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Welcome to Office Practice: An Activity Approach

Welcome to Office Practice: An Activity Approach. Click on any box to get started. Guidance for Students. Outcome 1 Examine personal suitability for vocational area. Outcome 2 Identify health and safety regulations and safe working practices. Outcome 3

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Welcome to Office Practice: An Activity Approach

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  1. Welcome to Office Practice: An Activity Approach Click on any box to get started Guidance for Students Outcome 1 Examine personal suitability for vocational area Outcome 2 Identify health and safety regulations and safe working practices Outcome 3 Identify the main features of the work situation Outcome 4 Carry out a series of tasks under supervision

  2. Your responsibilities • 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.

  3. Your skills • 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.

  4. 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.

  5. In what way does an Administration Assistant support others? The role of the Administration Assistant Word processing: general correspondence Assist with reception duties Deal with incoming and outgoing mail Keep a filing and record system for the department Set up and maintain a diary and appointment system Click on each role for more details Photocopy and collate documents Receive incoming and make outgoing telephone calls

  6. 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

  7. 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. Qualities POLITE - 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.

  8. 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.

  9. Example job description Administration Assistant Permanent, 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.

  10. Activity 1 • Ask your teacher/tutor for activity 1.

  11. Office Practice: An Activity ApproachOutcome 2 Identify accurate safe working practices for your occupation Identify safe working practices in the workplace Click on each of the above boxes in turn to find out more

  12. Office Practice: An Activity ApproachOutcome 3 1 - Reception 4 - Mail 5 - Word processing 2 - Diary 6 - Filing 3 - Telephone 7 - Photocopying Click on any of the boxes to see the job roles

  13. Office Practice: An Activity ApproachOutcome 4 • Now that you have completed all the activities, you are ready to do the assessment. • Tell your teacher/tutor that you are ready. Good luck!

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