sgad fg revision booklet

8/7/2019 SGAD FG Revision Booklet

http://slidepdf.com/reader/full/sgad-fg-revision-booklet 1/22

KNOX ACADEMY

STANDARD GRADE

ADMINISTRATION

ADMINISTRATIVE

SUPPORT/ICT

KEY WORDSFOUNDATION/GENERAL



CONTENTS

This Revision Booklet covers:

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

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

Unit 1b Introduction to Business Organisations:..........................4

Key Functions of Departments within an Organisation .....4

Unit 2a The Working Environment: Office Layout........................8

Unit 2b The Working Environment:..........................................10

Unit 2c The Working Environment: Reception Services..............11

Unit 2d

The Working Environment: Mail Handling ....................12

Unit 3 Storage and Retrieval of Information............................13

Unit 4 Reprographics ............................................................15

Unit 5 Sources of Information................................................16

Unit 6

Preparation and Presentation of Information................. 17

Unit 7 Travel ........................................................................18

ICT Unit....................................................................................20



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Unit 1a Introduction to Business Organisations:Organisation of Departments

Key Word Definition

Organisationchart

Accountability

Authority

Responsibility

Span of control

Delegate

Tall managementstructure

Flat management

structure

Chain of Command

shows the overall structure of anorganisation

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

an employee has to justify or explainactions or decisions

the power that an employee has to

instruct others and take decisions

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

the number of staff reporting directlyto a manager – can be wide ornarrow

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

a structure which has many levels of management posts

a structure which has few levels of

management posts

Learn: advantages anddisadvantages of both tall and flatstructures

the way in which instructions(commands) are passed down fromone level of post to another within an

organisation

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

Key Word Definition

Functional 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 informationabout the job, ie job title, salary, towhom the employee is accountableand description of duties andresponsibilitiesPerson specification – information onthe type of person required, egqualifications, experience, skills andqualities, and any specialrequirements, eg must have a drivinglicence

Application FormsReferencesContract of Employment

Induction training – for newemployeesOn-the-job training – within theworkplaceOff-the-job training – external

training eg college

• reports to Board of Directors• monitoring employees in

department• interviews job applicants

• word processes letters tosuccessful applicants

• files application forms



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• maintain employee records – database

• key-in letters to job applicants – word processing

• transfer applicants details on tocomputer - scanner

Finance

Invoice

Credit Note

Statement

Duties

Finance Manager


IT in Finance

Purchasing

responsible for all money going inand coming out of the organisation – wages and salaries, paying suppliers,receiving payments from customers,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

informs the buyer of the totalamount owing at the end of a month

buying all raw materials, stationeryand equipment for the company


department• prepares budgets and final

accounts

• word process letters to customersfor 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



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Purchasing procedure

DutiesPurchases Manager

Buyer


IT in Purchasing

Sales/Marketing

DutiesSales Manager

Sales Representative

Marketing Manager


• sends Letter of Enquiry• 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 anygoods returned

• Statement is received at end of month


department

• negotiates contracts• agrees purchase price

• word processes letters of enquiry• completes and sends order forms• files information from suppliers

• store supplier records - database• key in letters of enquiry – word

processing• record issuing and receipt of

stock - spreadsheet

Selling all products manufactured bythe 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



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IT in Sales/Marketing• store customer records -

database• key in quotations/price lists –

word processing• record sales figures - spreadsheet

Computing Services (ICT)

Department

responsible for dealing with all ICT

issues within the organisation

Administration Department responsible for providing a range of office services to support otherdepartments• word processing, desktop

publishing, e-mail, faxes andcomputerised databases

• incoming and outgoing mail• managing diaries•

reprographicsfiling correspondence



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Unit 2a The Working Environment: Office Layout

Key Word Definition

TypesCellular

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

Furniture

Desks

Chairs

Workstation

Ergonomics

Organisation of office furniture

ICT in the workplace

Homeworking

Teleworking

Size and shape should suit the workbeing carried out

minimum standards are laid down inthe Health & Safety Regulations

1992 (Display Screen Equipment) -LEARN THESE

usually L-shaped; advances in ICT have meant that these have had tobe redesigned to allow for monitors,keyboards, FAX machines andvideoconferencing equipment

how the working environment affectsthe work of employees

• make best use of space• flexiblesee ICT unit

employees work at home some or allof the time

work undertaken away from theoffice and transmitted to the



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Hot desk

Touchdown area

Carrel

Working hoursFlexitime

Job share

Shift work

employer using ICT equipment andphone links

Learn: advantages anddisadvantages of homeworking/teleworking

a desk or workstation, equipped withstandard equipment, which may beused by employees who need to visitthe organisation to undertake somework; must be booked in advance

for employees who require to make abrief visit to the office eg to send ane-mail or fax; does not need to bebooked in advance

