ADMIN SERVICES Outcome 3 Describe tasks carried out by an admin assistant and roles and activities of functional departments
Mar 30, 2015
ADMIN SERVICES
Outcome 3
Describe tasks carried out by an admin assistant and roles and activities of functional departments
You have to know about …
• The tasks carried out by a junior admin assistant
Admin assistant tasks …
• Incoming and outgoing mail
• Filing
• Reprographics
• Reception
• Petty cash
MAIL HANDLING• Internal Mail – communication
between people within an organisation
• External Mail – communication sent outwith an organisation or received from outwith the organisation
Incoming Mail (mail arriving)
Check for Private or
Confidential mail – do not open
Open envelopesDate stamp
letter Copy any mail to be seen by
more than one person
Check for enclosure
s. If missing, report to superviso
r
Payments received should be noted in remittance book
Mail should be sorted by
department and distributed
Scanning Mail
Some organisations scan all their incoming mail so they have an electronic record and can deal with the mail electronically. (your passport application
form is scanned when received by the
Passport Office and thereafter dealt with
electronically)
EQUIPMENT USED FOR INCOMING MAIL
Fax
Scanner
Pigeon holes for
distributing mail
Photocopier
Date StampLetter Opener
Outgoing Mail (mail to be sent)
Collect mail from departments
Check letter is signed and enclosures are
there
Fold letter and place letter in
envelope
Weigh and calculate postage. Stamp or frank mail
Sort mail into different classes, eg first, second, parcels
etc
Take to Post Office
EQUIPMENT FOR OUTGOING MAIL
Date Stamp
Scales
Sorting Trays
Fax
Mail Trolleys
Folding and Inserting machine
Franking Machine
FILING – WHY?
• Information must be:
– Kept tidy– Able to be found easily and quickly when
needed – Kept safe– Stored in an accessible place
INFORMATION CAN BE STORED
• In a manual, paper based form (hard copy)
• In electronic format – on the computer (soft copy)
MANUAL STORAGE OF INFORMATION
Vertical filing
cabinets
Horizontal filing
cabinets
Filing trays
Lever Arch files
A PROCEDURE FOR MANUAL FILING
• File regularly throughout the day
• Before filing, check for a release mark:– F for file– Tick– Initials– “File” stamp– Line through
• Staple papers to be kept together
• Sort documents in order
• Place in correct file in chronological order
• Replace removed documents with an absent marker
• Lock cabinets containing confidential documents
• Old documents should archived to free up space
FILING ORDERAlphabetical Order Numerical Order
Folders in order of surname Customers etc allocated a number
Direct – no index needed Alphabetic index required
Easy to understand and use May require some training to understand
Chronological order – date or time order:
Place documents in file most recent at the top – it is the most likely to be needed!
ELECTRONIC STORAGE OF INFORMATION
Memory StickFloppy Disc CD Rom
Zip disc
Hard Disc
DVD
EXAMPLES OF DATABASES (electronic filing)
I can look up your
information on our
database – what is your
account number please? My name is Mr
Bain and I can look up my
student details on Click and Go
– our student database
I have all my patient details
on a database – this allows me to print
prescriptions
I see from out
database that you are allergic to penicillin!
