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BTEC Level 3 Diploma In Business Administration > Unit 4 - Principles Of Administration > Flashcards

Unit 4 - Principles Of Administration Flashcards

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1
Q

📝📝Legal requirements relating to the management of office facilities

A

AC1.1

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2
Q

Legislation

A

Statutory duties of employers and employees relating to health, safety and welfare

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3
Q

Primary legislation

A

Health and safety at work act 1974 (HASAWA)

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4
Q

“Six Pack” regulations relating to HASAWA

A
  • 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
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5
Q

Other regulations

A
  • 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
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6
Q

Management of Office Facilities

A
  • 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
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7
Q

Risk Assessments

A
  • 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
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8
Q

📝📝Describe the typical services provided by an office facility

A

AC1.2

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9
Q

Definition of services provided by an office facility

A

Agreed organisational procedures that support management

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10
Q

Services

A
  • 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
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11
Q

📝📝How to establish office management procedures

A

AC1.3

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12
Q

Communications

A
  • Telephone systems: external and internal
  • Electronic communication systems: shared diaries, organising meetings, email, websites, intranet, information databases
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13
Q

Staffing

A

ICT and communication systems support

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14
Q

Resources

A

-Office equipment:
•printers
•photocopiers
•computers

-Stationary

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15
Q

Management procedures

A
  • 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
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16
Q

📝📝How to manage office resources

A

AC1.4

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17
Q

Resources

A
  • Office equipment
  • Stationary
  • Staffing
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18
Q

How to… Office equipment

A
  • 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
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19
Q

How to order… Stationary

A
  • Record of suppliers
  • Assess what is needed
  • Cost/ budget
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19
Q

How to order… Staffing

A
  • 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
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20
Q

Techniques to monitor and manage work flows

A

AC1.5

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21
Q

Planning and managing work flows

Business-wide techniques

A
  • Organisational/strategic plans
  • Resource planning (staff and equipment)
  • Monitoring availability of resources
  • Cost/budget analysis
  • Scheduling activities to meet business objectives
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22
Q

Planning and managing work flows

Department/ team techniques

A
  • 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
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23
Q

Planning and managing work flows

Individual techniques

A
  • 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
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24
Q

Monitoring work flows

Motivating team members

A
  • Achieving objectives and working together as a team
  • Reporting progress systems
  • Meeting interim deadlines
  • Meeting budget requirements
  • Meeting quality objectives
  • Analysing and evaluating progress
  • Recording progress made (using spread sheets, GANTT charts)
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25
Q

Monitoring work flows

Dealing with problems

A
  • Not meeting deadlines
  • Changes in scope of activities
  • Insufficient budget or changes in costs scoped
  • Member of team removed from activity
  • Regular team meetings to discuss progress and any issues
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26
Q

📝📝Typical support and welfare facilities for office workers

A

AC1.6

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27
Q

Human resources department

A
  • Recruitment/promotional vacancies
  • Job descriptions and specifications
  • Workplace culture
  • Employee/ employer relationships
  • Be approachable
  • Fostering open and candid communication
  • Mediate in any staff issues
  • Encourage training opportunities
  • Performance management
  • Setting dress code
  • Equality and diversity legislation
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28
Q

Operations and facilities

A
  • Managing operational services
  • Heating
  • Lighting
  • Access
  • Security
  • Cleaning
  • Catering
  • Routine maintenance
  • Non-routine maintenance
  • Parking
  • IT support
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29
Q

Welfare

A
  • Heathy, safe and secure workplace environment
  • Maintain a clean and hygienic workplace
  • Regular risk assessments
  • Toilets and washing/drying facilities
  • Showers and changing rooms
  • Restaurant, drinks machines or facilities for making hot drinks, drinking water
  • First aid supplies
  • Resident or part time medical support
  • Crèche
  • Secure access to workplace
  • Secure and safe reception facilities
  • Visitor badges
  • Outside facilities for smoking
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30
Q

📓📓The legal obligations of the employer for health and safety in the work place

A

AC2.1

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31
Q

Employer’s legal obligations

Legislation

A

-Meet the obligations of the health and safety legislation
•maintain safe equipment
•safe use
•handling
•storage and transport of articles and substances (COSHH legislation)
•risk assessment
•first aid

