keywords revision

8/9/2019 Keywords Revision

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KNOX ACADEMY

STANDARD GRADEADMINISTRATION

ADMINISTRATIVE

SUPPORT/ICT

KEY WORDS


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CONTENTS

This Revision Booklet covers:

Unit 1a Introduction to Business Organisations: ...........3

Organisation of Departments ........................................3

Unit 1b Introduction to Business Organisations: ..........5

Key Functions of Departments within an Organisation . 5

Unit 2a The Working Environment: Office Layout ..........9

Unit 2b The Working Environment: ...........................11

Unit 2c The Working Environment: Reception Services

....................................................................................12

Unit 2d The Working Environment: Mail Handling .......13

Unit 3 Storage and Retrieval of Information ................14

Unit 4 Reprographics ...................................................16

Unit 5 Sources of Information ......................................17

Unit 6 Preparation and Presentation of Information .... 18

Unit 7 Travel................................................................19

ICT Unit .......................................................................21


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Unit 1a Introduction to Business Organisations:Organisation of Departments

Key Word DefinitionOrganisationchart

Accountability

Authority

Responsibility

Span ofcontrol

Delegate

Tall managementstructure

Flat managementstructure

Chain of Command

Line relationship

(use diagram to illustrate)

shows the overall structure of anorganisation

Learn: benefits of an OrganisationChart to both employees andcustomers/visitors

an employee has to justify orexplain actions or decisions

the power that an employee has toinstruct others and take decisions

the obligation an employee has tocarry out a range of tasks or duties

the number of staff reportingdirectly to a manager can be wideor narrow

pass on to selected employees theauthority and responsibility to carryout a task or activity

a structure which has many levelsof management posts

a structure which has few levels ofmanagement posts

Learn: advantages anddisadvantages of both tall and flatstructures

the way in which instructions(commands) are passed down fromone level of post to another withinan organisationthese exist between line managers

and the staff immediately belowthem

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Lateral Relationship (use diagramto illustrate)

these exist between employees whoare on the same level and whoreport to the same line manager

Restructuring

Growth

Downsizing

Delayering

Outsourcing

the organisation increases theamount and/or range ofproducts/services sold

the organisation reduces the

number of staff employedwithout aiming to reduce output

the organisation removescertain levels or layers ofmanagement posts

the organisation buys inservices eg security, officecleaning, from another firm on acontract basis instead ofgetting its own staff to carryout the work

Learn: the effects of each of theabove on the organisation.

Sales Manager

Home Sales Assistant

Sales Manager

Home Sales AssistantOverseas Sales

AssistantMarketing Assistant

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Unit 1b Introduction to Business Organisations:Key Functions of Departments within an Organisation

Key Word DefinitionFunctional Area

Human Resources

Recruitment

Training

DutiesHuman Resources Manager

Administrative Assistant

IT in Human Resources

a key area of activity within anorganisation eg Human Resources,

Finance, Sales, Purchasing

responsible for dealing with thepeople within the organisation recruitment/dismissal training and development appraisal staff welfare trade unions

Job Description basic information

about the job, ie job title, salary, towhom the employee is accountableand description of duties andresponsibilitiesPerson specification informationon the type of person required, egqualifications, experience, skills andqualities, and any specialrequirements, eg must have adriving licence

Application FormsReferencesContract of Employment

Induction training for newemployeesOn-the-job training within theworkplaceOff-the-job training externaltraining eg college

reports to Board of Directors monitoring employees in

department interviews job applicants

word processes letters tosuccessful applicants

files application forms

maintain employee records database

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Finance

Invoice

Credit Note

key-in letters to job applicants word processing

transfer applicants details on tocomputer - scanner

responsible for all money going inand coming out of the organisation wages and salaries, payingsuppliers, receiving payments fromcustomers, petty cash

the bill for goods bought on credit(informs the buyer of the amountowing)

provides information about the costand reason for goods which havebeen returned by the buyer

