The document provides guidance for students on the NCFE Principles of Business Administration Level 2 Certificate. It outlines the learning outcomes and assessment criteria for Unit 6 - Understand how to carry out business administration tasks. This includes understanding how to deal with mail, reception services, and the management of diary systems. The document instructs students to take notes on each assessment criteria and share their ideas in groups to help complete the unit assignments that are due in two weeks.

1. NCFE Principles of Business
Administration
Level 2 Certificate
Waterside
Tutor: Michelle Walsh
mwalsh@accross.ac.uk
01254 354413

2. Induction
 Fire evacuation
 Toilets
 Smoking
 Phone calls / appointments
 Commitment = 70%
 Absences – To be reported
 Brews – 25p per session
 Questions?

3. Unit 6 - Understand how to
carry out business
administration tasks1 Understand how to deal with mail
 The learner can:
 1.1 Explain how to deal with ‘junk’ mail
 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail
 1.3 Describe how to operate a franking machine
 1.4 Explain how to prepare packages for distribution
 1.5 State organisational policies and procedures on mail handling, security and the use of courier services
 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational
procedures
2 Understand reception services
 The learner can:
 2.1 Explain the receptionist’s role in representing an organisation
 2.2 Explain an organisation’s structure and lines of communication
 2.3 Describe an organisation’s standards of presentation
 2.4 Explain the health, safety and security implications of visitors to a building
 2.5 Explain how to deal with challenging people
3 Understand the management of diary systems
 The learner can:
 3.1 Explain the importance of keeping diary systems up to date
 3.2 Describe the basis on which bookings and changes are prioritised
 3.3 Explain any constraints relating to making bookings for people or facilities
 3.4 Describe the types of problems that can occur when managing diaries

4. 2 week deadine for this
unit
We’ll work through half of the criteria today

5. Learning Outcome 1
Work through all criteria in Learning outcome 1
 50 minutes in total to get ideas down as notes –
Remember, the more notes you take the easier it
is to type your assignment at home
 Keep on track with what the criteria is asking –
Business related
 After 50 minutes, share your ideas as a group to
help others with notes. (5-10 mins)

6. Unit 6 – LO 1 Guidance

7. AC 1.1
 See if suitable for staff, if not then recycle
 Ask all staff to order personal goods home instead of work
 Request other businesses and organisations you trade
with not to sell on details of the business
Return to sender
 If you get junk mail with a return address on the envelope, you
should: Write “unsolicited mail, return to sender” on the
envelope. Post it - you don’t have to pay. This won’t guarantee
that you won’t get any more junk mail, but it’s a way of letting
the company know that you don’t want any more mail.

8. AC 1.2
Potential problems:
Deadlines missed, appointments missed – Ensure
post is sorted quickly and efficiently by getting it to
the right person
Security issues, damage – Items are checked at
reception
Mail delivered to wrong address – Put back through
the post or use return to sender

9. AC 1.3
 Franking Machine
Machine provides labels which include, date, price, return address and company logo. Correct
amount of postage is checked by weighing items and selecting the size of package… letter, large
letter, parcel and so on and also whether you want it sending first or second class. This is in line
with Royal Mail current rates.
Second class post is placed into a green bag and first class is placed into a red bag, both are
which supplied by the Royal Mail.
You need to make sure there is sufficient credit on the franking machine or items won’t be franked
– Balance is shown on the bottom of the screen. The company would keep a copy of when it was
last credited and who by. There may be someone appointed for this as it can be credited at the
machine itself
http://www.frankingmachine.co.uk/faq/

10. AC 1.4
Once packages/letters have been franked and put in appropriate
bags
Courier/Royal mail will collect from reception
Packages are usually in envelopes or wrapped in appropriate
packaging by the staff who are sending them out
Sometimes a postage certificate is needed so this will be
completed and then signed by the courier who collects them mail.