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32
Q

Employer’s legal obligations

Legal processes, documents and notices

A

-Health and safety policy document, including
•management of health and safety
•responsibility of individuals
•commitment to health and safety

-Displaying health and safety law poster

-Complying with external health and safety inspection
•Fire service
•health and safety executive

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33
Q

Employer’s legal obligations

Health and safety information

A

-How to identify and assess risks

-Provide training
•assessing risks
•using specific equipment and materials
•keeping self and others safe

  • Provide adequate protective clothing
  • Facilitate eye checks
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34
Q

Employer’s legal obligations

Maintain a safe workplace

A
  • Conduct regular risk assessment
  • Address any risks identified
  • Safe access to emergency exits
  • Safe use of equipment in the workplace regular testing of electrical equipment

-Regular computer risk assessment
•position of monitor
•height of chair
•position of arms

  • Fire drills
  • Testing for extinguishers
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35
Q

Employer’s legal obligations

Health and safety staff

A
  • Overall responsibility
  • Employee representatives
  • Reporting hazards
  • Dangerous occurrences

-Fire wardens
•to support fire drills
•give health and safety advice

  • First aiders
  • Security staff
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36
Q

📓📓Individual’s responsibilities for health and safety in the workplace

A

AC2.2

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37
Q

Employee responsibilities

Safe working practices

A
  • Take reasonable care of own health and safety
  • Alert to effect of own acts on others
  • Follow manufacturers’ instruction manuals
  • Wear protective clothing provided
  • Follow procedures when accidents occur
  • Maintain personal hygiene
  • Behave in a safe manner
  • Store equipment and materials without causing a hazard to self or others
  • Use correct lifting techniques
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38
Q

Employee responsibilities

Cooperate with employer

A
  • Comply with company health and safety procedures
  • Attend training on the correct use of equipment
  • Report hazards
  • Report accidents in the accident book
  • Take part in fire drills
  • Have regular eye checks
39
Q

Employee responsibilities

Additional responsibilities

A 
-Health and safety officer 
•health and safety policy review
•risk assessment 
•report to employer on hazard 
•dangerous occurrences 
•general matters affecting groups of employees

-Fire warden responsibility
•checking areas are clear
•encouraging others to leave the building
•feeding back any issues on the evacuation process

40
Q

Accident and emergency procedures

A

AC2.3

41
Q

Accidents

A
  • Falls
  • Cuts
  • Fainting
  • Objects falling causing injury
  • Small chemical spillage
42
Q

Emergencies

A
  • Serious injuries
  • Fire
  • Electrocution
  • Large chemical spillage
43
Q

Procedures

A
  • Trained and competent staff (technical for machinery)
  • First wider
  • Nominated staff to take control

-Regular training and practise
•fire drills
•use of specialist equipment

  • Fire safety notices and policies in staff had books
  • Procedures for raising alarms
  • Contacts
  • Details of emergency and location
  • Staff meeting point on evacuation
  • Emergency lighting
  • Sufficient emergency unblocked exit routes
  • Needs of staff with disabilities
  • Re-entry procedures
44
Q

🖊🖊 The purpose of meeting minutes

AC3.1

A
  • Minutes are a written record of notes taken at a meeting of items discussed
  • Used to confirm to delegates attending or as information for staff not attending of decisions taken
  • Actions agreed are recorded
  • The staff allocated to each agreed action is agreed
  • The timeline of each action to be taken is recorded
  • Serves as a record of the meeting’s procedures and outcomes
45
Q

🖊🖊The legal implications of meeting minutes

A

AC3.1

46
Q

Legal purpose of meeting minutes

A
  • To protect the organisation
  • To protect the meeting participants
  • To provide a record of actions taken
  • Evidence that the actions were taken according to proper procedure
47
Q

Legal implications of meeting minutes

A
  • Minutes may be examined in the event of legal action
  • Minutes may be examined in the event of financial audit
  • Minutes can be subject to Freedom of Information Act 2000 requests
  • If actions are challenged
  • Liability for an action may be shifted for the individual taking the action to the decision agreed by a group
  • Decisions need to demonstrate that all members of the groups agreed an action
48
Q