Statement

DutiesFinance Manager


IT in Finance

Purchasing

Purchasing procedure

informs the buyer of the totalamount owing at the end of amonth

buying all raw materials, stationeryand equipment for the company


department prepares budgets and final

accounts

word process letters tocustomers for non-payment

prepares cheques for suppliers updates financial information on

a spreadsheet

calculate employees wages spreadsheet

prepare budgets spreadsheet prepare letters to customers

word processing

responsible for dealing with allpurchases raw materials,stationery or office equipment

sends Letter of Enquiry

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DutiesPurchases Manager

Buyer


IT in Purchasing

Sales/Marketing

DutiesSales Manager

Sales Representative

Marketing Manager


IT in Sales/Marketing

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

month


department

negotiates contracts agrees purchase price

word processes letters ofenquiry

completes and sends orderforms

files information from suppliers

store supplier records -database

key in letters of enquiry wordprocessing

record issuing and receipt ofstock - spreadsheet

Selling all products manufacturedby the company. Carry out marketresearch and advertise products

reports to Board of Directors set sales targets

visits potential customers

identifies potential newcustomers and products

word processes quotations/pricelists

files order forms

updates customer records

store customer records -

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Centralised Administrativesupport

Advantages employees are specialists higher standard of work noisy equipment in one area

Disadvantages inconvenient if centralised

location is far from yourdepartment

equipment failure will causedelays

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Unit 2a The Working Environment: Office Layout

Key Word DefinitionTypesCellular

OpenPlan

consists of rooms in which anemployee works on her/his own orwith a few other employees

Learn: advantages anddisadvantages of Cellular Layout

consists of a large area where manyemployees work together

Learn: advantages anddisadvantages of Open Plan Layout

Factors which affect layout no of employees type of work/activities money available will organisation grow or

reduce in size?

Furniture

Desks

Chairs

Workstation

Ergonomics

Organisation of office furniture

ICT in the workplace

Homeworking

Size and shape should suit the workbeing carried out

minimum standards are laid downin the Health & SafetyRegulations 1992 (Display ScreenEquipment) - LEARN THESE

usually L-shaped; advances in ICThave meant that these have had to

be redesigned to allow for monitors,keyboards, FAX machines andvideoconferencing equipment

how the working environmentaffects the work of employees

make best use of space flexiblesee ICT unit

employees work at home some or

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Teleworking

Hot desk

Touchdown area

Carrel

Working hoursFlexitime

Job share

Shift work

all of the time

work undertaken away from theoffice and transmitted to theemployer using ICT equipment andphone links

Learn: advantages anddisadvantages ofhomeworking/teleworking

a desk or workstation, equippedwith standard equipment, whichmay be used by employees whoneed to visit the organisation toundertake some work; must bebooked in advance

for employees who require to makea brief visit to the office eg to sendan e-mail or fax; does not need tobe booked in advance

a small booth where an employeeworks on her/his own; privacy

Employees are given someflexibility in organising their working

hours. Must work core time.

One full-time job is split between 2people eg 3 days/2 days

Employees work at different timesof the day/night eg day, night, back

Implications of changes toworking conditions

health and safety (see Unit2b)

staff welfare managing change cost

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Unit 2b The Working Environment:Safe Working Practice and Procedures

Key Word DefinitionPotential hazard

Reporting of accidentsFirst aid

Accident Report Form

Hazard/Fault report

Health and Safety Executive

LegislationHealth and Safety at Work Act 1974

Health and Safety (First-Aid)Regulations 1981

Health and Safety (Display ScreenEquipment) Regulations 1992

Reporting of Injuries, Diseases andDangerous Occurrences (RIDDOR)1995 (see ICT Unit)

something about the workingenvironment, equipment or workingpractices which may cause harm

employees and employers haveresponsibilities to ensure that theymaintain a safe workingenvironment

must be an appointed personto take charge of first aid

suitably stocked first aid box a record of all incidents

A form used to give details of anaccident or injury to a person on theorganisations premises. Shouldinclude:

name position description of incident, etc

Details faults with an individualpiece of equipment.

the HSE are an organisationresponsible for the H&S of allemployees

- responsibilities of employer

-responsibilities of employee

learn solutions to problems causedby eye strain, backache, stress

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Unit 2c The Working Environment: Reception Services

