Int 1 Admin Outcome 3

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Int 1 Admin Outcome 3

  1. 1. Outcome 3 Int 1 Administration
  2. 2. Topics in Outcome 3 <ul><li>Mail </li></ul><ul><li>Filing </li></ul><ul><li>Reprographics </li></ul><ul><li>Reception </li></ul><ul><li>Petty Cash </li></ul>
  3. 3. Mail
  4. 4. Today… <ul><li>Incoming Mail </li></ul><ul><li>Mail Room Equipment #1 </li></ul><ul><li>Outgoing Mail </li></ul><ul><li>Mail Room Equipment #2 </li></ul>
  5. 5. Incoming Mail <ul><li>Mail has to be dealt with promptly </li></ul><ul><li>Mailroom staff are usually in work very early </li></ul><ul><li>Some organisations rent a post-office box </li></ul>
  6. 6. Incoming Mail Procedures <ul><li>Remove any envelopes marked private, personal or confidential </li></ul><ul><li>Open remaining envelopes </li></ul><ul><li>Envelope may be kept for a couple of days in case of missing enclosures </li></ul>
  7. 7. Incoming Mail (Contd.) <ul><li>Unfold papers and apply a date stamp </li></ul><ul><li>Make copies or use circulation slip </li></ul><ul><li>Check for enclosures </li></ul><ul><li>Sort mail into bundles, ready for distribution </li></ul>
  8. 8. Equipment – Letter Opening Machine
  9. 9. Equipment – Date Stamping Machine
  10. 10. Photocopier
  11. 11. Trolley
  12. 12. Pigeon Holes
  13. 13. Outgoing Mail <ul><li>Check enclosures included </li></ul><ul><li>Fold and insert letters into envelopes </li></ul><ul><li>Seal the envelope </li></ul><ul><li>Weigh the bulky items </li></ul><ul><li>Affix correct stamp value (1 st or 2 nd ) </li></ul>
  14. 14. Outgoing Mail (Contd.) <ul><li>Record value of stamps used in postage book </li></ul><ul><li>Arrange into different categories </li></ul><ul><li>Take special category mail to the post office </li></ul>
  15. 15. Special Postal Services <ul><li>Branch Direct </li></ul><ul><li>Business Collection </li></ul><ul><li>Business Reply </li></ul><ul><li>Cash on Delivery </li></ul>
  16. 16. Special Postal Services (Contd.) <ul><li>Certificate of posting </li></ul><ul><li>Freepost </li></ul><ul><li>Post Office Box </li></ul><ul><li>Recorded Signed For </li></ul>
  17. 17. Special Postal Services (Contd.) <ul><li>Redirection Service </li></ul><ul><li>Sameday </li></ul><ul><li>Special Delivery </li></ul>
  18. 18. Folding & Inserting Machine
  19. 19. Letter and parcel scales
  20. 20. Franking Machine
  21. 21. Mail Room Sundries… <ul><li>Stapler </li></ul><ul><li>Hole punch </li></ul><ul><li>String </li></ul><ul><li>Tape </li></ul><ul><li>scissors </li></ul>
  22. 22. Recap… <ul><li>Incoming Mail </li></ul><ul><li>Mail Room Equipment #1 </li></ul><ul><li>Outgoing Mail </li></ul><ul><li>Mail Room Equipment #2 </li></ul>
  23. 23. Filing
  24. 24. Today… <ul><li>Purpose of Filing </li></ul><ul><li>Procedures </li></ul><ul><li>Methods of Filing </li></ul><ul><li>Electronic Diary </li></ul>
  25. 25. Purpose of Filing <ul><li>All organisations need to keep documents and records. </li></ul><ul><li>This may be for reference or dealing with enquiries. </li></ul><ul><li>Effective filing systems ensure files can be found easily , quickly and documents are not damaged or lost ! </li></ul>
  26. 26. Filing Procedures <ul><li>Release Symbol </li></ul><ul><li>Cross-reference cards </li></ul><ul><li>Out cards </li></ul><ul><li>Miscellaneous Files </li></ul><ul><li>Pending papers </li></ul>
  27. 27. Methods of Filing <ul><li>Alphabetical Filing (A-Z) </li></ul><ul><li>Numerical Filing (Ref. 10021 etc) </li></ul><ul><li>Chronological Order (Date order) </li></ul><ul><li>Geographical order (by place) </li></ul><ul><li>Subject Filing (by topic) </li></ul>
  28. 28. Alphabetical Filing Rules <ul><li>Names of people filed SURNAME first then First name </li></ul><ul><li>Prefixes and Double-barrelled names are treated as though written in full </li></ul><ul><li>Titles are ignored when filing (Sir, Lady, Dr etc.) </li></ul><ul><li>File a shorter surname before a longer one </li></ul>
