Administration

(Professional Business)

Level 1 AwardWaterside

Tutor: Michelle Walsh

mwalsh@accross.ac.uk

01254 354413

Building Information -

Reminder Fire evacuation

Toilets

Smoking

Phone calls / appointments

Commitment = 8 sessions (break in February half-term)

Absences to be reported – Always AIM for 100% attendance

Brews – 25p per session

Questions?

Learning outcomes – Session 2 LO 1: Re-cap the role of an administrator and how

administrators help a business to achieve their goals

LO 2: Reflect on your own skills/qualities for the administrative

role

LO 3: List 5 different activities carried out by administrators and

describe each one (1.1) Homework discussion

LO 4: Use key equipment according to organisational

procedures (2.2)

LO 5: Give examples of information that should be kept

confidential (5.2)

LO 6: State the reasons why it is important to keep some

information confidential (5.1)

LO 7: Follow instructions to complete Admin task 1 (2.1)

During the practical tasks you

will meet the following

criteria;

Working in business and Administration

AC 2.1 Follow instructions to complete routine administrative tasks

AC 4.1 Use simple tools to organise their time

Creating business documents

AC 3.1 Produce routine business documents using the appropriate communication style

AC 3.2 Check documents for accuracy

What else you can expect in this

session

Key terminology: Procedure, confidentiality

Key English and maths skills: Following written and verbal instructions to complete tasks, sharing ideas, formal written communication, proof readingKey British Values: Respect – Following group rules to help form mutual respect and comfortable learning environment for everyone. Rule of Law –Confidentiality, Health & Safety at Work Act 1974 and Data Protection Act 1998E-Learning: ItsLearning for resources, Google for research if needed & Microsoft Word to type letter

Icebreaker Name recollection!

Let’s see how well we do

Group Rules

You created your own group rules last week

I have also included the general rules we have here at Waterside

These are now at the front of the class –During the course of today have a read through them and keep them in mind when attending sessions here at Waterside

Re-capWithout your portfolios, write a brief answer for each

question…

1. What is the role of an administrator?

2. How does the work of an administrator help a

business achieve its goals?

Peer assess - Swap papers with someone else. Read the

answer and state in writing one thing they did well and one

thing which could be improved (if any)

We will share a few answers.

Individual learner

reflection Complete the Skills for Life checklist

Identify any areas for development

Consider how you can develop these areas

Create a development plan for 3 key areas.

We will re-visit this towards the end of the course

Homework discussion

You needed to;

Identify at least 5 different ACTIVITIES that the administrator may be expected to do in their role and describe how each one may be done, using your own words.

How did you get on?

Share some ideas…

Did anyone access ItsLearning? How did you find it?

Icebreaker – Office

hazards

Work in pairs

look at the picture

identify as many health and safety

hazards you can find in the picture.

(2 minutes)

Activity – Key equipment

In pairs list the key equipment that you

are likely to use as an administrator

(2 mins)

Equipment Health & Safety

What do you think this means?

How does this relate to Business

Administration?

Login to the computers and complete a VDU

(Visual display unit) workstation checklist in

pairs

You have 15 minutes to complete this task

Organisational

ProcedureWhat does this mean?

Organisation = The business

Procedure = The correct way of doing

something

How could this apply to the administration

role?

Organisational procedures for

using equipment – These

depend on the business

Find a different person to work with – Someone you

haven’t worked with today please

Identify 3 organisational procedures you may need to

follow when using office equipment in a business

Example; All staff must log on to the computers with

their own username and password

Other examples… Check equipment is plugged in before use

Any faults must be reported

Telephone – Dial 9 for an outside line

Select correct budget when prompted for printing (use scan card)

Use double sided printing where appropriate (internal)

Use black and white printing where appropriate

Check lights & plugs before leaving the building/office

I will provide you with organisational procedures to follow whilst you are on

this course

Pair Activity – Formal

letter writing

Work in pairs to select the correct pieces

and place them in the order they would

appear on a formal letter.

Peer assess – look at others, have they got

it right?

Individual activity -

follow instructions (2.1) –

Proof reading Complete Bodgit letter – Proof reading

activity. Using formal language

You have 3 minutes to read through your

instruction sheet, 2 minutes to ask

questions/make notes

You should complete the task using

Microsoft Word – 20 minutes

Confidentiality – Page 13Work in groups to discuss confidentiality of

information. Use the questions below to help you. Take

notes to help you complete Page 13

In a business administration role…..

1. What different types of information should be

kept confidential? Try to list 10 things

2. How would you keep this information

confidential?

3. Why is it important to keep things confidential?

Think about the different roles in administration –

What type of information might you come across?

ADMIN TASK 1

You need to complete ADMIN TASK 1

You have 3 minutes to read through your

instruction sheet, 2 minutes to ask

questions/take notes

You can complete the task using Microsoft Word

You have 20 minutes to complete the task

Did you…..

LO 1: Re-cap the role of an administrator and how

administrators help a business to achieve their goals

LO 2: Reflect on your own skills/qualities for the administrative

role

LO 3: List 5 different activities carried out by administrators and

describe each one (1.1) Homework discussion

LO 4: Use key equipment according to organisational

procedures (2.2)

LO 5: Give examples of information that should be kept

confidential (5.2)

LO 6: State the reasons why it is important to keep some

information confidential (5.1)

LO 7: Follow instructions to complete Admin task 1 (2.1)

ItsLearning

If you haven’t already – Access ItsLearning to

have a look through some of the resources

available to you

These resources will help you to further your

knowledge and improve your skills as an

administrator.

Home workYou need to….. Research (or ask around) about what

administrative/reception staff would generally

wear to work. Write some information down

about what you could do to dress appropriately

When you come in next week you need to

dress appropriately for the role of

welcoming visitors.

This will be your dress code for the rest of

the course.

Next week…..

Prioritising tasks

Using equipment

Welcoming visitors