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By:
Niamh Graham
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Decks in this class (115)
Duties Undertaken by an Admin Assistant
Filing information and documentation,
Recording information,
Preparing a range of business doc...
6
cards
Duties Undertaken by an Senior Admin Assistant
Plan and manage meetings,
Develop and maintain filing systems,
Develop and implement office poli...
5
cards
Skills and Qualities of an Admin Assistant
Good organisation skills,
Good communication skills,
Good time management
6
cards
Skills and Qualities of an Senior Admin Assistant
Patience,
Communication skiils,
Coordination skills
7
cards
Skills Required for Effective Time and Task Management
Planning,
Delegating,
Organising
5
cards
Effects of Poor Time and Task Management (Individual)
Higher stress,
Decrease in morale,
Reduction in productivity
3
cards
Benefits of Good Time and Task Management (Individual)
Improved working relationships,
Positive customer reviews
2
cards
Effects of Poor Time and Task Management (Organisation)
Hostile working environment,
Poor customer relations
2
cards
Benefits of Good Time and Task Management (Organisation)
Reduction of staff absences,
Reduces costs,
Increased productivity
3
cards
Time and Task Management Strategies
To do list priorities list,
Action plans,
Gantt charts
6
cards
Time and Task Management (Delegation)
Why do some managers find it diff...,
What are the consequences for a m...,
What are the consequences for a m...
5
cards
Time and Task Management (Time Stealers)
Interruptions from calls and visi...,
Interruptions from calls and visi...,
Procrastinationdescription
12
cards
Targets - Why set them?
Measures the,
Managers organise,
All employees understand what
5
cards
SMART Targets
Specific,
Measurable,
Agreed
5
cards
Changing Priorities - Unforeseen Circumstances
Staff absences,
Technical issues,
Organisations change their priori...
3
cards
Changing Priorities - Possible Solutions
Extending the,
Requesting,
Being assertive
5
cards
Changing Priorities - Unforeseen Circumstances (What can it avoid?)
Increased stress,
Work overload,
Activity panic
4
cards
Monitoring and Evaluating Progress
Random sample checks,
Gantt charts,
Regular meetings
5
cards
Features of an Effective Team
Team membership,
Team development,
Leadership
6
cards
Team Formation - Team Roles
Ideas person,
Organiser,
Motivator
6
cards
Stages of Team Development
Forming,
Storming,
Norming
4
cards
Skills of an Effective Team Member
Motivational skills,
Supportive skills,
Good listening skills
6
cards
Types of Leadership
Autocratic,
Democratic,
Laissez faire
3
cards
Benefits of Good Leadership
Increased participation motivation,
Increased productivity,
Better career prospects
6
cards
Benefits of Team Working (Individuals)
Sense of being valued and belonging,
Increased morale and motivation,
Shared knowledge and skills
4
cards
Benefits of Team Working (Organisation)
Multi skilled and flexible workforce,
Increased responsibility and less...,
Increased productivity
4
cards
Health and Safety at Work Act 1974 (HASAWA) factors
Lighting,
Rest facilities,
Ventilation
7
cards
Health and Safety at Work Act 1974 (HASAWA) Employer Responsibilities
Provide a safe place,
Provide training,
Provide a written
6
cards
Health and Safety at Work Act 1974 (HASAWA) Employees Responsibilities
Cooperate with,
Immediately report,
Always follow guidelines
6
cards
Strategies an Organisation can implement to comply with Display Screen Equipment Legislation
Carry out regular checks,
It equipment is,
Provide training and
4
cards
Strategies an Employee can implement to comply with Display Screen Equipment Legislation
Use equipment when,
Follow all,
Plan work activities
4
cards
Employer Responsibilities for complying with Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
Accidents must be reported when they,
Accidents must be recorded but no...,
Accidents to members of the publi...
3
cards
Employer Responsibilities for complying with Health and Safety (First Aid) Regulations 1981
Inform employees,
Carry out a,
Provide adequate and appropriate ...
4
cards
Employer Responsibilities for complying with Fire (Scotland) Act
Carry out a fire risk assessment,
Implement strategies to minimise ...,
Provide fire safety equipment
4
cards
What can happen to an employee if they fail to comply with Health and Safety Procedures
A verbal warning,
A written warning,
Suspension or dismissal
3
cards
What can happen to an Organisation if they fail to comply with Health and Safety Procedures
The organisation can be investigated,
The organisation can be issued with,
The organisation s workplace can be
4
cards
The 4 main pieces of legislation governing the safety and security of data
List the
1
cards
Strategies an organisation can use to ensure employees comply with the Computer Misuse Act
Train staff,
Create a user,
Use posters to
5
cards
What does the Freedom of Information Act mean and state?
The act means that list 2 points,
What does the legislation state e...,
What does the legislation state a...
5
cards
Copyright, Designs and Patents Act 1988
What does the act do,
What does this legislation cover ...,
A user can also pay a fee to the
3
cards
What are the 6 principles of GDPR?