Key Word DefinitionReception area

Layout of the reception are

Qualities and duties of areceptionist

Record keepingStaff In/Out BookAppointments Book

Visitors Book

Dealing with visitors- with an appointment- without an appointment

Security proceduresCCTV

Locked doorsKeypad/Combination locksEntry phoneSwipe cardSecurity/ID badges

Incident/Security Breach ReportForm

ICTElectronic diary (see ICT unit)

Cellular mobile phonePager

Must create a good first impressionof the organisation

Near entrance. Learn features of a

well organised reception areaeg reading material, plants, etc

Qualities friendly, patient, politeDuties greeting visitors, takingmessages, operating switchboard

provide information onappointments and records ofvisitors and staff entering and

leaving the premises

learn procedures

images sent from cameras,placed in key viewing points, tomonitors viewed by securitystaff

recordings may be made onvideotape

Learn: features

a record to be completed andsigned after such an incident

forms must be available forinspection by the H & S Officer

a computer application which allowsusers to check, enter and storeinformation on future appointments

used to contact people who oftenwork away from their office or whomay have to be contacted outwith

the normal working day

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Unit 2d The Working Environment: Mail Handling

Key Word DefinitionInternal mail

External mail

Incoming mail

Electronic mail (e-mail)

Equipment

Scanning

Voicemail

FAX

Outgoing mail

Electronic Postal Scales

Franking Machine

Date Stamp

Methods of Sending Mail

Communication sent and received within anorganisation

Communications sent and received outwith

an organisation

Post, courier, private box, e-mail, fax,voicemail

messages are sent from one computer toanother

Learn: features and advantages of e-mail

Date stamp, photocopier, fax, scanner

inputting source material (printed text,drawings, photographs, etc) on to computerfile for storage, manipulation or insertioninto other documents

a pre-recorded message invites the caller toleave a message

an exact copy of a document sent from onefax machine to another

Learn: advantages and disadvantages ofFAX and voicemail

should be collected from departments atregular intervals throughout the day

weighs a package and automaticallycalculates postal charge

prints postal impression onto envelopes andlabels

stamps the date of receipt on incoming mail

Royal Mail (First/Second Class), Parcel Force,Courier, Fax, Email, Memo, Voicemail,Depends on: urgency, size, value ofinformation, methods available, cost, need fororiginal to be retained

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Unit 3 Storage and Retrieval of Information

Key Word DefinitionFiling procedures

Features of a good filing system

File management

Manual Filing

Methods of Filing

- Alphabetical- Numerical- Chronological

Electronic Filing

SoftwareDatabaseSpreadsheetWord processingDesktop publishing (see ICT unit)

Storage of computer files

Managing user access

used so that documents can befound quickly and easily

secure, convenient, safe, flexible,

economical

the way in which computer data isstored and organised; should useappropriate filenames and sub-folders where necessary

original documents are stored inconcertina files, box files or filingcabinets

learn features andadvantages/disadvantages

documents processed on individualcomputers are sent, via thenetwork, for central storage ondisc/tape/CD-ROMdocuments received by theorganisation, are scanned into thecomputerised filing system, using adocument scanner

used for creating information beforebeing stored electronically

Hard drive Floppy disk (low memory) Zip disk CD-rom DVD Memory stick

Use a lockable room, password

protect files and/or computers,read-only documents, security ID

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Passwords

Care of data storage media

Back-up procedures

LegislationData Protection Acts 1984, 1998

The Privacy and ElectronicCommunications Regulations 2003(see ICT Unit)

cards/keys, anti-virus software

Restrict access to computers, files,e-mail facilities

Regular back-ups computerscrashes, fire/flood, theft, damage tohardware/software

This protects the data subject (theperson about whom information isheld). Applies to information storedon computer.

