2022 SQA ADMIN Flashcards
tasks carried out by an admin assistant
-sending and receiving emails to all staff to keep them up-to-date with important news
– using the photocopier to photocopy documents are required
– make an appointment using the diary so other staff members can see when the managing director is available
-working in reception to greet visitors and signing them in when they visit the organisation
-arranging events such as conferences and meetings which involves research on transport accommodation etc
skills employees should have for good time and tasks management
PLANNING
-looking ahead to see what needs done and when making sure everything is in place in plenty of time to achieve this
• this means that tasks will be completed on time
ORGANISING
- once planned they must then make sure they have all resources needed to complete their tasks
- this means that it will help to make sure everyone works together to complete tasks
DELEGATING
-deciding when it is appropriate to ask someone to do your tasks
• this means that it avoids employees taking on too much work leading to low quality work low morale and stress 
DIRECTING
-when somebody’s told to do something with in a set timescale
• this means that staff will be clear about what they must achieve and the standard expected from them
setting targets
TOO DO LIST
- this is a document that employees use to list all the tasks they need to do as they complete each task it is scored off the list
— this means that employees feel more in control of their workload meaning less stress
PRIORITIES LIST
-this is a personal document with a list of tasks that need to be completed the tasks are put in order of what task needs to be completed first
— this means that the quality will improve as more important tasks will be tackled first
E-DIARY
-this is used for arranging meetings days and weeks and months can be seen at one glance which everyone can see at the same time
— This means that reminders will be set to avoid staff missing important meetings meaning deadlines will be met
ACTION PLAN
-this is a document that could be prepared to help a long-term project and breaks the project down into smaller tasks which need to be completed and also shows who should complete them and how long it takes to complete
— this means that staff are likely to be in control of their work and deadlines are more likely to be met
dealing with changes in priorities
time stealers
unexpected visitors
. visitors may come to employees unannounced and keep them off their work
…employees should explain they are busy and arrange a suitable time to meet
overrunning meetings
. meetings which last much longer than scheduled take employees away from their desk and tasks when they’re busy
… meeting should have a time limit if necessary use alarms to let people know how much time is left
telephone calls
. interruption for making and receiving constant phone calls all day results and employees not being able to complete tasks or concentrate
… employees should turn their voicemail on meaning they can return the call at a convenient time for them
emails
. opening emails as they arrive mean that employees do not stay on task and end up taking on new tasks
… employees should close their emails to stop email alerts distracting them
monitoring and evaluating progress
BUDDY SYSTEM
- a new employee is paired with someone at the same level to help them develop their knowledge and skills
— The manager can be confident that the more experienced member of staff will be checking on there progress and advise them of any problems
APPRAISALS
-a meeting to review current performances and help identify and evaluate the training and development needs of staff
— managers can discuss employees training and development needs which encourages the to strive to meet their targets as they know they’re being supported
SAMPLE CHECKS
-this is where some but not all of the tasks are looked over by the manager
— the manager can check the quality of employees work at regular intervals to check standards are not dropping
GRANTT CHART
-this is a chart that a manager develops using a special software program and shares with the team to live individuals to see at a glance key dates and tasks that must be completed
— managers can see a glance from the chart actual progress compared to planned targets
benefits of good time and task management
- tasks will be completed faster and too a high standard
- targets and deadlines are more likley to be met
- employees will meet the needs of standards on time
consequences of poor time and tasks management
- employees will have high stress levels which means that productivity will drop
- employees will feel constantly under pressure this means that there will be more stress related absences
- tasks may not be allocated fairly this means that employees may be landed with all the work leading to poor work relationships
responsibility’s of employers in the workplace
-provide a safe place of work for employees
-ensure that entrances and exits are clearly marked
-provide training on health and safety in the workplace

responsibilitys of employees
- wear protective clothing that has been issued to them
- Report any hazards in the workplace
- co-operate by attending training courses
to meet health and safety display screen equipment regulations employers must
- The screen can be adjusted for brightness to avoid eyestrain
- adjustable chairs should be provided that can be adjusted to prevent backache
