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Golspie High School

Higher Administration

& IT

Course Guide

2016/17

Golspie High School Administration & IT

Higher Course Guidelines

The skills, knowledge and understanding that will be developed in the Higher Administration Course are outlined in the following table.



Prior Knowledge - ICT It is important that you realise it is assumed that you know all National 4/5 level administrative skills for word processing, spreadsheets, databases, presentation packages, desk top publishing, etc. You will not have time to cover them in class, so it is up to you to work on any gaps in your knowledge at home or after school/lunchtime or during study periods. Ensure you have a copy of the Guidelines for Staff for Document Production sheets to hand and refer to them regularly. They cover house style layouts, abbreviations and manuscript correction signs for the documents you are required to know. In addition, the following booklets are available on the school intranet to practice with and/or refer to. Resources Date

Completed Comments/Targets

RS Pack 12/196 – MS Excel 2010 at a Glance

RS Pack 12/197 – MS Access 2010 at a Glance

RS Pack 12/198 – MS Word 2010 at a Glance

RS Pack 12/199 – Getting Started with MS Word 2010

RS Pack 12/200 – Getting Started with MS Excel 2010

RS Pack 12/201 – Getting Started with MS Access 2010

RS Pack 12/202 – Getting Started with MS PowerPoint 2010

RS Pack 15/304 – Getting Started with MS Publisher 2010

RS Pack 14-277 National 5 Administration & IT Using Your Skills – Communications



Requirements Resources Date


Business Letters

Intermediate 2 Administration Business Letters – South Lanarkshire Council

Tables Intermediate 2 Administration Tables – South Lanarkshire Council

Forms Intermediate 2 Administration Forms – South Lanarkshire Council

Itineraries Intermediate 2 Administration Itineraries – South Lanarkshire Council

Business Reports

Intermediate 2 Administration Reports – South Lanarkshire Council

Meeting Documentation

N5 Meetings Documentation

Newsletters N5 Information Sheets



Administrative Theory & Practice

Effective Administrative Practices 1 Provide an account of the factors contributing to the

effectiveness of the administrative function by: 1.1 Time and Task Management

Describing strategies for effective time and task management and their importance:

• skills required: planning, delegating, organising, directing and

controlling • setting targets for the individual and the organisation such as:

— personal development planning — action plans and to-do lists — Gantt charts

• dealing with changes in priorities • monitoring and evaluating progress strategies used by both the

employee and team leader • time stealers and strategies to minimise their effect in

independent and group working and meetings • benefits of good time and task management — to the individual and

organisation • consequences of bad time and task management — to the individual

and organisation 1.2 Effective Teams

Describing the characteristics of effective teams

• features of effective teams • team formation • skills of team members – need for diversity • benefits of teams to individuals and the organisation



1.3 Workplace Regulations

Explaining strategies to ensure compliance with workplace legislation

• strategies for ensuring compliance with workplace legislation: • employee and employer responsibilities under current workplace

legislation in the areas of: o health and safety legislation – Health and Safety at Work Act,

Data Protection Act, Computer Misuse Act, Freedom of Information Act, Copyright, Designs and Patents Act

o data handling 1.4 Impact of IT

Explaining how modern IT has had an impact on working practices

The positive and negative impact of IT on areas such as: • office layout and ergonomics • employee morale and wellbeing • working practices: o homeworking o teleworking o collaborative projects

• communication methods • data handling: o software applications o networks o file management eg naming conventions, version control,

restricted access 1.5 Procedures for organising and supporting meetings/events:

• role of Administrative Assistant and Chairperson in planning an event/meeting

• duties and tasks to be completed • venue selection • notifying attendees • documentation relating to meetings: o notice of meeting and agenda o minutes (including action minutes)

• evaluation forms • use of technology to aid in the planning and organisation of

events



Customer Care 2 Provide an account of customer care in administration by: 2.1 Customer care in administration

Explaining benefits of good, and consequences of poor, customer care:

• The features of good customer care such as: o written customer care policy o service level agreements o complaints procedures

• The benefits of good customer care • The consequences of poor customer care

2.2 Monitoring and evaluating the quality of customer care Describing a mechanism for monitoring and evaluating the quality of customer care • Methods for monitoring and evaluating the quality of customer

care such as: o satisfaction surveys o customer focus groups o market research o quality management systems



IT Solutions for Administrators

Spreadsheets 1 Use complex functions of a spreadsheet to provide solutions asked

for in a task by:

