Unit 4 - Principles Of Administration Flashcards
📝📝Legal requirements relating to the management of office facilities
AC1.1
Legislation
Statutory duties of employers and employees relating to health, safety and welfare
Primary legislation
Health and safety at work act 1974 (HASAWA)
“Six Pack” regulations relating to HASAWA
- Management of Health and Safety at work Regulations 1999
- Manual Handling Operations Regulation 1992
- Health and Safety (Display Screen Equipment) Regulations 1992
- Workplace (Health, Safety and Welfare) Regulations 1992
Other regulations
- Electricity at Work regulation 1989
- Electrical equipment (safety) regulations 1994
- Working time regulations 1998
- Control of Substances Hazardous to Health (COSHH, 2002)
- Equality Act 2010
- Reporting of Injuries Diseases and Dangerous Occurrences Regulations 2013
Management of Office Facilities
- Interpretation of legal requirements identified in legislation
- Implementation of policies to meet legal requirements
- Establishing office procedures to meet legal requirements
- Reporting procedures
- Key personnel responsible for requirements for health and safety (health and safety officer, fire wardens)
- Ensuring a safe working environment
- Employee responsibilities to work safely
- Risk assessment
- Staff training
- Welfare facilities
Risk Assessments
- Purposes: protection of employees while at work, protection of public, protection of business’ resources, identifying sources of risk
- Problems bought about by legislation change
- Accessibility requirements
- Conducting a risk assessment
- Proposing remedial action
- Implementing changes
- Notifying others of change
📝📝Describe the typical services provided by an office facility
AC1.2
Definition of services provided by an office facility
Agreed organisational procedures that support management
Services
- Maintain diaries
- Receive and send messages
- Deal with correspondence
- Make and receive telephone calls
- Organise meetings and events
- Receive visitors
- Take minutes
- Monitor stationary
- Order new stock
- Maintain good customer service
- Work in a team and support colleagues
- Deputise for manager as appropriate
📝📝How to establish office management procedures
AC1.3
Communications
- Telephone systems: external and internal
- Electronic communication systems: shared diaries, organising meetings, email, websites, intranet, information databases
Staffing
ICT and communication systems support
Resources
-Office equipment:
•printers
•photocopiers
•computers
-Stationary
Management procedures
- Communication systems
- Setting staff responsibilities to meet corporate policies: external and internal customer service
- Reporting problems
- Risk assessments
- Following instructions
- Training on systems
- Health and safety responsibilities
- Managing stationary
- Storage of materials for office equipment
- Following security and confidentiality procedures
- Diary and meetings management electronic systems
📝📝How to manage office resources
AC1.4
Resources
- Office equipment
- Stationary
- Staffing
How to… Office equipment
- Assess what is needed
- Cost/ budget
- Research suppliers
- Order/install
- Workload dependency
- Regular maintenance and electrical checks
- Train staff on correct use
- Safety and security
- ICT support staff
How to order… Stationary
- Record of suppliers
- Assess what is needed
- Cost/ budget
How to order… Staffing
- Workload dependency
- Meeting deadlines
- Full time or part time or specific contract timescales
- Recruitment procedures
- Job descriptions/specifications
- Liason with human resources department dependent on size of organisation
- Induction training
- Integration into team
- Absence
- Illness
- Annual leave
Techniques to monitor and manage work flows
AC1.5
Planning and managing work flows
Business-wide techniques
- Organisational/strategic plans
- Resource planning (staff and equipment)
- Monitoring availability of resources
- Cost/budget analysis
- Scheduling activities to meet business objectives
Planning and managing work flows
Department/ team techniques
- Departmental plans
- Setting SMART team objectives (specific, measurable,achievable, realistic, time-bound)
- Negotiating realistic targets and setting timescales
- Scheduling activities writhing departmental/ project timescales
- Prioritising work
- Scoping work
Planning and managing work flows
Individual techniques
- Understanding the aims and objectives of task(s)/project
- Allocating tasks
- Using skills and attributes of individual team members
- Negotiating realistic individual targets
- Setting SMART individual action plans -Awareness of own responsibilities