To explore and create a variety of business documents and consider the reasons they are used Familiarise yourself with the reception area and consider situations you may be presented with, in that role

1. Part of the Nelson and Colne College Group

2. Business Administration
Level 1
Waterside
Tutor: Michelle Walsh
mwalsh@accross.ac.uk
01254 354423 - Reception

3. Induction - Reminder
• Fire evacuation / Toilets / Smoking
• Code of Conduct / ICT Acceptable Use Policy
• Phone calls / appointments
• 8 sessions (including enrolment session) – Always AIM for 100%
• Absences are to be reported (01254354423) and you are required to
catch up in your own time, with resources provided by your tutor
• Brews – 25p per session

4. SESSION AIM
• To explore and create a variety of business
documents and consider the reasons they are
used
• Familiarise yourself with the reception area
and consider situations you may be presented
with, in that role
Why? These are necessary skills and knowledge
needed for working in a Business Administration
role. You will be able to share your knowledge at
interviews about the role and identify any areas
that you need to develop further.

5. What can we expect in
session 2 of the Lv 1?
• LO 1: Follow instructions to complete routine administrative
tasks – Complete Admin Task 1
• LO 2: Follow instructions to complete routine administrative
tasks – Start Admin Task 2
• LO 3: Explore the reception area and familiarise yourself with
the information available
• LO 4: Prioritise tasks in discussion with their supervisor or
manager
• LO 5: Give examples of information that should be kept
confidential
• LO 6: State the reasons why it is important to keep some
information confidential

6. Any questions so far?

7. What else you can expect in this
session?
Key terminology: Prioritise, formal vs informal
Key English skills: Following written and verbal instructions
to complete tasks, sharing ideas, formal written
communication, proof reading
Key British Values: Respect – Following group rules to help
form mutual respect and comfortable learning environment
for everyone. Rule of Law – Confidentiality of information
(GDPR), Health & Safety at Work Act 1974 and how these
relate to the working environment
E-Learning: MOODLE for resources, Google for research if
needed & Microsoft Word to type business documents

8. Gameboard – Re-cap & Topic
introduction
• In 4’s (where possible)
• Each group needs a knowledge board and a set of dice
Instructions;
• Each person to take turns throwing the dice
• Dice - BLACK = The column
• Dice - YELLOW = The row
Describe to your group as much as you can about the topic
in the square – In relation to BUSINESS ADMINISTRATION!
Team mates to then ask at least 1 OPEN question about
that topic/square to gather more information
Open Q’s = Where, what, when, why, who, how?

9. Independent Learning discussion
• Research (or ask around) about what
administrative/reception staff would generally wear
to work.
• Write some information down about what
you/others could do to dress appropriately – Not just
about what you should wear
When you come in next week, you need to dress
appropriately for the role of welcoming visitors in a
business environment.
This will be your dress code for the rest of the course.
How did you get on? Why do we
need to dress appropriately for the
role?

10. ACTIVITY – PRIORITISING TASKS
• What does priority/prioritising mean?
• Complete the worksheet independently by
putting the activities in order of priority.
• Make sure you read the scenario information
as this is key to putting them in the right
order.
• We will discuss the order of priority once you
have completed it Why is understanding priority
important in a business?

11. Confidentiality of information
Work in small groups to discuss confidentiality of
information. Use the questions below to help you. Take
notes to prepare you for completing this in your workbook
In a business administration role…..
1. What different types of information should be kept
confidential? Try to list 10 things
2. How would you keep this information confidential?
3. Why is it important to keep things confidential?
Consider the different roles in administration which were
identified in session 1 & 2

12. Types of business documents
• What types of business documents may be
used in the role of an administrator?
• Work with a partner to create a list
• Discuss and consider what each document
would be used for

