Content Flashcards
Role of a senior admin assistant
- Plan Meetings and take detailed notes
- Make travel arrangments/reservations
- Develop and maintain a filing system
- Provide statistical and budget reports
Role of a junior admin assistant
- Greet visitors
- Improve office procedures
- Schedule appointments/update the calendar
- Input data into spreadsheets
Time and task management skills
- 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
Target setting
- PDP
- Gantt Chart
- To do list
- Action plans
- Priorities list
- E diary
Changing priorities
- Staff phoning in sick
- Network failure
- Change of deadline
- Staff changing at management level
- Restructuring/resizing
Monitoring and evaluating process
- 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
Time stealers
- Too many calls
- Too much work
- poor organisation
- Unneeded journeys
- Unexpected visitors
- Lack of discipline
- Meetings overrunning
Benefits of time management
INDIVIDUAL - Increased productivity - Job satisfaction - Lower stress ORGANISATION - Increased productivity/morale - Better customer relations/staff relations
Health and safety act
Workplaces must have
- First aid kit
- Designated first aider
- Accident record book
Health and safety (VDU) act
Workplaces must
- Analyse workplaces for risks
- Provide free eye tests and glasses
- Make employees aware of brightness and contrast settings/wrist pads/adjustable seating
Fire precautions
Workplaces must
- have a risk assessment
- specific fire extinguishers
- clear exit routes
- regularly tested fire alarms
- written fire safety plans on the premises
Workplace Regulations
Key regulations
- Ventilation
- Temperature
- Lighting
- Cleanliness
- Eating venues
Freedom of information act
all requests to a public authority must be returned within 20 working days
unless its a matter of national security
File management
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
Surveys
Easy to send to people
Simple to create
Diverse group
Cheap
Doesn’t guarantee quality information
easily ignored esp media version
Customer focus groups
Can ask for further clarification
Context/tone
Range of perspectives
Costs money
lack of anonymity
Group influence
artificial envronment
Suggestion schemes
Bring in new ideas
Anonymous
inapropriate comments
complaints
Role of senior admin assistant in meetings
Printouts Send reminders Assist the chairperson take notes for minutes distribute expense forms Prepare minutes send out evaluation form
Role of chairperson in meetings
Ensure minutes are correct Compile the agenda Pick date/time/venue Ensure quorum is present Declare outcome of votes read and sign minutes
Social media
simple and accessible
doesn’t reach older groups
less professional
