AdministrationAdministration
Standard GradeStandard Grade
UnitsUnits
• Unit 1a - Business Organisation
• Unit 1b - Functional Departments
• Unit 2a - Office Layouts
• Unit 2b - Hea...
Unit 1aUnit 1a
Organisation of
Departments
Organisation
Chart
Benefits
Problems
Tall Flat
Terms
Span of control Line & Lat...
Unit 1bUnit 1b
Functions of Departments
Purchases
Purchase Requisitions
Quotations
Agree
Prices
Checks Deliveries and
Invo...
Unit 1bUnit 1b
Computing Services
Administration
Also…
Unit 2aUnit 2a
Office Layout
Cellular & Open Plan
Advantages
Disadvantages
Office Ergonomics
Office layout
factors
Layout
...
Unit 2bUnit 2b
Safe Working
Practices
Potential Hazards
Slips, trips, falls, being
struck by something,
poor lifting
Safe ...
Unit 2cUnit 2c
Reception Services
Qualities and Duties
Of a Receptionist
Visitors
Without an
appointment
With an
appointme...
Unit 2dUnit 2d
Mail Handling
Mail
Internal & External
Internal Mail
Procedures
Incoming Mail
Procedure
Sort; Open;
enclosu...
Unit 3Unit 3
Filing
Purpose
Why file
Features of
good filing
Filing procedures
Methods of Filing
Manual
Advantages
and
dis...
Unit 4Unit 4
Reprographics
Equipment
Features and Uses
Photocopier;
Laminator: Scanner;
Binder; DTP; Printers
Printers – I...
Unit 5,6,7Unit 5,6,7
• Still to come…
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S4 revision unit mind maps

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S4 revision unit mind maps

  1. 1. AdministrationAdministration Standard GradeStandard Grade
  2. 2. UnitsUnits • Unit 1a - Business Organisation • Unit 1b - Functional Departments • Unit 2a - Office Layouts • Unit 2b - Health and Safety • Unit 2c - Reception Services • Unit 2d - Mail Handling • Unit 3 - Storage and Retrieval of Information • Unit 4 - Reprographics • Unit 5 - Sources of Information • Unit 6 - Presentation of Information • Unit 7 – Travel • PLUS… Information you have learnt from the ICT part of the course. There may be questions asked in exams about spreadsheets, databases; word processing etc.
  3. 3. Unit 1aUnit 1a Organisation of Departments Organisation Chart Benefits Problems Tall Flat Terms Span of control Line & Lateral Relationship Chain of Command Restructuring Downsizing Delayering Outsourcing
  4. 4. Unit 1bUnit 1b Functions of Departments Purchases Purchase Requisitions Quotations Agree Prices Checks Deliveries and Invoices Human Resources Advertise vacancies Job Description/ Person Spec Interviews Contract of Employment Appraisal Training Trade Unions Finance Invoices, credit notes, statements Deal with cash and cheques Final Accounts Wages & Tax Sales/Marketing Find new customers/deal with existing Send out quotations, catalogues Process orders Market Research
  5. 5. Unit 1bUnit 1b Computing Services Administration Also…
  6. 6. Unit 2aUnit 2a Office Layout Cellular & Open Plan Advantages Disadvantages Office Ergonomics Office layout factors Layout should be… Office Furniture…what features are important Chairs Desks Workstations Storage Units Office furniture should be set out Admin Work Meetings Flexible Working Homeworking/ Teleworking Hot Desk/Carrel Job-Share Flexi-Time Touchdown Areas
  7. 7. Unit 2bUnit 2b Safe Working Practices Potential Hazards Slips, trips, falls, being struck by something, poor lifting Safe Working Practices… Office equipment develops a fault you should Switch off – put a notice on it – report the fault (hazard/fault report form) – don’t fix. Hazard/Fault Report Form First Aid First Aid Box Accident/Report Form Accident Book Health and Display Screen Equipment Eye fatigue, headache, RSI, stress Legislation HASAWA 1974 RIDDOR 1995 H&S First Aid 1981 H&S Display Screen 1992
  8. 8. Unit 2cUnit 2c Reception Services Qualities and Duties Of a Receptionist Visitors Without an appointment With an appointment Reception area layout Electronic Diary Features Security Features Procedures by the organisation In the reception area Security measures CCTV, Locks, Swipe cards, ID Cards, Passwords, Badges, Guards Records Incident report form; Staff Signing-in book; Staff In/Out Book; Appointments Book; Visitors Book
  9. 9. Unit 2dUnit 2d Mail Handling Mail Internal & External Internal Mail Procedures Incoming Mail Procedure Sort; Open; enclosures attached; Date Stamp; Check remittances; correspondence; sort; distribute Outgoing Mail Collect; Sort; Weigh; Stamp/Frank; Send E-mail Email; Voicemail: Fax Procedures Advantages & Disadvantages Machines & Equipment Postal Scales; Franking Machine; Date Stamp Influences on method chosen; How they should be sent.
  10. 10. Unit 3Unit 3 Filing Purpose Why file Features of good filing Filing procedures Methods of Filing Manual Advantages and disadvantages Alphabetical, Numerical, Chronological Electronic Advantages & Disadvantages File Management Database What is itAdvantagesStructure & Changes Spreadsheet What is it Advantages Structure & Changes Electronic Storage Floppy Disk; Zip; Hard Drive; DVD;CD; USB Security of InfoPassword – Do’s & Don'ts MethodsVirus Leaving a workstation Data Protection Act 98
  11. 11. Unit 4Unit 4 Reprographics Equipment Features and Uses Photocopier; Laminator: Scanner; Binder; DTP; Printers Printers – Inkjet v Laser Advantages and Disadvantages Training Why should they be trained What training is needed In-House vs. External Definition When would one be use over the other – Reasons why.
  12. 12. Unit 5,6,7Unit 5,6,7 • Still to come…

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