13. Business Letters:
• Used for a variety of different communications across all
departments internally and to external customers or
suppliers. Most letters are usually used for formal
communications.
Reports:
• Reports are used to collate data and provide feedback
on results. For example, reports can be created about
numerical data to access the efficiency and profitability
of a business over a month, year or it’s lifetime. This can
be useful in identifying where improvements can be
made within the business.
Email:
• A form of electronic communication which is fast and
convenient and can be sent to multiple recipients.
Documentation can also be attached and sent.
Minutes:
• Minutes bring together everything that was discussed
during a meeting. It will outline any decisions made,
commitments people have agreed to and issues arising
etc.
Numerical Information:
• Numerical information is usually stored as spreadsheets.
The data in these spreadsheets can then be converted in
to charts, these are used to create pictorial
representations of data and statistics. They are most
commonly stored electronically, created on Excel (.xls) but
can be printed to be used on notice boards etc.
Newsletter:
• Newsletters are used to share updates with employees or
customers about changes within the business and
upcoming events. Newsletters are usually sent on a rota of
either monthly, bi-monthly or annually.
Memos:
• These are used for informal communication between
colleagues to inform or remind them of something. These
could be sent by email or be a physical note.
Instructions:
• Instructions are written for employees to use as a
reference when carrying out their work. They describe
how to carry out tasks as a step-by-step process.
List:
• Connected data displayed in a format that is easy to read
and understand. Usually used to keep track of things that
need to be done.

14. Portfolios
Please take a look at your portfolios
You are able to complete the following;
• Information on the front cover
• Top half of the self-evaluation (near front of
portfolio)
• Self-assessment of the Working in Administration
unit
• Self-assessment of the Welcoming Visitors unit
• Self-assessment of the Creating Business
Documents unit

15. ADMIN TASK 1 – Some
people to complete
• You have 5 minutes to read through your instruction sheet,
2 minutes to ask questions/take notes
• You can complete the task using Microsoft Word
• Create a folder on your pen drive called Business Administration. Inside that
folder, create another folder called Admin Task 1
• Save the file on to your memory stick with an appropriate file name.
If you complete before the end of the 30 minutes – Offer your
assistance to someone else.

16. ADMIN TASK 2
1. Follow instructions to complete routine administrative tasks - ADMIN TASK 2
(handout) – this will usually take 2 or 3 sessions
2. You need to create (minimum) 3 separate documents from the Task sheet –
These need to be different types of documents but you can choose them (for
those learners who are able, choose the more difficult documents to challenge
yourself)
3. Proof read each document – Look for errors in layout, spellings, capital letters,
information is accurate, formatting is correct and professional
4. Save each file with an appropriate file name to your pen drive (Ask if you are
unsure) in a folder you have created called Admin Task 2
If you have completed this for all 3 documents – Check Moodle for extension
activities on Word Processing and Word tables

17. FAMILIARISING YOURSELF WITH
RECEPTION
• During the course, you will be observed whilst
covering the reception area here at LinkBridge
(10 minutes for now)
Just for this week… IN PAIRS
• You are to familiarise yourself with the reception
area and information available to you
• Whilst you are there, please consider and discuss with
each other the reasons someone would come to
reception at Linkbridge and how you would be able to
help them
Whilst others are at reception – Everyone else will be
working on Admin Task 2

19. Independent learning
You need to…..
• Using a Word document (this could be Google Docs),
list at least 3 skills and qualities you may have when
dealing with colleagues and /or customers in a
positive way – please add a sentence to describe
why each skill/quality is important
• Answers must be in your own words – Please
upload the Word document to Moodle.
There will be a place to upload it on Session 2 of the
Lv 1 Business Admin
There is a deadline for uploading this homework. Tuesday
10th of March at 12:30pm so that I have time to look at is
and feedback before the session on Wednesday.

20. Did you..?
• LO 1: Follow instructions to complete routine
administrative tasks – Complete Admin Task 1
LO 2: Follow instructions to complete routine
administrative tasks – Start Admin Task 2
• LO 3: Explore the reception area and familiarise
yourself with the information available
• LO 4: Prioritise tasks in discussion with their supervisor
or manager
• LO 5: Give examples of information that should be
kept confidential
• LO 6: State the reasons why it is important to keep
some information confidential

21. Next week…..
Time management
Using equipment
Welcoming visitors