1.1 Completing a workbook, using complex functions and formulae

1.2 Manipulating a workbook to aid analysis

Formulae, functions and features: ü arithmetical ü if and nested if ü named cells and ranges ü rounding, roundup and round-down mathematical functions ü V and H lookups ü CountIF and SUMIF ü sorting – vertical (2 columns), horizontal ü conditional formatting ü comments – add, edit, remove ü subtotalling

Resources Date


SLC – IF Statements & Conditional Formatting

Only required if not completed N5 AIT

BEN – Introduction to the VLookUp Function

BEN – HlookUp BEN – Introduction to the CountIf Function

RS Pack 12-204 MS Excel 2010 Advancing Formulae and Functions

RS Pack 14/239 Using Your Skills – Functions in MS Excel 2010

RS Pack 14/240 Plenty of Practice in Complex Spreadsheets

SLC Higher Admin Using Comments in Spreadsheets




Amending data in the workbook in line with given updated information and sorting the data on two columns to aid interpretation by carrying out the following: ü filtering ü grouping and outlining

Resources Date


RS Pack 14-241 Using Your Skills – Sorting, Filtering, Grouping and Outlining in MS Excel 2010

Creating a chart to aid analysis Resources Date


RS Pack 12-205 MS EXCEL 2010: Charting


Data consolidation: ü summary worksheets/files using 3D references ü pivot tables ü pivot charts

Resources Date


RS Pack 12/207 MS Excel 2010 Pivot Tables

Managing workbooks: insert common data or formulae and formats simultaneously (linking worksheets) ü table from word processing document; ü data from database table;

Resources Date Completed

Comments/Targets

RS Pack 12-206 MS Excel 2010 Working with Multiple Worksheets

Importing and exporting data from external sources: ü table from word processing document ü data from database table Exporting dynamically linked data by linking spreadsheet data as a table and/or chart in a word processing document or presentation software



Printing: ü completed worksheet/s and sections from worksheets in value and

formulae view ü separate and embedded charts to aid analysis Unit Summary

Resources Date


RS Pack 14/240 Plenty of Practice in Complex Spreadsheets – MS Office 2010



Databases DATABASE SKILLS REQUIRED/ASSUMED FROM N5 ADMIN AND IT Populating and editing a flat database and a relational database using forms

Input and edit data making use of forms Alter data format and decimal places Add and delete field/s and records/s Manipulating information in a flat and a relational database – searching and sorting

Searching the database using the following operators Equals Greater than Less than Great than or equal to Less than or equal to OR NOT

Presenting information from a flat and a relational database in a report format, to a professional standard Produce a database report Produce reports from a table or search Produce reports from selected field from a table or search Insert a footer/header

Print Database Search results Forms Reports To fit on one page Specified fields



2 Use complex functions of a database to provide solutions asked for in a task by:

2.1 Creating relationships between tables and working with

relational databases — use primary and foreign keys — create and edit relationships between tables (one to many and

one to one) — add, delete and modify data

Resources Date


RS Pack 14/230 An Introduction to Relationships in MS Access 2010

2.2 Manipulating the database – finding information by searching/querying the database using advanced functions on a minimum of 2 fields from multiple tables using:

ü search using mathematical operators <, <=, >, >= ü wild cards (partial text) ie asterisk and question mark ü use of AND, OR, NULL or NOT to join query criteria together to

create more complex conditions ü aggregate functions, eg sum, count, average, maximum and minimum ü calculated fields – creating, formatting and labelling ü advanced sort

Resources Date


RS Pack 12/208 MS ACCESS 2010: Filtering & Select Queries

RS Pack 14/228 Different Types of Queries in MS Access

RS Pack 14/233 Plenty Practice in Using and Querying Relational Databases in MS Access 2010

RS Pack 14/235 Aggregate Functions and Calculated Fields in MS Access 2010

RS Pack 14/236 Querying MS Access 2010 Relational Databases

Working with forms: ü create form ü enhance appearance (move, align, delete and edit components) ü modify properties ü headers and footers



2.3 Creating a report

Creating a report, to a professional standard, to present finindings: ü using calculations when appropriate ü grouping data ü order/sort data ü summary calculations ü editing field names ü inserting report/page headers/footers

Resources Date


RS Pack 14/229 Forms and Reports in MS Access 2010

RS Pack 14/231 Plenty Practice in Database Forms and Reports in MS Access 2010

Exporting data: ü export data to spreadsheet, word processing and presentation

applications Resources Date


RS Pack 14-243 Using your Skills – Importing across MS Applications

Printing: ü extract/extracts from database ü queries, forms and reports



Word Processing Revision Summary Booklet: Resources Date


RS Pack 12/210 – Making the Most of MS Word 2010

3 Use complex functions of word processing to provide solutions asked

for in a task by: 3.1 Editing large business documents by using advanced functions

