Admin Flashcards
What are the 4 duties of an Administrative Assistant?
To handle Enquiries,arranging travel, assisting in other functional departments and dealing with business documents
What are the three expected skills of an Administrative Assistant?
Good communication skills,knowledge of computerised systems and knowledge of Microsoft office packages.
What is included in a job description? (5)
Basic information about the job i.e. Job title, salary, line manager and a complete list of duties and responsibilities
What does a person specification give information on and what does it include?
This document gives information on the type of person required for the job and includes qualifications,experience,skills and qualities and any special requirements.
Why is a job Description useful to the candidate?
To help them understand what they will do in the job, their duties,responsibilities and their salary
Why is a person specification useful to the candidate?
It helps them find out what they will need to do the job (qualifications,experience etc)
What is a Skills Scan?
A statement describing a candidates skills,knowledge and qualities to date.
Name 3 advantages of electronic filing
Improved presentation = files held electronically appear more professional than those which are handwritten.
Easy to ammend = if details require amending this can be quickly and easily done using a database.
Improved accuracy = human error is eliminated so that records will not be filed in the wrong order.
Why is the job of a receptionist very important to the organisation?
Because he/she is usually the first contact visitors have with the organisation. To give visitors the right image of the organisation,the receptionist should make a good first impression.
Name two benefits of an electronic diary
The receptionist can access other’s diaries to check for expected callers, you can set up the same appointment automatically at the same time next week, next month etc.
What does oral information include?
Meetings, interviews,presentations and using the telephone
What are some strengths of Oral Communication? (4)
Information can be quickly and directly transmitted, compared with preparing and copying a letter or report,oral information is much cheaper. There is instant feedback, oral information provides an opportunity to use non-verbal cues
What does written information include?
Letters,reports,memos,reports,advertisements and job descriptions.
What are some strengths of written communication? (4)
Written communication provides a permanent record for future reference,can study the material at a more convenient time,written form communication is more structured and consistent,when many people are required to receive it they all get the same information. Written communication is more appropriate where many points need to be covered.
What does a mission statement describe?
The main aims of an organisation
What should a businesses mission statement tell the world?
What your organisation stands for.
How does a mission statement positively affect the organisation?
It helps everyone understand what they are trying to achieve and gives employees a sense of purpose.
What 5 things lead to poor customer service?
Poor Communication,lack of suitable staff training,not listening to customer feedback,lack of opportunity for customers to feedback,absence of clear complaints procedure.
What is the consequence of poor customer service?
The business will lose customers and will fins it hard to compete and even survive.
What are the two main types of network?
Local Area Network and Wide Area Network
What are 4 advantages of the internet?
It is convenient = access to information -either type in the web address or keywords in a search engine,it’s that simple.
It is fast = finding the relevant web page can be done quickly using a search engine.
It is up-to-date = Active web pages are updated on a regular basis. Compared to text books,the information found on the internet therefore tends to be more accurate and up-to-date.
A huge quantity of information is available = there are millions of web pages on the internet containing every subject imaginable.
Name 5 advantages of using email to communicate
It’s fast - messages can be sent from your office to anywhere in the world. It’s inexpensive - the cost sending an email is far expensive than making a telephone call, sending a fax or posting a document.
It’s convenient - unlike using the telephone,email messages can be sent and received at any time of the day.
Its reliable - email can be more reliable than regular mail,you know that the message has been delivered. It’s secure - unlike telephone messages,fax messages and regular mail, e-mail messages are secures by a password and will only be read by the intended recipient/s.
What is the meaning of flexi time?
Employees may vary their starting and finishing times so long as they complete a minimum amount of hours per day.
Name 4 advantages of flexi time
Employees can accumulate flexi says by building up the number of hours worked in the month, allows increased personal freedom,improves personal and domestic arrangements,helps to avoid travelling in peak periods.
