outcome 1 examine personal suitability for vocational area guidance for students outcome 3 identify...
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Outcome 1
Examine personal suitability for vocational area
Guidance for Students
Outcome 3
Identify the main features of the work situation
Outcome 2
Identify health and safety regulations and safe working practices
Outcome 4
Carry out a series of tasks under supervision
You should accept responsibility for your work and view it with a positive attitude.
You should develop the ability to be self-critical and then self-correcting.
You should always proof-read your work and correct your own errors prior to submission.
You will be expected to meet deadlines and to develop your skill of prioritising work.
You will be encouraged to develop the skills needed for working in an office, which include proof-reading, spelling, punctuation and referencing of materials.
You will assess your own performance and decide on your suitability to working in an office environment.
Outcome 1The Administration Assistant
The role of the Administration Assistant is a very demanding one.
There are many duties an Administration Assistant is required to perform.
The main aim of an Administration Assistant’s role is to provide support to other members of the administration department.
In what way does an Administration Assistant support others?
The role of the Administration Assistant
Set up and maintain a diary and
appointment system
Set up and maintain a diary and
appointment system
Assist with reception
duties
Assist with reception
duties
Keep a filing and record
system for the department
Keep a filing and record
system for the department
Receive incoming and
make outgoing telephone calls
Receive incoming and
make outgoing telephone calls
Photocopy and collate
documents
Photocopy and collate
documents
Deal with incoming and outgoing mail
Deal with incoming and outgoing mail
Word processing:
general correspondenc
e
Word processing:
general correspondenc
e
Click on each role for more details
Click on each role for more details
The role of the Administration Assistant - summary
The Administration Assistant is required to carry out a very wide range of tasks.
The tasks can be routine (ie the Assistant performs these on a regular basis) or non-routine (ie the Assistant deals with the situation when it occurs).
Routine tasks
Filing documents Answering the telephone
Photocopying
Non-routine tasks
Dealing with customer enquiries
Dealing with customer complaints
Skills and qualities of an Administration Assistant
Skills ICT – ability to use software
packages for word processing.
ORGANISATION - ability to manage resources and ensure that deadlines are met.
COMMUNICATION – ability to speak to and listen to customers and staff in the workplace or on the telephone.
QualitiesPOLITE - ability to
communicate well in all situations.
FRIENDLY – ability to welcome others.
HELPFUL – ability to provide help where required.
PATIENCE – ability to listen at all times.
Recruiting an Administration Assistant
The main document used to employ the best person for the job is called a job description.
The job description is used to show: what the job involves the main duties of the post.
Example job description
Administration AssistantPermanent, full-time
We are looking for an Administration Assistant to help in our busy department. This post is primarily to deal with a range of services within the department that require contact with customers and staff, therefore good communication skills are important. The main duties include preparing word-processing documents, dealing with mail, filing and covering reception. Other duties may include answering the telephone, maintaining an appointment diary and photocopying. Candidates should have up-to-date experience of using a word processor and have good organisational skills.
Activity 1
Ask your teacher/tutor for activity 1.
Office Practice: An Activity Office Practice: An Activity ApproachApproach
Outcome 2Outcome 2
Identify accurate safe working practices for
your occupation
Identify safe working practices in
the workplace
Office Practice: An Activity ApproachOutcome 3
1 - Reception
2 - Diary
3 - Telephone
4 - Mail
5 - Word processing
6 - Filing
7 - Photocopying
Office Practice: An Activity ApproachOffice Practice: An Activity ApproachOutcome 4Outcome 4
Now that you have completed all the Now that you have completed all the activities, you are ready to do the activities, you are ready to do the assessment.assessment.
Tell your teacher/tutor that you are ready.Tell your teacher/tutor that you are ready.
Good luck!Good luck!