Amending and creating a range of business documents by using advanced functions and ensuring that the house style is complied with; documents could include: ü letters ü forms ü itineraries ü business reports ü meeting documentation (agenda and minutes) ü newsletters Editing a given business document. This will involve amending and manipulating its text, making use of functions, to enhance its presentation ü create, delete and edit references o table of contents o bookmarks o cross-references o endnotes and footnotes ü insert, delete page and sections breaks ü alter page orientation in different sections ü insert headers or footers linked or separated within different

sections ü format first page differently from subsequent pages ü using review functions such as comments, word count, thesaurus ü use watermarks ü use, create, modify styles



Resources Date


RS Pack 12/211 – Working with Large MS Word 2010 Documents

RS Pack 14/249 Using Your Skills – Sections and Headers and Footers in MS Word 2010

RS Pack 14/250 Using Your Skills – Watermarks Comments Footnotes Cross-References and Bookmarks in MS Word 2010

RS Pack 14/251 Styles and Table of Contents in MS Word 2010

Tables ü create or edit tables ü enhance presentation using layout and design functions ü convert text to table/table to text ü sorting table ü perform calculations

Resources Date


Creating a form, which can be used electronically, ü making use of a variety of form fields ü protect a form

Resources Date


RS Pack 14/245 Designing Forms in MS Word 2010

3.2 Importing and editing data from a spreadsheet or database into

business documents by using advanced functions Integrating data from other IT applications dynamically into a business document to enhance it, using own judgement: ü data and/or chart from a spreadsheet ü data from a database ü dynamically linked data from a spreadsheet ü information from the internet



3.3 Merging appropriate data from a spreadsheet or database into a business document Mail merge: ü merging data from spreadsheet and/or database applications into

a business document Resources Date


RS Pack 14-243 Using Your Skills - Importing across MS Office Applications

RS Pack 12/209 Mailmerging with MS Word 2010 & MS Access 2010

Using functions of desktop publishing to produce and/or edit a document such as newsletter and promotional material See Communications in Administration unit



Communication in Administration 1 Communicate complex information to a range of audiences and

effectively manage sensitive information by:

1.1 Selecting and using appropriate methods of communication to disseminate complex information, taking account of its context, audience and purpose

Presentations ü adding slides and content to a presentation ü promote and demote slides and text within slides ü add data from the internet, spreadsheets or database ü create notes ü advance slides automatically timed to accommodate speaker

notes ü create a hyperlink within presentation, to URL and electronic

documents ü customise animation and transition ü create a loop presentation ü embed multimedia ü use of masters (slide and handout)

Resources Date


RS Pack 12-202 Getting Started with MS PowerPoint 2010

E-diary ü Enter/edit appointments ü Recurring appointments ü Task manager ü Selected printouts

ELECTRONIC DIARY SKILLS REQUIRED/ASSUMED FROM N5 ADMIN AND IT Access your ediary Enter an appointment – date, time, duration, location Enter a recurring meeting Set a reminder Print in day, week and monthly view Create a to-do list Access other users calendars



E-mail: ü send, receive and print e-mail ü mailing lists ü create and manage folders ü automatically manage messages ü create automated responses ü be aware of e-mail etiquette

ELECTRONIC MAIL SKILLS REQUIRED/ASSUMED FROM N5 ADMIN AND IT Access your email account Create a new message Compose and send an appropriate message Open a received message and reply to it Forward a message Add an attachment Mark messages as high priority Create an address book Create a signature

Publications creating and editing publications such as newsletter or promotional materials which could be achieved through the use of desktop publishing software or templates within word processing software

DESKTOP PUBLISHING SKILLS REQUIRED/ASSUMED FROM N5 ADMIN AND IT Use templates Select and change font, font size Set and change margins Insert text, delete text, move text, format text Insert graphics Insert headers and footers Use borders and shading Resources Date


RS Pack 15-304 Getting Started with MS Publisher 2010



Communication and research Receive, process and transmit information using intranet, internet, e-mails, blogs, presentation, documents, podcasts, social networking sites or other emerging equivalent technologies.

Reliability and value of the information gathered can be assessed and judged in comparison to alternative sources.