All organisations must be registered

as a data user with the DataProtection Register and follow theprinciples of the Act:

Data must be:

Fairly and lawfully processed Adequate, relevant and not

excessive Accurate Kept for no longer than is

necessary Kept securely

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Unit 4 Reprographics

Key Word DefinitionEquipment and softwarePhotocopier

Laminator

Binder

Scanner

Digital camera

DTP/Graphics/Word Processingsoftware

Inkjet/laser printer (can be colour)

this gives an exact copy of thedocumentthe copy may be re-sized and colour

copiers are available

coats paper on thin card with aclear plastic sealit is a form of protection

fastens multi-page documentstogetherseveral types including a spiralcomb binder and a flat comb binder

scans source material, (drawings ,photographs, printed text etc andsaves it as a computer file forstorage, manipulation or insertioninto other documents

allows photographs to be taken

for professional looking pages

for printing text and graphicsStaff training

In-house copying

External agency copying

To use equipment, be efficient

when staff within theorganisation carry out thereprographic tasksstaff need to be trained to usethe equipment safely and beaware of the proceduralguidelines which include

requests, fault reporting andlegal copyright requirements

when an external agency is paidto complete the reprographics

Learn: advantages anddisadvantages when choosingbetween in-house and externalagency copying

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Unit 5 Sources of Information

Key Word DefinitionPaper-based sources

ICT sources

CD-ROM

Intranet

The Internet

hard copy eg Dictionary, Atlas,Phone Book etc

teletext

computer files e-mail internal databases and external

databases such as the Internet CD-ROM

information is often sent to users inthis way because it is both costeffective and environmentallyfriendlyeg the Census Report, road maps

and route plans and EncyclopaediaBritannica

used on a LAN which makesinformation available within theorganisation eg in school teachersare sent the list of absentees viathe school Intranet system

organisations use this as a source ofdesk research and e-commerce(see ICT Unit)

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Unit 6 Preparation and Presentation of Information

Key Word DefinitionLine Graph

Pictogram

Bar Chart/Column Chart

Pie Chart

Flow Chart

Itinerary

Memorandum

Informal Reports

Formal Reports

Presentation software (see ICT unit)

a single or multi-line to show resultsand comparisons

use of pictures or symbols to

represent statistical informationused when detailed figures are notrequired

bars vertically or horizontallyshowing contrasting results showmore detail than a pie-chart whichis a circle represents total 100%and segments used to show broadcomparisons with segments usuallyin different colours

starting and finishing points areshown in rounded boxes, each stepor action is shown in a rectangularbox and arrows between the boxesshow the direction of floweg useful to show the steps in theprocedures for recruitment of staff

a working document which provideskey information on travel,accommodation and appointmentsin order of date and time

a form of hard copy, internalcommunication

may be in the form of amemorandum, is usually short andwritten in the first personeg you might use this when

reporting to your line manager

written in a formal tone and usuallyaccording to a formalised in-housestyletables of facts and figures would beincluded as appendices

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Unit 7 Travel

Key Word Definition

Travel/Accommodation RequestForm

Method of transport

Sources of information

Itinerary

Travel/Accommodation BookingForm

Possible requirementsPassport

EHIC (European Health InsuranceCard)

Visa

Immunisation Form/VaccinationCertificate

Methods of PaymentCash

Account

This must be completed with all thenecessary information for all trips

Road

Rail Sea Air

See Unit 5

See Unit 6

Should be completed and sent

an official document certifying theidentity and nationality of a citizenit permits the person to travel: wenow need our passport for internaland external air flights

entitles travellers from the UK tofree or reduced-cost emergencymedical treatment in the EU andsome other countries

this official document is sometimesneeded when travelling eg thiswould apply if you were visiting anycountry in a war-zone

this may be a requirement if youvisit a particular area eg yourequire a certificate for typhoid and

hepatitis if you visit India

e-dollars or foreign currency may beneeded if travelling aboardall requirements must be arrangedin advance and must be accountedfor with receipts

the organisation may pay direct to

the travel agent for travel,accommodation etc

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Credit/Debit Card

Travellers cheques

Expenses Claim Form

this is the most popular methodtoday and its usage demands a pinnumber

Learn the benefits of usingcredit/debit cards

Can be obtained in advance oftravelling to a foreign country

needed to claim and verifyexpenses

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ICT Unit

Keyword DefinitionDatabases An organised collection of information

Fields/records

Formatting eg text, number, date/time,currency

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

AdditionAverage

SubtractionDivision by 2Multiplication

Absolute formula

Used to enter text and numbers into atable with rows and columns. Formulaecan be entered into the required cellswhich allow calculations to be madeautomatically.