MANUAL VERSUS ELECTRONICElectronic Manual
Saves space – no need for cabinets Little training required
Documents can be accessed by many users People prefer to read paper
Databases can be searched and sorted very quickly
Lost documents cannot be replaced
Documents located quicker than going to filing cabinets
Takes time to locate documents
Records can be added, deleted and edited much more quickly than on paper
Confidential – use of log-in and passwords
Back-ups easily made
Takes time to train staff to use system
Faults can lead to delays in finding info
REPROGRAPHICS
• Reprographics refers to producing copies of documents and making them look good by using different equipment– Photocopier– Laminator– Binder– Scanner– Printers – laser and inkjet
Photocopier• Provides exact copy
quickly• Paper, card, A3, A4, A5,
OHP slides• Back to back• Multi-page collated
documents• Enlarges/reduces• Some in colour• Can be linked to computer• Staple• ID codes for security
Used for Staff handbooks, Price lists, Policy documents, posters
Laminator
• Uses heat to seal documents inside a plastic coating
• Document is protected from wear and tear
• Documents are easily wiped clean
Used for plastic covers for booklets, posters/notices, ID passes, menus
Binder
• Holds pages of a booklet together
• Looks professional• Comb binder punches holes
then plastic comb fits into the holes to hold pages together
• Thermal binder uses heat to fasten an adhesive spine to hold the pages together
Comb binder
Thermal binder Used for Staff handbook, Reports,
Instruction booklets, Organisational policies
Scanner
• A document/graphic is placed into the scanner which then transfers an exact copy to a linked computer
• Image can be inserted into documents or edited
• Allows incoming documents to be saved on computer eg application forms
• Allows incoming mail to be put on intranet
Used for Catalogues, Handbooks, Intranet, Incoming mail
Inkjet Printer
• Text and graphics can be printed
• Prints on different sizes of paper, labels, card etc
• Prints colour• Inexpensive to buy
Used for small runs, posters
Laser Printer
• Text and graphics can be printed
• Different sizes paper, card, labels
• Prints colour• Very fast• High quality printouts• Expensive to buy
Used for long runs (many copies) personalised letters (eg mail merge, high quality documents
RECEPTION
The reception area will give a customer or visitor their first impression of the organisation.
A good first impression can increase the success of the organisation.
Duties and Qualities of a Receptionist
Duties• Greeting visitors• Making appointments• Directing visitors• Keeping reception
area tidy and presentable
• Keeping reception records up to date
Qualities• Friendly and helpful• Calm and patient• Well presented – neat
and tidy appearance• Knowledge about the
organisation
Dealing with Visitors
No appointmentIf they have appointment
4. Try to contact person visitor wants4. Check in appointment book
7. Visitor to sign Visitor Book9. Direct or accompany visitor
- Suggest visitor makes appointment
8. Ask visitor to take a seat; offer refreshments
- Ask if someone else will do or7. Phone person to inform them
6. If not available6. Ask visitor to complete Visitor Book
5. If available, follow 4-9 over5. Issue visitors’ badge
1. Greet the visitor
2. Ask their name and who they wish to see
3. Ask if they have an appointment
Good morning, can I help you?
Appointment Book
Time Name Company Appointment with
9.00 J Livingston Fabby Food P Smith
Electronic Diary – Alternative Visitors Book
• Allows appointments to be entered and saved to computer already on desk
• Alterations can be made more quickly and neatly than on paper
• Allows a to-do list to be kept
• Stores names, addresses etc
• Regular appointments only entered once
• Reminders can be set
Visitor’s Book
Date Name Name of
Org
To
see
Time In
Time Left
Vehicle
Reg
2/3 Miss Smith
AB Ltd Mr Jones 3.40 pm
Organisation Chart
Managing Director
Sales Director Finance Director Personnel Director
Sales Manager
Purchases Director
Marketing Manager Accountant Recruitment Manager Purchases Manager
This chart may appear on the wall of the Reception area. It shows who is in charge of who and gives a visitor an idea of who they need to speak to. Can also be useful for new members of staff.
Other Information On An Organisation Chart
• Employee Names• Job Titles• Room Numbers• Groupings • Photographs• Tel Numbers
PETTY CASH
• Petty cash is a small amount of money to cover the cost of stationery, stamps and any other small expenses.
Procedure for using Petty Cash
Cash is requested using a Petty Cash Voucher
Receipts must be obtained for expenditure
A Petty Cash Statement is prepared regularly, eg weekly, to account for all cash used and all expenditure must be
accounted for
Petty Cash Statement
All petty cash spend should be recorded on the Petty Cash Statement so that
the cash box can be checked
To sum up, you should know …
• The tasks carried out by the junior admin assistant– Incoming and outgoing mail– Filing– Reprographics– Reception– Petty cash