1.2 Appropriate communication Making appropriate adjustments when communicating information, showing an understanding of the possible barriers, to ensure information is received and understood • Different methods of communication, suitable for different

contexts, audiences and purposes • Barriers to communication and how to overcome or minimise

them 1.3 Security and confidentiality

Taking appropriate steps to manage information and understanding how to maintain security and confidentiality



Integrated Tasks Resources Date


RS Pack 14/244 Problem Solving for Higher Administration Students Using Office 2010

RS Pack 04-58 Integrated IT Assignments for Higher Administration – Tip Top Sports Club

RS Pack 04-59 Integrated Higher Administration Assignments – Scottish Palmitic Association



Candidate Assessment Record: _______

Administrative Theory and Practice

Outcome 1 2

Assessment Standard 1.1 1.2 1.3 1.4 2.1 2.2

Pass/Fail

Assessor Signature: ____________________________ Date: _________________

IT Solutions for Administrators

Outcome 1 2 3

Assessment Standard 1.1 1.2 2.1 2.2 2.3 3.1 3.2 3.3

Pass/Fail


Communication in Administration

Outcome 1

Assessment Standard 1.1 1.2 1.3

Pass/Fail




Command Words

Compare • 1 mark for each:

- whereas - both - on the other

hand

For example: Compare the health and safety responsibilities of employers and employees in the workplace. (2) To get both marks you need to have written 2 complete statements looking at similarities and differences [ ] whereas [ ] 1 mark [ ] whereas [ ] 1 mark or [ ] whereas [ ] 1 mark Both [ ] 1 mark or any other combination

Explain • 1 mark

– for each relevant point with expansion

For example: Explain the health and safety responsibilities of employers in the workplace. (2) [ ] this means/so/for example [ ] 1 mark [ ] this means/so/for example [ ] 1 mark

Describe • 1 mark

– for each factual point - written as a sentence

• 1 mark – for any further development or example

For example: Describe the health and safety responsibilities of employers in the workplace. (4) [ ] 1 mark [ ] 1 mark [ ] 1 mark [ ] 1 mark or [1 mark] for example [1mark] which means [1 mark] [ ] 1 mark or any other combination

Outline • 1 mark

- for each accurate statement given

- written with 5 to 10 words

For example: Outline the health and safety responsibilities of employers in the workplace. (2) [ ] 1 mark [ ] 1 mark



Practice Question Papers – Theory Paper Date

Completed Mark Comments/Targets

SQA 2016

SQA 2015

SQA Specimen

SQA Exemplar

RS 16/315 Prelim



Assignment Practice Papers – Practical Please use this table to keep up-to-date with the papers you have attempted and your marks. Paper Date


SQA 2016 – Heart 2 Heart Wedding Solutions

SQA 2015 – Island Secondary School

SQA Specimen – Red Ruth Homes

RS 16/316 – Scotia Athletics

SQA 2014 – Prestige Events

SQA 2013 – The Great Outdoors

SQA 2012 – Scottish Stallholders Association

SQA 2011 – Caledonia High School

SQA 2010 – CSP Promotions

SQA 2009 – Conference Centres (Scotland) Ltd

SQA 2008 – Tayforth Caravans Ltd

SQA 2007 – Dunedin District Council

SQA 2006 – Cucasa

Paper Date




SQA 2006 Prelim – Just Sharing

SQA 2006 Revised Specimen – 1Stop

RS Pack 14/224 Higher Admin Prelim 2013/14 Paper 2 – abc-FUN

RS Pack 13/215 Higher Admin Prelim 2012/13 Paper 2 – Glasgow CookSchool

Pegasys Higher Admin Prelim 2012/13 Paper 2 – ScotGame plc

RS Pack 12/190 Higher Admin Prelim 2011/12 Paper 2 – PlayDay Nursery

RS 11/181 Higher Admin Prelim 2010/11 Paper 2 – East Coast Lettings

2010 Fife Prelim Paper 2 – The Happy Holiday Company

RS 10/171 Higher Admin Prelim 2009/10 Paper 2 – WOW

Pegasys Higher Admin Prelim 2008/9 Paper 2 – Tartan Tours

2008 Fife Prelim Paper 2 – Cars 2 Go

RS 08/117 Higher Admin Prelim 2007/8 Paper 2 – MRI

RS 07/99 Higher Admin Prelim 2006/7 Paper 2 – Buchanan Summer School

RS 05/78 Higher Admin Prelim 2005/6 Paper 2 – Home Cinema

RS 05/75 Higher Admin Practice Paper 2 – Talking Heaven