Lawfulness fairness and transparency,
Purpose limitation,
Data minimisation
6
cards
What are the strategies for the 6 principles of GDPR?
Lawfulness fairness and transparency,
Purpose limitation,
Data minimisation
6
cards
Consequences of Failing to Comply with Data Handling Legislation - Organisation
Customers may lose,
Customers may switch to,
May be difficult to
6
cards
Consequences of Failing to Comply with Data Handling Legislation - Employee
Recieve a,
Dismissal contract,
A poor reference is likely
5
cards
Communicating Legislation/Regulations - Advantages and Disadvantages
List advantages and disadvantages...,
List advantages and disadvantages...,
List advantages and disadvantages...
4
cards
Cellular Office Layout - Advantages
Work areas are private allowing,
Information and belongings can be,
Light and temperature
4
cards
Cellular Office Layout - DIsadvantages
Communication may be,
Cellular layouts can be,
It is difficult to share
4
cards
Open Plan/Flexible Office Layout - Advantages
The space is flexible and,
The work environment can be,
Equipment can be shared
4
cards
Open Plan/Flexible Office Layout - Disadvantages
There may be a lack of privacy,
Securing storage may be more diff...,
Employees can become more easily ...
4
cards
Features of an Ergonomic Office
Equipment furniture,
Noise,
Position of desk items
6
cards
Working Hours
Full time,
Part time,
Job share
4
cards
Contracts
Permanent,
Temporary,
Fixed term
5
cards
Work Locations/Mode of Working
Homeworking,
Teleworking,
Teleworking what are teleworkers
3
cards
Home/Teleworking - Advantages and Disadvantages
Allows a better work life balance,
Reduction in travel,
Organisations can save money on
8
cards
Hot Desking
What is hot desking,
What are the impacts on the emplo...,
What are the impacts on the organ...
3
cards
Touchdown Areas
What is a touchdown area and who ...
1
cards
Oher Flexible Practices
Career breaks,
Unpaid leave,
Case loading
9
cards
Impact of Flexible Working Practices - Advantages for the Organisation
Saves on recruitment and training of,
Can be cost effective,
Better morale motivation and prod...
4
cards
Impact of Flexible Working Practices - Disadvantages for the Organisation
Communication may be,
Technical difficulties may result in,
Must provide suitable
5
cards
Impact of Flexible Working Practices - Advantages for the Employee
A better work life balance can be,
Reduces travel costs,
More accommodating
4
cards
Impact of Flexible Working Practices - Disadvantages for the Employee
May feel isolated when,
It may be difficult to build,
Working at home may be very distr...
4
cards
Technology and Flexible Working Practices - Communication
Video conferencing,
Email,
Intranet
5
cards
Technology and Flexible Working Practices - Software Applications
Word processing,
Spreadsheets,
Databases
4
cards
Intranet - Advantages and Disadvantages
Advantageseasy to share hardware ...,
Advantagesmakes it easier to share,
Advantagesback ups can be taken
9
cards
Features of E-diary
Automatic invites,
Recurring meetings,
Reminders
6
cards
Internet – E-Commerce - Advantages and Disadvantages
Advantagesthe organisation can re...,
Advantagescustomers have access to,
Advantagesthe organisation can re...
9
cards
E-mail - Advantages and Disadvantages
Advantagesfast way of,
Advantagesinformation does not ha...,
Advantagesfiles can be attached to
11
cards
File Management - What the Procedure should cover
File locations,
File names,
Routine maintenance
4
cards
Benefits of good File Management
Allows data to be retrieved easil...,
Protects data to ensure accuracy ...,
Ensures that only employees autho...
5
cards
Consequences of poor File Management
Time will be wasted looking for,
Relationships with customers could,
Computer systems could
5
cards
Technology Advances - Advantages and Disadvantages
Advantagesmeetings can take place...,
Advantagesusing skype or facetime...,
Advantagesallows for demonstrations
5
cards
Collaborative Projects
Why are collaborative projects be...,
What can collaborative projects o...,
What may administrators be tasked...
3
cards
The Role of an Admin Assistant (The 5 C's)
Comptenece,
Confidence,
Concern
5
cards
Benefits of Effective Customer Care
Increased customer loyalty meaning,
A positive reputation for the,
Satisfied customers means satisfi...
4
cards
Consequences of Poor/Ineffective Customer Care
Loss of customers to,
A negative reputation or image me...,
Low morale amongst staff due to a...
5
cards
Purpose of a Mission Statement
Communicates the values to,
Sets out the vision and purpose for,
It can be used as a marketing too...
3
cards
Features of a Mission Statement
It contains the aims,
It explains how an organisation will,
It may contain the values
4
cards
What will the organisation benefit from if a customer care statement is implemented?
High levels of customer,
Increased,
Greater customer
6
cards
What must be clear in a Customer Service Level Agreements (SLA)?