health and saftey first aid regulations employeers must
-provide appropriate equipment including first-aid boxes in the workplace
-do a risk assessment to decide what is adequate and appropriate

work place health safety and welfare regulations for employers
- ensure that the temperature inside the workplace is reasonable
- keep workplace surfaces and furniture clean
- use natural lighting work practical
fire preucations workplace regulations for the employer
- set fire alarm and detectors
- make sure emergency routes are clearly marked
- has clearly marked fire exits which are easy to open from inside
freedom of information act
- gives the public access to information from a wide range of public organisations
- the public have there right to question designs
file management procedures - file location
there should be information on where files should be stored
if files are not stored in the correct place, they may not be backed up as often or at all
file management procedures - file folders and names
files should be stored in named folders with an apportiate name
makes it easier for other staff to find files if they need to share them, or if a couleuge is absent
file management procedure - back up prodedures
backup copies should be out lined and the details of who’s responsible and how often it should be done
this ensures if any files are deleted by accident there’s a spare and no one needs to re start
file management procedure - house keeping procedures
guidelines should be given on when to delete files
this ensures that servers do not become to full with needed documents
file management procedures - version control
if there are different versions of the same file they should be clearly named and dated
this ensures out of date documents do not get sent to staff or customers
file management procedures
- file location
- file and folder names
- back up procedures
- house keeping procedures
- version control
survey types
face to face (instore)
postal survey (questionnaires)
telephone
online
face to face (in store)
involves a member of staff asking a customer a series of questions after buying goods
adv - more likely to get feedback straight away
dis - customers may lie as there to embarresd to tell the truth
postal survey (questionnaire)
involves sending out a questionare to customers
adv -customers can take their time to complete it more honestly
disadv- response rate is low as it could be seen as junk mail
telephone survey
involves phoning and asking pre - set questions
adv - questions and answers can be explained leading to better quality information
disadv- customers may not answer unknown numbers
online survey
evolves emailing customers in which they follow questions on there screen
adv- one of the cheapest methods as it is highly automated
disadv- response rates are low as many people just delete “junk” mail
customer focus groups
includes a face to face meeting to allow to provide feedback
adv- allows for immediate feedback meaning improvements can be made sooner
disadv- customers may tell the organisation what they want to hear meaning they’ll not provide negative feedback
customer suggestion scheme
usually done with a suggestion box where customers write on a card and drop it in the box
adv- more likely to have honest feedback meaning more valid and valuable suggestions
disadv- some may not be appropriate which waists time
responsibility’s of chair person
BEFORE
deciding on a date for the meeting
deciding on who should be invited to the meeting
DURING
starting and ending the meeting on time
ensuring the meeting stays on topic
AFTER
following up on actions agreed in the meeting
making decisions on matters that can’t wait until the next meeting
responsibilities of the admin assistant
BEFORE
sending invitations on who the chair person wants to invite
placing a meeting in progress sign on the door to ensure no interruptions
DURING
assisting the chair person handing out documents
taking notes and making sure actions discussed are followed
AFTER
removing the meeting in progress sign
making a list of actions for the chairperson before the next meeting
notice of meetings
usually combined with the agenda to give date time and venue of meeting
send no more than 2 weeks before so its not too far inadvanced to forget
agenda
notice confirming when and where the meeting is
inclueds a number list of what to discuss
action minutes
what has to be done
who is responsible for doing it
digital tecnohlagy to aid planning meeting and events
E-DIARY
- can be used to set reminders which reduces the chance of non attendance
- automatic invites can be sent at the same time
VIDEO CONFRENCING
- saves time travelling
- tehcniall issues may delay meetings
use of social media
- difficult to build trust with customers online
- alot of comments may mean that the organisation can miss the response
- in the public eye so everyone can see negotiate comments
electronic methods of communication - e-dirary
reminders can be set in advance of a meeting -less likely to be unprepared
diaries of serval people can be linked- makes it easier to find dates that suit everyone
invitations can be sent - they can reply automatically to confirm who’s attending
electronic communication
intranet - staff can refer back at a later date if they have forgotten it
email - can be sent with attachments which can be downloaded
written communication
- premeantet record can be used for further reference
- can be written in points so nothings missed
- takes longer
- not immediate