🖊🖊The importance of accuracy in minute taking

A

AC3.3

49
Q

Accuracy

A
  • One official version of decision made to avoid misunderstandings
  • Clarity of agreements made
  • Minute note taking role includes checking accuracy at meeting
  • Ensures all delegates agreed on items recorded
  • Action point agreed checked at next meeting
  • Clarity on status of outstanding items recorded
  • Challenges completion of action before the meeting
  • Minutes of board meetings may be required for auditing and tax purposes
  • Minutes shared with non-attendees for information
50
Q

Note-taker

A
  • Usually delegated by the person leading the meeting
  • Allows the leader to concentrate on chairing the meeting
  • Records decisions
  • Action items and discussion clearly and concisely
51
Q

🖊🖊What should and should not be included in different types of meeting minutes

A

AC3.4

52
Q

Formal company meeting minutes

A

-Title of the meeting

  • Time
  • Date
  • Location
  • Number of persons present
  • Proxy voters (usually for company AGM)
  • Names of persons attending
  • Confirmation of a quorum (required number when voting on a resolution)
  • Telephone attendees (conference call)
  • Details of actions taken
  • Exact wording of a resolution made
  • Names of nominate and seconded of motion
  • Outcome of resolution voting it a nomination (re-election of a director)
  • Any other matters
  • Time and reason meeting adjourned
  • Signed off by chairperson
53
Q

Informal company meeting minutes

A
  • Title of meeting
  • Time
  • Date
  • Location
  • Names and roles of persons present
  • Purpose of the meeting
  • Telephone attendees (conference call)
  • Accurate notes
  • Clear actions to be taken and agreed
  • Date of next meeting
  • Signed off by meeting leader/ chair person
54
Q

Not included in minutes (all types of meetings)

A
  • Verbatim transcript of discussion
  • Unclear actions
  • Details of any presentation given
  • Resources used
55
Q

🖊🖊How to take notes in during meetings

AC3.5

A
  • Paper-based minutes
  • Electronic minutes
  • Monitoring signing off of attendance sheet listing all persons expected
  • Identifying individuals (name badges, place cards)
  • Note who is speaking
  • Record speaker’s name and points made
  • Start time
  • Note main ideas and discussion points (avoid verbatim notes)
  • Motions that will be voted on at a future meeting
  • Clarify action points discussed and agreed to ensure accuracy
  • End of meeting time
56
Q

📚📚Features and purposes of different types of formal and informal meetings

A

AC4.1

57
Q

Formal meetings-

Company annual general meeting

A
  • shareholders’ meeting to elect of re-elect the board of directors
  • present annual report and accounts
  • needing a default quorum requirement of majority voting shareholders
  • at least 10 days notice must be given including agenda
58
Q

Formal meetings -

Board of directors’ meeting

A

•senior management of the organisation

  • establish broad policies and objectives
  • review performance of chief executive and directors
  • adequacy of financial resources
  • approve the annual budget
  • annual report and accounts to shareholder
  • take decisions on changes to business (mergers, dissolutions)
  • quorum requirement for voting on resolutions
59
Q

Informal meetings-

Department

A
  • Staff working in a functional area
  • team meeting: work relating to that team
  • chairperson manager of that department
  • updates on company information or department specific
  • discussions on department or other projects
  • allocation of workloads
  • staffing requirements
60
Q

Informal meeting-

Project meetings

A
  • Specific to targeted work
  • all staff involved normally attend
  • progress updates
  • targets being met
  • phased deadline slippage
  • re-scheduling
  • costing / budget reviewed
  • sufficient resources check (staffing and physical)
  • continues to end of project
61
Q

Informal meetings-

Standing meetings

A

-Regular meetings held weekly, fort nightly or monthly

  • specific targeted work related (project meetings)
  • particular aspects
62
Q

Operations and facilities

A
  • Managing operational services
  • Heating
  • Lighting
  • Access
  • Security
  • Cleaning
  • Catering
  • Routine maintenance
  • Non-routine maintenance
  • Parking
  • IT support
63
Q

Welfare

A
  • Heathy, safe and secure workplace environment
  • Maintain a clean and hygienic workplace
  • Regular risk assessments
  • Toilets and washing/drying facilities
  • Showers and changing rooms
  • Restaurant, drinks machines or facilities for making hot drinks, drinking water
  • First aid supplies
  • Resident or part time medical support
  • Crèche
  • Secure access to workplace
  • Secure and safe reception facilities
  • Visitor badges
  • Outside facilities for smoking
64
Q