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

Employees are given some flexibilityin 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 times of the day/night eg day, night, back



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

Key Word Definition

Potential 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 working environment

• must be an ‘appointed’ person totake 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 theorganisation’s 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 Definition

Reception area

Layout of the reception are

Qualities and duties of a receptionist

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

ICT Electronic diary (see ICT unit)

Cellular mobile phonePager

Must create a good first impressionof the organisation

Near entrance. Learn features of a

well organised reception area egreading material, plants, etc

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

provide information on appointmentsand records of visitors and staff

entering and leaving the premises

learn procedures

• images sent from cameras,placed in key viewing points, tomonitors viewed by security staff

• recordings may be made on

videotape

Learn: features

a record to be completed and signedafter such an incidentforms must be available for

inspection 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 Definition

Internal 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 insertion intoother documents

a pre-recorded message invites the caller toleave a message

an exact copy of a document sent from one

fax machine to another

Learn: advantages and disadvantages of FAXand voicemail

should be collected from departments atregular intervals throughout the day

weighs a package and automatically

calculates 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 of information,methods available, cost, need for original to be

retained



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Unit 3 Storage and Retrieval of Information

Key Word Definition

Filing procedures

Features of a good filing system

File management

Manual Filing

Methods of Filing

- Alphabetical- Numerical- Chronological

Electronic Filing

SoftwareDatabaseSpreadsheetWord processing

Desktop 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 the network,for central storage on disc/tape/CD-ROMdocuments received by the

organisation, 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, passwordprotect files and/or computers, read-



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Passwords

Care of data storage media

Back-up procedures

only documents, security IDcards/keys, anti-virus software

Restrict access to computers, files, e-mail facilities

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



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Unit 4 Reprographics

Key Word Definition

Equipment 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 a clearplastic sealit is a form of protection

fastens multi-page documentstogetherseveral types including a spiral combbinder 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 graphics



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Unit 5 Sources of Information

Key Word Definition

Paper-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 environmentally friendlyeg 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 via theschool Intranet system

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



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Unit 6 Preparation and Presentation of Information

Key Word Definition

Line 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 which isa circle represents total 100% andsegments used to show broadcomparisons with segments usually

in 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 provides

key information on travel,accommodation and appointments inorder of date and time

a form of hard copy, internalcommunication

may be in the form of amemorandum, is usually short andwritten in the first person

eg you might use this whenreporting 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 Booking

Form

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 to free

or reduced-cost emergency medicaltreatment in the EU and some othercountries

this official document is sometimesneeded when travelling eg this wouldapply if you were visiting any countryin a war-zone

this may be a requirement if you visita particular area eg you require a

certificate for typhoid and hepatitis if you visit India

e-dollars or foreign currency may beneeded if travelling aboardall requirements must be arranged inadvance and must be accounted forwith receipts

the organisation may pay direct to



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Credit/Debit Card

Traveller’s cheques

Expenses Claim Form

the travel agent for travel,accommodation etc

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

Learn the benefits of usingcredit/debit cards

Can be obtained in advance of travelling to a foreign country

needed to claim and verify expenses



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ICT Unit

Keyword Definition

Databases 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 2

MultiplicationAbsolute 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 1bWord processing Used to produce letters, memos, reports,

forms. It allows on screen editing by



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inserting, deleting, moving words, andchecking spelling before printing.

Desk Top Publishing Prior to their use, businesses had to usespecialist design companies to producebrochures and advertisements. DTPallows users to design layout of text and

graphics for letter-headed paper, menus,catalogues etcThe 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

Hyperlink

Favourites

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 relevantwebsites eg Google, Yahoo

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 be incorporated• Can set up timings for the show

Security Methods of making sure that data isprivate or that only authorised people cansee the data.Passwords – a secret code that you use togain access to private information on acomputer system or to log onto a network.Encryption – processing a message sothat personnel cannot understand itunless they have authorised access to thesoftware needed to unscramble the data.Physical – this includes locked doors,swipe cards for keyboards etcBiometric – this includes iris scans andpalm prints to gain access to computerrooms.

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