency to implement the government
policies.

• Pakistan sports Board monitors the

activities/affairs of affiliated National Sports
 Federations. Each Federation is responsible
for promotion and development of its
respective game/sports.

• Athletics Federation of Pakistan

• Pakistan Badminton Federation

• Pakistan Hockey Federation

• Pakistan Cricket Board

• has a wide range of sporting facilities at its

Headquarters and Coaching Centers at Provincial
Headquarters. These facilities are primarily used
for national training camps and holding of various
national and international competitions.
Q4. Traits /standard practices of an Administrator

To become a skilled administrator, it's beneficial to

possess key traits and abilities, like team-building, time
Administration and collaboration skills. To better
showcase your abilities as an administrator, it's also
important to further develop these skills and consider the
personal characteristics that employers prefer. Here are
the personal characteristics that define an excellent
administrator, with advice for developing these traits:

Supportive and motivating

Administrators often oversee the duties and performances

of other employees. It's important for administrators to
possess the leadership qualities necessary to motivate,
guide and support other employees. Many team members
rely on administrators to be a source of information in the
organization. They may meet with them to gain access to
resources, ask questions or receive assistance on a task.

Passionate about the organization's mission and vision

Many organizations have mission and vision statements

that define their objectives and outline how they plan to
achieve certain milestones. An administrator functions to
ensure that the company works toward its mission and
vision statements. They're usually passionate about
achieving company goals and making sure that the
business provides a service or product that exceeds
expectations and closely aligns with the company's key
values and goals.

Highly moral and ethical

Since administrators have several high-level

responsibilities that keep the organization functioning
well, it's essential for them to have high morals and ethics.
Many employees consider administrators to be trusted
sources who care about the success of the organization.
They use their ethics to manage budgets, store
confidential files and maintain employees' personal
information.

Collaborative and team-oriented

A successful administrator often works to maintain a

collaborative environment that's enjoyable and inclusive
for all employees. They're willing to work with different
staff members and departments to develop solutions to
complex organizational challenges. When other
employees notice an administrator emphasizing team-
building and collaboration, they may be more willing to
exhibit those traits as well. Collaborative and team-
oriented administrators are able to foster a more trusting
and comfortable workplace where employees are able to
share their opinions.

Conscientious
A good administrator completes quality work to inspire
employees in the workplace to perform tasks well.
They're often responsible for several tasks throughout the
workday, which may require them to use advanced
organizational, time-Administration and multitasking
abilities to manage multiple deadlines. Their excellent
attention to detail also allows them to ensure that they
submit error-free assignments.

Decisive and thoughtful

Since administrators often manage organizational

budgets, establish policies and hire employees, it's
important for them to possess the decision-making skills
necessary to ensure that the choices they make are in the
best interest of the company. Confidence, decisiveness
and the ability to remain calm under pressure allow
administrators to make more careful and rational
decisions.

Confident
Some administrators handle the hiring process for a
company, which typically requires them to have the
ability to analyze and assess candidates thoroughly. It's
important to be confident in the goals of the organization
to ensure that potential employees can provide value to it
and can help it achieve its mission. Being prepared to
identify qualified candidates by their resumes and during
interviews can help you streamline the hiring process as
an administrator.

Strategic and critical thinker

Administrators often complete several tasks throughout

the day that require them to solve problems to keep the
company functioning properly. Their problem-solving and
critical thinking skills enable them to solve ongoing
challenges quickly and ensure that the company continues
to make informed decisions and operate efficiently.

Attentive
Administrators typically interact with others on a daily
basis, including employees, Administrators and clients.
These individuals might express their concerns to the
administrator, who is then responsible for helping them
determine the most effective solution. Excellent
administrators typically take the time to listen and
understand these issues and work closely with the
appropriate parties to identify a solution that solves the
problem and benefits each individual involved.

Adaptable and flexible

The typical daily duties and schedule of an administrator

can often vary. It may be necessary for them to multitask
or prioritize urgent work over daily or ongoing tasks.
Remaining flexible and accepting change can help you
adapt to varying environments and duties as an
administrator. Try to plan your schedule in a way that
allows time for new or unexpected tasks and adjust your
Administration style to changing conditions while also
considering the concerns of others.

Interpersonal and communication skills

Administrators use their exceptional communication skills

to greet office visitors, relay information to
Administrators and work closely with other employees.
It's important for them to exhibit strong communication
skills while also encouraging others to communicate.

Tolerant of risk

Risk can occur in a wide range of organizations, and

administrators are often responsible for identifying,
evaluating and managing potential risks accordingly.
They also coordinate resources to monitor and reassess
risk regularly, and it's important that they remain calm
when responding to varying levels of risk. Being tolerant
of risk while still possessing some risk aversion enables
administrators to operate with greater confidence and
ensure that the organization achieves its business
objectives.

Be Vulnerable

 When the leader is open and honest about their

sentiments regarding business efforts, employees will
also feel comfortable speaking openly and sharing
their ideas. Transparency affords increased levels of
trust and even respect between a leader and their
team members.

Lead by Example (ROLE MODEL)

 A administrator’s behavior should always be

reflecting how they expect their team to behave. A
core manager standard practice, but one of the most
important, is demonstrating and role modeling the
values and expectations you are expecting of your
people. If you are on time, your employees will be on
time too. If you are consistent, they will be consistent
too.