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Skillrung

Administrative roles

Digital skills courses for administrative assistants: invoices, files and sending

In brief

An administrative assistant opens invoices, job applications, contracts and expense claims every day, and holds the access rights to the shared folders of the whole organisation. It is the desk through which invoice fraud arrives, and the one from which a document leaves for the wrong recipient. Skillrung courses for administrative assistants deal with both of those risks and with the life cycle of the documents you keep.

Updated on Review by a subject-matter expert under way

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Recommended courses

What we recommend to administrative assistants

The first four slides of every course are free, with no account and no bank card. From the fifth onwards, a subscription is required.

Everything comes in through your mailbox, and opening it is your job

Nobody in an organisation opens as many files from outside as an administrative assistant: invoices, reminders, unsolicited applications, quotes, expense claims, contracts to sign. Opening them is legitimate — it is the definition of the job — and that is what makes this desk the preferred entry point for attacks. The most profitable fraud is not spectacular: it is an invoice that looks perfectly correct, from a real supplier, with a modified account number. The courses install a short check, sized for the real volume of the desk, and a rule with no exception: every change of bank details is checked by telephone on a number you already know.

Personnel files are not documents like any other

An administrative assistant handles employment contracts, payslips, bank details, copies of identity documents, sick leave certificates and sometimes elements relating to health. These documents often end up in a shared folder whose rights have never been reviewed since it was created, where everybody sees everything because somebody once had to be helped out. The courses deal with this through one verifiable rule: the need to know. Who has to reach this folder in order to do their job, today? They show how to review the permissions without being an administrator.

Group emails, visible copies and the wrong recipient

The most frequent leak in an administrative department is not an attack: it is a message being sent. A contact list put in visible copy, and every recipient receives everyone else's address. An autocomplete that offers a namesake, and a confidential document goes to the wrong person. A spreadsheet sent with hidden tabs. These incidents are irreversible: you cannot recall a message. The courses give the habits that prevent them, then what to do anyway: alert the person responsible immediately, document what went out and to whom. The breach may have to be notified to the supervisory authority.

Filing, keeping, deleting: what nobody ever does

An administrative desk accumulates. Successive versions of the same contract, exports produced for one meeting, job applications from five years ago kept “just in case”. Each of these files is a copy of personal data with no owner and no expiry date. The GDPR courses approach the subject from the end rather than from the register: what do you need to be able to find again, for how long, and what becomes of the rest. They give a clean-up method that fits into half a day a year, and what to strip from a text before handing it to an AI tool.

Sources

What the official text says

Every figure or legal statement on this page points to its primary source, with its date. We publish no figure without a verifiable source.

  • Where a breach is likely to result in a high risk to the rights and freedoms of a natural person, it is communicated to that person without undue delay (Article 34 of the GDPR).

    Source : Règlement (UE) 2016/679 (RGPD), article 34 : Journal officiel de l'Union européenne, 27 avril 2016.

  • Since 1 September 2026, every business subject to VAT must be able to receive electronic invoices transmitted through an approved platform.

    Source : Facturation électronique entre entreprises : ce qui change : Service-public.gouv.fr, Direction de l'information légale et administrative, 7 août 2026.

Frequently asked questions

What administrative assistants ask us

How do I recognise a fraudulent invoice?

Rarely by its appearance, almost always by its context. Were you expecting this invoice, from this supplier, for this order? The decisive point is the bank account: any new or modified number is checked by telephone on a contact you already know, never on the one given in the message. The course trains this sorting on reconstructed cases.

I have sent a document to the wrong recipient: what do I do?

Act fast and tell someone, without trying to repair it on your own. Report it immediately to the person responsible in your organisation, note what went out, to whom and at what time, and ask the recipient to delete the message. Depending on the data involved, a notification to the French data protection authority (CNIL) within 72 hours may be necessary, and the people concerned informed.

Who should be able to reach personnel files?

Only the people who need them to do their job, and only for the part that concerns them. A shared space opened up to the whole department because that was convenient when it was set up does not meet that rule. Reviewing access rights is a simple yearly action, which the course goes through step by step.

How long should administrative documents be kept?

The period depends on the purpose of the document and on the legal obligation attached to it; it is decided once and written into the record of processing activities. The GDPR course explains how to establish those periods from the documents you actually have, and how to really delete what has reached its expiry date, copies included.

Can I have meeting minutes summarised by an AI?

For a text stripped of names, of individual circumstances and of confidential elements, yes, and the gain is real. For raw minutes containing remarks attributed to identifiable people, no. The generative AI course shows how to prepare the text beforehand, and how to proofread the summary produced before circulating it.

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The first four slides of every course are free, with no account and no bank card. From the fifth onwards, a subscription is required.

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