NCFE Principles of Business AdministrationLevel 2 CertificateWatersideTutor: Michelle [email protected] 354413
Induction Fire evacuation
Toilets
Smoking
Phone calls / appointments
Commitment = 70%
Absences – To be reported
Brews – 25p per session
Questions?
Unit 6 - Understand how to carry out business administration tasks1 Understand how to deal with mail
The learner can: 1.1 Explain how to deal with ‘junk’ mail 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail 1.3 Describe how to operate a franking machine 1.4 Explain how to prepare packages for distribution 1.5 State organisational policies and procedures on mail handling, security and the use of courier services 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational
procedures 2 Understand reception services The learner can: 2.1 Explain the receptionist’s role in representing an organisation 2.2 Explain an organisation’s structure and lines of communication 2.3 Describe an organisation’s standards of presentation 2.4 Explain the health, safety and security implications of visitors to a building 2.5 Explain how to deal with challenging people 3 Understand the management of diary systems The learner can: 3.1 Explain the importance of keeping diary systems up to date 3.2 Describe the basis on which bookings and changes are prioritised 3.3 Explain any constraints relating to making bookings for people or facilities 3.4 Describe the types of problems that can occur when managing diaries
2 week deadine for this unit
We’ll work through half of the criteria today
Learning Outcome 1Work through all criteria in Learning outcome 1
50 minutes in total to get ideas down as notes – Remember, the more notes you take the easier it is to type your assignment at home
Keep on track with what the criteria is asking – Business related
After 50 minutes, share your ideas as a group to help others with notes. (5-10 mins)
Unit 6 – LO 1 Guidance
AC 1.1 See if suitable for staff, if not then recycle
Ask all staff to order personal goods home instead of work
Request other businesses and organisations you trade with not to sell on details of the business
Return to sender If you get junk mail with a return address on the envelope, you
should: Write “unsolicited mail, return to sender” on the envelope. Post it - you don’t have to pay. This won’t guarantee that you won’t get any more junk mail, but it’s a way of letting the company know that you don’t want any more mail.
AC 1.2Potential problems: Deadlines missed, appointments missed – Ensure post is sorted quickly and efficiently by getting it to the right person
Security issues, damage – Items are checked at reception
Mail delivered to wrong address – Put back through the post or use return to sender
AC 1.3 Franking Machine Machine provides labels which include, date, price, return address and company logo. Correct amount of postage is checked by weighing items and selecting the size of package… letter, large letter, parcel and so on and also whether you want it sending first or second class. This is in line with Royal Mail current rates.
Second class post is placed into a green bag and first class is placed into a red bag, both are which supplied by the Royal Mail.
You need to make sure there is sufficient credit on the franking machine or items won’t be franked – Balance is shown on the bottom of the screen. The company would keep a copy of when it was last credited and who by. There may be someone appointed for this as it can be credited at the
machine itself
http://www.frankingmachine.co.uk/faq/
AC 1.4Once packages/letters have been franked and put in appropriate bagsCourier/Royal mail will collect from reception
Packages are usually in envelopes or wrapped in appropriate packaging by the staff who are sending them out
Sometimes a postage certificate is needed so this will be completed and then signed by the courier who collects them mail.
AC 1.5Security of items – Confidential data, delivered to named staff via pigeon holes to be opened by the member of staff themselves
If no name then administrators to open
Outgoing mail is sent via trusted courier, appropriately packaged
AC 1.6Suspicious or damaged items Record date and time of receipt Report to appropriate authority – usually line
manager first Do not open – Can sometimes tell by uneven
packaging, discolouring, odour If damaged at time of delivery – Refuse
delivery and speak to courier
10 MINS
Learning Outcome 2Work through all criteria in Learning outcome 2
50 minutes in total to get ideas down as notes – Remember, the more notes you take the easier it is to type your assignment at home.
After 50 minutes, share your ideas as a group to help others with notes. (5-10 mins)
Unit 6 – LO 2 Guidance
2.1As a receptionist, your day-to-day work would include: greeting visitors and directing them to the correct person
or department managing the visitors book and giving out security
passes answering enquiries in person, by phone and on email providing or sending out information managing a booking system providing refreshments keeping the reception area tidyhttps://nationalcareersservice.direct.gov.uk/advice/planning/jobprofiles/Pages/receptionist.aspx#sthash.mhGKcAMH.dpuf
AC 2.2This depends on the size of company
Think flat stucture or hierarchy – Chains of commandorganisation’s structure to include the departments and contact points for referral
To make communication timely and effective
http://smallbusiness.chron.com/structure-lines-communication-organization-73425.html
AC 2.3 Think about the company themselves How they meet expectations Reputation Staff
AC 2.4Employer duty – Health & Safety at Work Act 1974Fire register – Sign in/outDependant on business – ID cardPrevent unauthorised accessData protection - Records
http://www.theiet.org/factfiles/health/hsb56-page.cfm http://
www.contentextra.com/publicrelations/files/topicguides/PR_TopicGuide_1_2.pdf
AC 2.5 challenging people should cover those who have
difficult queries who require specific assistance. Challenging people could also include those who may be angry, unreasonable, confused and/or those who may have problems, questions, additional needs/requirements, poor communication skills or language barriers
Think about what you would do to overcome this – Your tone, body language, words, actions
http://quals.onefile.co.uk/pdf/unit/NHC_027.pdf
5 MIN BREATHER
Learning Outcome 3Work through all criteria in Learning outcome 3
30 minutes in total to get ideas down as notes – Remember, the more notes you take the easier it is to type your assignment at home.
After 30 minutes, share your ideas as a
group to help others with notes. (5-10 mins)
Unit 6 – LO 3 Guidance
AC 3.1 A diary which is not kept completely up to date will
have all sorts of confusion. It will make people lose confidence and becomes time wasting.
People turn up when not needed Not able to fit other appointments in Change of venue/time
http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration
AC 3.2
Prioritised: urgent and important non-urgent but important urgent but not important non-urgent and not important
http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration
AC 3.3Constraints: availability of room(s) costs involved availability of attendees
AC 3.4 Potential problems – Overlapping appointments Lack in communication Not confirming Updating
http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration
Learning outcomes – Unit 6DID YOU……?
1 Understand how to deal with mail The learner can: 1.1 Explain how to deal with ‘junk’ mail 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail 1.3 Describe how to operate a franking machine 1.4 Explain how to prepare packages for distribution 1.5 State organisational policies and procedures on mail handling, security and the use of courier services 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational
procedures 2 Understand reception services The learner can: 2.1 Explain the receptionist’s role in representing an organisation 2.2 Explain an organisation’s structure and lines of communication 2.3 Describe an organisation’s standards of presentation 2.4 Explain the health, safety and security implications of visitors to a building 2.5 Explain how to deal with challenging people 3 Understand the management of diary systems The learner can: 3.1 Explain the importance of keeping diary systems up to date 3.2 Describe the basis on which bookings and changes are prioritised 3.3 Explain any constraints relating to making bookings for people or facilities 3.4 Describe the types of problems that can occur when managing diaries
Any questions?
See you next weekYou need to make a start on typing up;
Unit 06We will continue this next week