  29. 29. <ul><li>Names of organisations which have personal names (John Lewis) are filed under surname </li></ul><ul><li>Numbers in names are treated as if written in full </li></ul><ul><li>Words like The and A are ignored </li></ul>
  30. 30. Electronic Diary (Advantages!) <ul><li>Improved presentation </li></ul><ul><li>Easy to amend </li></ul><ul><li>Sort order </li></ul><ul><li>Improved accuracy </li></ul><ul><li>Interrogation (queries etc.) </li></ul><ul><li>Reminders (Alarms can be used) </li></ul>
  31. 31. Recap… <ul><li>Purpose of Filing </li></ul><ul><li>Procedures </li></ul><ul><li>Methods of Filing </li></ul><ul><li>Electronic Diary </li></ul>
  32. 32. Reprographics
  33. 33. Today… <ul><li>Reprographics </li></ul><ul><li>Reprographics Equipment </li></ul>
  34. 34. Reprographics <ul><li>Reprographics means to create a duplicate </li></ul><ul><li>Reprographics assistants make copies of letters, reports, catalogues and booklets </li></ul><ul><li>Reprographics department are responsible for copyright legislation is upheld </li></ul>
  35. 35. Recap… <ul><li>Reprographics </li></ul><ul><li>Reprographics Equipment </li></ul>
  36. 36. Photocopier
  37. 37. Laminator
  38. 38. Binder
  39. 39. Scanner
  40. 40. Printer
  41. 41. Reception
  42. 42. Today… <ul><li>Receptionist duties and qualities </li></ul><ul><li>Dealing with visitors with appointments </li></ul><ul><li>Dealing with visitors without appointments </li></ul><ul><li>Dealing with regular callers </li></ul>
  43. 43. Receptionist Duties… <ul><li>Keyboarding </li></ul><ul><li>Answering the phone </li></ul><ul><li>Filing </li></ul><ul><li>Handling mail </li></ul>
  44. 44. Receptionist Qualities <ul><li>Polite </li></ul><ul><li>Well presented </li></ul><ul><li>Good people skills </li></ul><ul><li>Calm under pressure </li></ul><ul><li>Good communicator </li></ul>
  45. 45. Procedures for Visitors With Appointment <ul><li>Ask their name & check Appointments Book </li></ul><ul><li>Visitor signs Visitors’ Book </li></ul><ul><li>Issue security pass </li></ul><ul><li>Contact member of staff </li></ul><ul><li>Visitor is directed to member of staff </li></ul><ul><li>If delayed, visitor waits </li></ul>
  46. 46. Procedures for Visitors Without Appointment <ul><li>Ask name & name of staff member here to see </li></ul><ul><li>Visitor signs Visitors’ Book </li></ul><ul><li>Contact member of staff </li></ul><ul><li>If unavailable, visitor makes appointment, sees another member of staff or leaves </li></ul>
  47. 47. Dealing with regular callers <ul><li>Some callers are expected but do not need an appointment </li></ul><ul><li>Engineers, plumbers, postman etc. </li></ul><ul><li>On arrival these people should be announced to relevant department </li></ul>
  48. 48. Recap… <ul><li>Receptionist duties and qualities </li></ul><ul><li>Dealing with visitors with appointments </li></ul><ul><li>Dealing with visitors without appointments </li></ul><ul><li>Dealing with regular callers </li></ul>
  49. 49. Organisation Charts
  50. 50. Petty Cash
  51. 51. Today… <ul><li>Petty Cash Explained </li></ul><ul><li>Petty Cash Procedures </li></ul><ul><li>Petty Cash – Related Documents </li></ul>
  52. 52. Petty Cash Explained! <ul><li>Petty cash means small amounts of cash used to pay for small items: </li></ul><ul><li>Stationery, stamps, travel expenses or window cleaning </li></ul><ul><li>Admin will keep some Petty Cash so not to bother Finance constantly! </li></ul>
  53. 53. Petty Cash Procedures <ul><li>Depending on size of firm petty cash may contain £50 - £250 </li></ul><ul><li>Employees need to complete a petty cash voucher which will be authorised </li></ul><ul><li>Receipts should be provided to account for all petty cash spent </li></ul><ul><li>Petty cash vouchers checked at end of week/fortnight/month </li></ul>
  54. 54. Related Petty Cash Documents <ul><li>Petty Cash Vouchers </li></ul><ul><li>Petty Cash receipts </li></ul><ul><li>Petty Cash statement </li></ul>
  55. 55. Recap… <ul><li>Petty Cash Explained </li></ul><ul><li>Petty Cash Procedures </li></ul><ul><li>Petty Cash – Related Documents </li></ul>

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