11. AC 1.5
Security of items – Confidential data, delivered to named staff via
pigeon holes to be opened by the member of staff themselves
If no name then administrators to open
Outgoing mail is sent via trusted courier, appropriately packaged

12. AC 1.6
Suspicious or damaged items
 Record date and time of receipt
 Report to appropriate authority – usually line
manager first
 Do not open – Can sometimes tell by uneven
packaging, discolouring, odour
 If damaged at time of delivery – Refuse
delivery and speak to courier

13. 10 MINS

14. Learning Outcome 2
Work through all criteria in Learning outcome 2
 50 minutes in total to get ideas down as
notes – Remember, the more notes you take
the easier it is to type your assignment at
home.
 After 50 minutes, share your ideas as a
group to help others with notes. (5-10 mins)

15. Unit 6 – LO 2 Guidance

16. 2.1
As a receptionist, your day-to-day work would include:
 greeting visitors and directing them to the correct
person or department
 managing the visitors book and giving out security
passes
 answering enquiries in person, by phone and on
email
 providing or sending out information
 managing a booking system
 providing refreshments
 keeping the reception area tidy
https://nationalcareersservice.direct.gov.uk/advice/plan
ning/jobprofiles/Pages/receptionist.aspx#sthash.mhGKc
AMH.dpuf

17. AC 2.2
This depends on the size of company
Think flat stucture or hierarchy – Chains of command
organisation’s structure to include the departments and
contact points for referral
To make communication timely and effective
http://smallbusiness.chron.com/structure-lines-
communication-organization-73425.html

18. AC 2.3
 Think about the company themselves
 How they meet expectations
 Reputation
 Staff

19. AC 2.4
Employer duty – Health & Safety at Work Act 1974
Fire register – Sign in/out
Dependant on business – ID card
Prevent unauthorised access
Data protection - Records
 http://www.theiet.org/factfiles/health/hsb56-page.cfm
 http://www.contentextra.com/publicrelations/files/topic
guides/PR_TopicGuide_1_2.pdf

20. AC 2.5
 challenging people should cover those who have
difficult queries who require specific assistance.
Challenging people could also include those who
may be angry, unreasonable, confused and/or
those who may have problems, questions,
additional needs/requirements, poor
communication skills or language barriers
 Think about what you would do to overcome this –
Your tone, body language, words, actions
 http://quals.onefile.co.uk/pdf/unit/NHC_027.pdf

21. 5 MIN BREATHER

22. Learning Outcome 3
Work through all criteria in Learning outcome 3
 30 minutes in total to get ideas down as
notes – Remember, the more notes you take
the easier it is to type your assignment at
home.
 After 30 minutes, share your ideas as a
group to help others with notes. (5-10 mins)

23. Unit 6 – LO 3 Guidance

24. AC 3.1
 A diary which is not kept completely up to date will
have all sorts of confusion. It will make people
lose confidence and becomes time wasting.
 People turn up when not needed
 Not able to fit other appointments in
 Change of venue/time
 http://hubpages.com/business/Diary-Management-
NVQ-Level-3-Diploma-in-Business-and-
Administration

25. AC 3.2
Prioritised:
 urgent and important
 non-urgent but important
 urgent but not important
 non-urgent and not important
http://hubpages.com/business/Diary-Management-
NVQ-Level-3-Diploma-in-Business-and-
Administration

26. AC 3.3
Constraints:
 availability of room(s)
 costs involved
 availability of attendees

27. AC 3.4
 Potential problems – Overlapping appointments
 Lack in communication
 Not confirming
 Updating
 http://hubpages.com/business/Diary-Management-
NVQ-Level-3-Diploma-in-Business-and-
Administration

28. Learning outcomes – Unit 6
DID YOU……?
1 Understand how to deal with mail
The learner can:
 1.1 Explain how to deal with ‘junk’ mail
 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail
 1.3 Describe how to operate a franking machine
 1.4 Explain how to prepare packages for distribution
 1.5 State organisational policies and procedures on mail handling, security and the use of courier
services
 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational
procedures
2 Understand reception services
The learner can:
 2.1 Explain the receptionist’s role in representing an organisation
 2.2 Explain an organisation’s structure and lines of communication
 2.3 Describe an organisation’s standards of presentation
 2.4 Explain the health, safety and security implications of visitors to a building
 2.5 Explain how to deal with challenging people
3 Understand the management of diary systems
The learner can:
 3.1 Explain the importance of keeping diary systems up to date
 3.2 Describe the basis on which bookings and changes are prioritised
 3.3 Explain any constraints relating to making bookings for people or facilities
 3.4 Describe the types of problems that can occur when managing diaries

29. Any questions?

30. See you next week
You need to make a start on typing up;
Unit 06
We will continue this next week