📓📓The legal obligations of the employer for health and safety in the work place

A

AC2.1

65
Q

Employer’s legal obligations

Legislation

A

-Meet the obligations of the health and safety legislation
•maintain safe equipment
•safe use
•handling
•storage and transport of articles and substances (COSHH legislation)
•risk assessment
•first aid

66
Q

Employer’s legal obligations

Legal processes, documents and notices

A

-Health and safety policy document, including
•management of health and safety
•responsibility of individuals
•commitment to health and safety

-Displaying health and safety law poster

-Complying with external health and safety inspection
•Fire service
•health and safety executive

67
Q

Employer’s legal obligations

Health and safety information

A

-How to identify and assess risks

-Provide training
•assessing risks
•using specific equipment and materials
•keeping self and others safe

  • Provide adequate protective clothing
  • Facilitate eye checks
68
Q

Employer’s legal obligations

Maintain a safe workplace

A
  • Conduct regular risk assessment
  • Address any risks identified
  • Safe access to emergency exits
  • Safe use of equipment in the workplace regular testing of electrical equipment

-Regular computer risk assessment
•position of monitor
•height of chair
•position of arms

  • Fire drills
  • Testing for extinguishers
69
Q

Employer’s legal obligations

Health and safety staff

A
  • Overall responsibility
  • Employee representatives
  • Reporting hazards
  • Dangerous occurrences

-Fire wardens
•to support fire drills
•give health and safety advice

  • First aiders
  • Security staff
70
Q

📓📓Individual’s responsibilities for health and safety in the workplace

A

AC2.2

71
Q

Employee responsibilities

Safe working practices

A
  • Take reasonable care of own health and safety
  • Alert to effect of own acts on others
  • Follow manufacturers’ instruction manuals
  • Wear protective clothing provided
  • Follow procedures when accidents occur
  • Maintain personal hygiene
  • Behave in a safe manner
  • Store equipment and materials without causing a hazard to self or others
  • Use correct lifting techniques
72
Q

Employee responsibilities

Cooperate with employer

A
  • Comply with company health and safety procedures
  • Attend training on the correct use of equipment
  • Report hazards
  • Report accidents in the accident book
  • Take part in fire drills
  • Have regular eye checks
73
Q

Employee responsibilities

Additional responsibilities

A 
-Health and safety officer 
•health and safety policy review
•risk assessment 
•report to employer on hazard 
•dangerous occurrences 
•general matters affecting groups of employees

-Fire warden responsibility
•checking areas are clear
•encouraging others to leave the building
•feeding back any issues on the evacuation process

74
Q

Accident and emergency procedures

A

AC2.3

75
Q

Accidents

A
  • Falls
  • Cuts
  • Fainting
  • Objects falling causing injury
  • Small chemical spillage
76
Q

Emergencies

A
  • Serious injuries
  • Fire
  • Electrocution
  • Large chemical spillage
77
Q

Procedures

A
  • Trained and competent staff (technical for machinery)
  • First wider
  • Nominated staff to take control

-Regular training and practise
•fire drills
•use of specialist equipment

  • Fire safety notices and policies in staff had books
  • Procedures for raising alarms
  • Contacts
  • Details of emergency and location
  • Staff meeting point on evacuation
  • Emergency lighting
  • Sufficient emergency unblocked exit routes
  • Needs of staff with disabilities
  • Re-entry procedures
78
Q

🖊🖊 The purpose of meeting minutes

AC3.1

A
  • Minutes are a written record of notes taken at a meeting of items discussed
  • Used to confirm to delegates attending or as information for staff not attending of decisions taken
  • Actions agreed are recorded
  • The staff allocated to each agreed action is agreed
  • The timeline of each action to be taken is recorded
  • Serves as a record of the meeting’s procedures and outcomes
79
Q

🖊🖊The legal implications of meeting minutes

A

AC3.1

80
Q

Legal purpose of meeting minutes

A
  • To protect the organisation
  • To protect the meeting participants
  • To provide a record of actions taken
  • Evidence that the actions were taken according to proper procedure
81
Q

