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STANDARD GRADE
ADMINISTRATION
ADMINISTRATIVE
SUPPORT/ICT
KEY WORDS
CONTENTS
Organisation of Departments........................................3
....................................................................................12
Unit 4 Reprographics...................................................16
Unit 7 Travel................................................................19
ICT Unit.......................................................................21
Unit 1a Introduction to Business Organisations:
Organisation of Departments
Tall management 2
a structure which has many levels
structure of management posts
3
3
Sales Manager
Overseas Sales
Home Sales Assistant Marketing Assistant
Assistant
Restructuring
Outsourcing
the organisation buys in
services eg security, office
cleaning, from another firm on a
contract basis instead of
getting its own staff to carry
out the work
4
Unit 1b Introduction to Business Organisations:
Key Functions of Departments within an Organisation
Application Forms
References
Contract of Employment
Duties
Human Resources Manager • reports to Board of Directors
• monitoring employees in
department
• interviews job applicants
5
• key-in letters to job applicants –
word processing
• transfer applicants details on to
computer - scanner
6
• receives Quotation
• sends Order Form
• Delivery Note
• Goods Received Note is received
with goods
• Invoice is received for payment
of goods
• Credit Note is received for any
goods returned
• Statement is received at end of
Duties month
Purchases Manager
• reports to Board of Directors
• monitoring employees in
department
Buyer
• negotiates contracts
• agrees purchase price
Administrative Assistant
• word processes letters of
enquiry
• completes and sends order
IT in Purchasing forms
• files information from suppliers
Sales Representative
• reports to Board of Directors
Marketing Manager • set sales targets
7
Centralised Administrative Advantages
support • employees are specialists
• higher standard of work
• noisy equipment in one area
Disadvantages
• inconvenient if centralised
location is far from your
department
• equipment failure will cause
delays
8
Unit 2a The Working Environment: Office Layout
9
all of the time
10
Unit 2b The Working Environment:
Safe Working Practice and Procedures
• name
• position
• description of incident, etc
Hazard/Fault report
Details faults with an individual
piece of equipment.
Health and Safety Executive
the HSE are an organisation
responsible for the H&S of all
employees
Legislation
Health and Safety at Work Act 1974
- responsibilities of employer
- responsibilities of employee
Health and Safety (First-Aid)
Regulations 1981
11
Unit 2c The Working Environment: Reception Services
Security procedures
CCTV • images sent from cameras,
placed in key viewing points, to
monitors viewed by security
staff
• recordings may be made on
Locked doors videotape
Keypad/Combination locks
Entry phone Learn: features
Swipe card
Security/ID badges
12
Unit 2d The Working Environment: Mail Handling
13
Unit 3 Storage and Retrieval of Information
Software
Database used for creating information before
Spreadsheet being stored electronically
Word processing
Desktop publishing (see ICT unit)
14
cards/keys, anti-virus software
Legislation
Data Protection Acts 1984, 1998 This protects the data subject (the
person about whom information is
held). Applies to information stored
on computer.
15
Unit 4 Reprographics
16
Unit 5 Sources of Information
The Internet
organisations use this as a source of
desk research and e-commerce
(see ICT Unit)
17
Unit 6 Preparation and Presentation of Information
18
Unit 7 Travel
Possible requirements
Passport an official document certifying the
identity and nationality of a citizen
it permits the person to travel: we
now need our passport for internal
and external air flights
Methods of Payment
Cash e-dollars or foreign currency may be
needed if travelling aboard
all requirements must be arranged
in advance and must be accounted
for with receipts
19
Credit/Debit Card this is the most popular method
today and its usage demands a pin
number
20
ICT Unit
Keyword Definition
Databases An organised collection of information
Fields/records
Advantages
• Records found quickly using search
facility
• Records can be sorted into required
order
• A query can be used to create a
report
• Mail merge can be used to
personalise letters
Uses
• Staff records
• Customer records
• Supplier records
Spreadsheets Used to enter text and numbers into a
table with rows and columns. Formulae
can be entered into the required cells
which allow calculations to be made
automatically.
Formula
Addition =B2+B3 or =SUM(B2:B8)
Average =AVERAGE(B2:B8)
Subtraction =B2-B3
Division by 2 =B2/2
Multiplication =B2*C2
Absolute formula =$B$2*C2
Advantages
• Formulae can be entered for
calculations
• Formulae can be replicated – saves
time
• Changes can be made easily
• Charts and graphs can be produced
21
editing by inserting, deleting, moving
words, and checking spelling before
printing.
Advantages
• On-screen layouts are similar,
making it easier to learn
applications
• Data is easily transferred
between applications
• Mail merge can be carried out
• Dynamic linkage is possible
• Integrated package may be
cheaper
The Internet This is a WAN spanning the globe. It
requires a modem, telephone socket,
Internet Browser software and an ISP -
Internet Service Provider.
Uses
• Advertising the organisation
• E-commerce – customers find a
product, order it and pay for it using
credit/debit card
• Keeping up-to-date with information
about competitors
• Using e-mail to contact customers
• Researching travel etc
Terms
Internet Service Provider (ISP) A company that provides access to the
Internet
22
Hyperlink A connection from one web page or
website to another web page or site
Uses
• Up-to-date company information
• Up-to-date product information
• Daily or weekly bulletins
• Internal e-mail
• Electronic diaries
• Sharing software/peripherals eg
printers
Advantages
• Same information available to all
employees
• Updates only done once
• Standardised documents can be
stored
Presentation software eg Microsoft Why?
PowerPoint • Each slide contains relevant
information, graphics and can be
animated
• Sound, video clips can be
incorporated
• Can set up timings for the show
23
Security Methods of making sure that data is
private or that only authorised people
can see the data.
Passwords – a secret code that you use
to gain access to private information on
a computer system or to log onto a
network.
Encryption – processing a message so
that personnel cannot understand it
unless they have authorised access to
the software needed to unscramble the
data.
Physical – this includes locked doors,
swipe cards for keyboards etc
Biometric – this includes iris scans and
palm prints to gain access to computer
rooms.
Legislation A law which allows computer criminals
Computer Misuse Act 1990 like hackers and creator of viruses, to be
prosecuted.
It makes it a criminal offence to gain
unauthorised access to a computer
system, to hack, or to write and
distribute viruses, which can change
data on a computer.
The Health and Safety Regulations Employers are required to:
(Display Screen Equipment) 1992 analyse workstations, assess and reduce
risks,
provide users with training on how to
use VDU’s and workstations safely,
organise the daily work of VDU users so
that they have regular breaks and
changes of activity,
arrange and pay for regular eye tests for
VDU users.
The Copyright, Designs and Patent Act This makes unauthorised copying and
downloading of music and films a
criminal offence. This Act does not
completely defend the rites of the artists
because these same materials may be
freely downloaded from file servers in
other countries.
The Privacy and Electronic Companies must get permission from an
Communications Regulations 2003 individual before they can send them an
e-mail or a text message. This law
makes SPAM a criminal offence and
senders of unsolicited e-mails may face
unlimited fines. This law does NOT cover
business e-mail addresses.
24