Content

Question 1

Role of a senior admin assistant

Answer 1

• Plan Meetings and take detailed notes
• Make travel arrangments/reservations
• Develop and maintain a filing system
• Provide statistical and budget reports

Question 2

Role of a junior admin assistant

Answer 2

• Greet visitors
• Improve office procedures
• Schedule appointments/update the calendar
• Input data into spreadsheets

Question 3

Time and task management skills

Answer 3

• Planning = plan the use of their time and resources effectively
• Organising = employees should look ahead to identify future tasks
• Directing = Some will be in charge of other employees. Requires leadership, communication and delegation
• Delegating = give tasks to others to manage workload
• Controlling = exercise control by keeping calm and tackling tasks in order of priority

Question 4

Target setting

Answer 4

• PDP
• Gantt Chart
• To do list
• Action plans
• Priorities list
• E diary

Question 5

Changing priorities

Answer 5

• Staff phoning in sick
• Network failure
• Change of deadline
• Staff changing at management level
• Restructuring/resizing

Question 6

Monitoring and evaluating process

Answer 6

• Meetings = identify problems and create solutions
• Accessing files - can see what work has been done and when
• Mentoring system - Provide appropriate levels of support and appraisal

Question 7

Time stealers

Answer 7

• Too many calls
• Too much work
• poor organisation
• Unneeded journeys
• Unexpected visitors
• Lack of discipline
• Meetings overrunning

Question 8

Benefits of time management

Answer 8

INDIVIDUAL
- Increased productivity
- Job satisfaction
- Lower stress
ORGANISATION
- Increased productivity/morale
- Better customer relations/staff relations

Question 9

Health and safety act

Answer 9

Workplaces must have

• First aid kit
• Designated first aider
• Accident record book

Question 10

Health and safety (VDU) act

Answer 10

Workplaces must

• Analyse workplaces for risks
• Provide free eye tests and glasses
• Make employees aware of brightness and contrast settings/wrist pads/adjustable seating

Question 11

Fire precautions

Answer 11

Workplaces must

• have a risk assessment
• specific fire extinguishers
• clear exit routes
• regularly tested fire alarms
• written fire safety plans on the premises

Question 12

Workplace Regulations

Answer 12

Key regulations

• Ventilation
• Temperature
• Lighting
• Cleanliness
• Eating venues

Question 13

Freedom of information act

Answer 13

all requests to a public authority must be returned within 20 working days
unless its a matter of national security

Question 14

File management

Answer 14

Naming conventions - Clearly named following company rules
Version control - previous versions can be accessed
Restricted access - Levels and passwords
File location - In clear folders on a protected cloud
Housekeeping - all unnecessary files are removed
Backup procedures - nightly and at a second location

Question 15

Surveys

Answer 15

Easy to send to people
Simple to create
Diverse group
Cheap

Doesn’t guarantee quality information
easily ignored esp media version

Question 16

Customer focus groups

Answer 16

Can ask for further clarification
Context/tone
Range of perspectives

Costs money
lack of anonymity
Group influence
artificial envronment

Question 17

Suggestion schemes

Answer 17

Bring in new ideas
Anonymous

inapropriate comments
complaints

Question 18

Role of senior admin assistant in meetings

Answer 18

Printouts
Send reminders
Assist the chairperson
take notes for minutes
distribute expense forms
Prepare minutes
send out evaluation form

Question 19

Role of chairperson in meetings

Answer 19

Ensure minutes are correct
Compile the agenda
Pick date/time/venue
Ensure quorum is present
Declare outcome of votes
read and sign minutes

Question 20

Social media

Answer 20

simple and accessible
doesn’t reach older groups
less professional