Legal implications of meeting minutes

A
  • Minutes may be examined in the event of legal action
  • Minutes may be examined in the event of financial audit
  • Minutes can be subject to Freedom of Information Act 2000 requests
  • If actions are challenged
  • Liability for an action may be shifted for the individual taking the action to the decision agreed by a group
  • Decisions need to demonstrate that all members of the groups agreed an action
82
Q

🖊🖊The importance of accuracy in minute taking

A

AC3.3

83
Q

Accuracy

A
  • One official version of decision made to avoid misunderstandings
  • Clarity of agreements made
  • Minute note taking role includes checking accuracy at meeting
  • Ensures all delegates agreed on items recorded
  • Action point agreed checked at next meeting
  • Clarity on status of outstanding items recorded
  • Challenges completion of action before the meeting
  • Minutes of board meetings may be required for auditing and tax purposes
  • Minutes shared with non-attendees for information
84
Q

Note-taker

A
  • Usually delegated by the person leading the meeting
  • Allows the leader to concentrate on chairing the meeting
  • Records decisions
  • Action items and discussion clearly and concisely
85
Q

🖊🖊What should and should not be included in different types of meeting minutes

A

AC3.4

86
Q

Formal company meeting minutes

A

-Title of the meeting

  • Time
  • Date
  • Location
  • Number of persons present
  • Proxy voters (usually for company AGM)
  • Names of persons attending
  • Confirmation of a quorum (required number when voting on a resolution)
  • Telephone attendees (conference call)
  • Details of actions taken
  • Exact wording of a resolution made
  • Names of nominate and seconded of motion
  • Outcome of resolution voting it a nomination (re-election of a director)
  • Any other matters
  • Time and reason meeting adjourned
  • Signed off by chairperson
87
Q

Informal company meeting minutes

A
  • Title of meeting
  • Time
  • Date
  • Location
  • Names and roles of persons present
  • Purpose of the meeting
  • Telephone attendees (conference call)
  • Accurate notes
  • Clear actions to be taken and agreed
  • Date of next meeting
  • Signed off by meeting leader/ chair person
88
Q

Not included in minutes (all types of meetings)

A
  • Verbatim transcript of discussion
  • Unclear actions
  • Details of any presentation given
  • Resources used
89
Q

🖊🖊How to take notes in during meetings

AC3.5

A
  • Paper-based minutes
  • Electronic minutes
  • Monitoring signing off of attendance sheet listing all persons expected
  • Identifying individuals (name badges, place cards)
  • Note who is speaking
  • Record speaker’s name and points made
  • Start time
  • Note main ideas and discussion points (avoid verbatim notes)
  • Motions that will be voted on at a future meeting
  • Clarify action points discussed and agreed to ensure accuracy
  • End of meeting time
90
Q

📚📚Features and purposes of different types of formal and informal meetings

A

AC4.1

91
Q

Formal meetings-

Company annual general meeting

A
  • shareholders’ meeting to elect of re-elect the board of directors
  • present annual report and accounts
  • needing a default quorum requirement of majority voting shareholders
  • at least 10 days notice must be given including agenda
92
Q

Formal meetings -

Board of directors’ meeting

A

•senior management of the organisation

  • establish broad policies and objectives
  • review performance of chief executive and directors
  • adequacy of financial resources
  • approve the annual budget
  • annual report and accounts to shareholder
  • take decisions on changes to business (mergers, dissolutions)
  • quorum requirement for voting on resolutions
93
Q

Informal meetings-

Department

A
  • Staff working in a functional area
  • team meeting: work relating to that team
  • chairperson manager of that department
  • updates on company information or department specific
  • discussions on department or other projects
  • allocation of workloads
  • staffing requirements
94
Q

Informal meeting-

Project meetings

A
  • Specific to targeted work
  • all staff involved normally attend
  • progress updates
  • targets being met
  • phased deadline slippage
  • re-scheduling
  • costing / budget reviewed
  • sufficient resources check (staffing and physical)
  • continues to end of project
95
Q

Informal meetings-

Standing meetings

A

-Regular meetings held weekly, fort nightly or monthly

  • specific targeted work related (project meetings)
  • particular aspects

BTEC Level 3 Diploma In Business Administration (1 decks)

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