Formula=B2+B3 or =SUM(B2:B8)=AVERAGE(B2:B8)=B2-B3=B2/2=B2*C2=$B$2*C2

Formula can be replicated by copying it

down or across

Advantages Formulae can be entered for

calculations Formulae can be replicated saves

time Changes can be made easily Charts and graphs can be produced

Uses see Unit 1b

Word processing Used to produce letters, memos,reports, forms. It allows on screen

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editing by inserting, deleting, movingwords, and checking spelling beforeprinting.

Desk Top Publishing Prior to their use, businesses had to usespecialist design companies to producebrochures and advertisements. DTPallows users to design layout of text andgraphics for letter-headed paper,menus, catalogues etc

Integrated software package Combines several applications inthe one computer programme,typically word processing, database,spreadsheet, graphics andcommunications eg Microsoft Office.

Advantages On-screen layouts are similar,

making it easier to learnapplications

Data is easily transferredbetween applications

Mail merge can be carried out Dynamic linkage is possible Integrated package may be

cheaperThe 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 usingcredit/debit card

Keeping up-to-date with informationabout competitors

Using e-mail to contact customers Researching travel etc

TermsInternet Service Provider (ISP)

Download

Search engine

A company that provides access to theInternet

The process of copying a document fromthe Internet to a personal computer

A facility that lets the user type in a keyword and creates a list of relevant

websites eg Google, Yahoo

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Hyperlink

Favourites

A connection from one web page orwebsite to another web page or site

A facility of web browsers that lets theuser store the addresses of web pageswhich are visited frequently

Features of a good website Up-to-date information Easy to navigate (hyperlinks) E-commerce facility available Frequently asked questions section

(FAQ) Colour, graphics Contact details

Advantages of the Internet Information usually up-to-date Access to a wide range of

information Available 24/7 More detailed information on a

website Information available instantly

Disadvantages of the Internet No guarantee of accuracy Needs to be updated regularly Connections unavailable

Intranet An internal network used to shareinformation within an organisation.

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

storedPresentation software eg MicrosoftPowerPoint

Why? Each slide contains relevant

information, graphics and can beanimated

Sound, video clips can beincorporated

Can set up timings for the show

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Security Methods of making sure that data isprivate or that only authorised peoplecan see the data.Passwords a secret code that you useto gain access to private information ona computer system or to log onto anetwork.Encryption processing a message sothat personnel cannot understand itunless they have authorised access tothe software needed to unscramble thedata.Physical this includes locked doors,swipe cards for keyboards etcBiometric this includes iris scans andpalm prints to gain access to computerrooms.

LegislationComputer Misuse Act 1990

A law which allows computer criminalslike hackers and creator of viruses, to beprosecuted.It makes it a criminal offence to gainunauthorised access to a computersystem, to hack, or to write anddistribute viruses, which can changedata on a computer.

The Health and Safety Regulations(Display Screen Equipment) 1992

Employers are required to:analyse workstations, assess and reducerisks,

provide users with training on how touse VDUs and workstations safely,organise the daily work of VDU users sothat they have regular breaks andchanges of activity,arrange and pay for regular eye tests forVDU users.

The Copyright, Designs and Patent Act This makes unauthorised copying anddownloading of music and films acriminal offence. This Act does notcompletely defend the rites of the artistsbecause these same materials may befreely downloaded from file servers inother countries.

The Privacy and ElectronicCommunications Regulations 2003

Companies must get permission from anindividual before they can send them ane-mail or a text message. This lawmakes SPAM a criminal offence andsenders of unsolicited e-mails may faceunlimited fines. This law does NOT coverbusiness e-mail addresses.

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