What is a customer service level ...,
Delivery of products from the,
Installation of a product in the ...
8
cards
Features of an Effective Complaints Procedure
Clear information on how and to who,
The time limit for dealing with,
The outcome of the complaint is c...
6
cards
Why a Complaints Procedure is Needed
Customers know how to,
Customers know the process,
Created feedback to be
6
cards
Monitoring & Evaluating Customer Care - Written Survey
What is a written survey,
What does the organisation seek f...,
List 2 advantages of a written su...
4
cards
Monitoring & Evaluating Customer Care - Telephone Survey
What is a telephone survey,
What are 2 advantages of a teleph...,
What are 2 disadvantages of a tel...
3
cards
Monitoring & Evaluating Customer Care - Online Survey
What is a online survey,
What are 2 advantages of an onlin...,
What is a disadvantage of an onli...
3
cards
Monitoring & Evaluating Customer Care - Focus Groups
What are focus groups,
What are the questions like in fo...,
What are 2 advantages of a focus ...
4
cards
Monitoring & Evaluating Customer Care - Face-to-face interviews
What is a face to face interview,
What are 2 advantages of a face t...,
What are 2 disadvantages of a fac...
3
cards
Monitoring & Evaluating Customer Care - Mystery Shopper
What is a mystery shopper,
What are mystery shoppers told to do,
What are 2 advantages of a myster...
4
cards
Monitoring & Evaluating Customer Care - Suggestion Schemes/Boxes
What is a suggestion scheme box,
What are 2 advantages of a sugges...,
What are 2 disadvantages of a sug...
3
cards
Monitoring & Evaluating Customer Care - Membership Groups
What is a membership group,
What is a advantage of a membersh...,
What is a disadvantage of a membe...
3
cards
Monitoring & Evaluating Customer Care - Social Media
How do organisations deal with th...,
What is an advantage of social media,
What are 2 disadvantage of social...
3
cards
Benefits of Good Communication
Makes decision making easier,
Better communication with custome...,
Communicating the aims of the bus...
7
cards
Consequences of Poor Communication
Demotivated staff who lack,
Poor relationships with customers...,
High staff turnover as staff leav...
5
cards
Written Communication - Advantages and Disadvantages
Advantagesprovides a permanent re...,
Can be more structured and,
Recipients will be able to proces...
6
cards
Verbal Communication - Advantages and Disadvantages
Advantagesinformation can be given,
Advantages,
Advantagescan be cheaper than
6
cards
Barriers to Communication - Descriptions
Noise,
Information overload,
Insufficient information
6
cards
Barriers to Communication - Solutions
Noise,
Information overload,
Insufficient information
6
cards
Features of a Word Processor
What is word processing,
What are the main functions of a ...,
What does word processing allow
4
cards
Features of a Spreadsheet
What are spreadsheets used for,
What are the main functions of a ...,
How can text and cells be formatted
5
cards
Features of Presentation Software
What is powerpoint used for,
What are the main functions of po...
2
cards
Features of a Database
What are databases used for,
What are the main functions of a ...,
How can information be kept secur...
5
cards
Reliability and Validity of Information
Accurate,
Complete,
Timely
6
cards
File Management
Naming conventions,
Version control,
Restricted access
7
cards
Informal Meetings
Where are informal meetings held ...,
How are informal meetings differe...
2
cards
Formal Meetings
What are formal meetings,
What happens during a formal meeting,
Types of formal meetingsannual ge...
5
cards
Roles and Responsibilities of Office Bearer
Chairperson,
Admin assistant secretary,
Treasurer
3
cards
Roles of the Chairperson - Before a Meeting
Be completely familiar with the o...,
To ensure that the previous minut...,
Decide the date time and location
5
cards
Roles of the Chairperson - During a Meeting
To sign the minutes as a correct ...,
To work consistently through the ...,
To try to ensure that everyone ha...
6
cards
Roles of the Chairperson - After a Meeting
To take any appropriate,
To liase with the secretary regar...
2
cards
Roles of the Admin Assistant - Before a Meeting
Book the venue accommodation for ...,
Open a file folder for the meetin...,
Have a attendance register or she...
7
cards
Roles of the Admin Assistant - During a Meeting
Read the minutes of the previous ...,
Ensure that the chairperson signs...,
Assist the chairperson throughout...
6
cards
Roles of the Admin Assistant - After a Meeting
Remove the meeting in,
Clear the room and leave,
Prepare a note of any issues to
7
cards
Notice of Meeting and Agenda
What is a notice of meeting and a...,
What does the notice of meeting s...,
What does the agenda section outline
6
cards
Minutes and Action Minutes
What is minutes,
What is action minutes,
Benefits of minutes and action mi...
6
cards
Use of Technology During a Meeting
E mail,
Electronic diaries calendarshow a...,
Electronic diaries
14
cards
Command Words
Outline,
Describe,
Explain
6
cards
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