2. PROVIDING ADMINISTRATIVE SERVICES

Transcription

1 BTEC Apprenticeship Assessment Workbook Level Business & Administration 2. PROVIDING ADMINISTRATIVE SERVICES The next activities will help you prepare and gather evidence for your assessment, and cover some important aspects of providing administrative services such as: organising an event managing a diary system maintaining stationery stock ordering products and services. BTEC Unit 12: 5.1, 6.1, 6.2, 6. NVQ Unit 27: 1.2, 1.5, 1.6 Task 1 You could be involved in helping to organise many different s as an administrator. The table below lists eight different types of s or events that are often required in a business organisation. Describe the purpose of each or event, and its main features. The first one has been done for you. Board Purpose and features A of the board of directors, who make decisions regarding the direction of a company. Board members vote on decisions regarding the strategic direction of the company. There must be a quorum in order for the to be considered legal. A quorum is the number of members that must be present; usually it is at least half of the board members. AGM Team Sales Exhibition 52 M0_BUSI_SB_0291_U0.indd 52 26/05/ :6

2 BTEC Apprenticeship Assessment Workbook Level Business & Administration Trade fair Purpose and features Reception Conference Now consider the appropriate venues to hold each of these s and events, and the resources that you would need to provide for the participants. Below is a list of some venue and resource options. Venue options City centre hotels Airport hotels Conference rooms rooms in organisation External rooms NEC, Birmingham Football stadium Resource options Main room and break-out rooms Table and chairs and possible layouts Screens and projectors Flip charts Telephones, fax, internet facilities Television facilities Publications and handouts Printing facilities Exhibition stalls Catering facilities Transport links Car parking Disabled access and facilities, such as hearing loop Using the venue and resource options lists above, fill in the table on page 54 by choosing potential venues that would suit the s and the resources that would be needed. There may be more than one suitable venue for each event. You should state which resources are essential and which are desirable. You can add venues and resources that don t appear on the lists if you think that these would be suitable. 5

3 BTEC Apprenticeship Assessment Workbook Level Business & Administration Venue options Resources Board rooms in organisation Essential Publications and handouts Catering facilities Car parking City centre hotel Desirable Screens and projectors Disabled access AGM Team Sales Exhibition Trade fair Reception Conference 54 M0_BUSI_SB_0291_U0.indd 54 26/05/ :6

4 BTEC Apprenticeship Assessment Workbook Level Business & Administration Explain what influenced your choices of venue and resources. What information would you need to finalise your choice of venue for an event? BTEC Unit 6: 1.1, 1.2, 1., 2.1, 2.2 Unit 12: 1.1, 1.2, 1., 1.4, 6.4, 7.1, 7.2, 7. PROFESSIONAL DISCUSSION Your assessor will conduct a professional discussion with you that will capture evidence necessary to prove your level of knowledge and understanding of relevant topics. Some topic areas you will need to consider when preparing for the professional discussion include: maintaining stocks of stationery ordering products and services the types of information needed before, during and after a business event managing diary systems. Your assessor will plan the content of your professional discussion and will offer advice to help you to prepare beforehand. The professional discussion may cover more than the topics considered in this section of your Workbook. 55

5 BTEC Apprenticeship Assessment Workbook Level Business & Administration Discussion process The questioning process will offer you the opportunity to show your knowledge and understanding of providing administrative services, including organising events, managing diary systems, maintaining stocks of stationery, and ordering products and services. To prepare for this discussion, you should think about how you could answer the type of questions that might be asked. What type of information is needed by the organiser and by the participants before, during and after a business event? Why is it important to manage diary systems in your workplace? What are the different types of diary system that are commonly used? In which situations would each type be appropriate? What information do you need to maintain diary systems? What procedures do you follow when ordering products and services for your organisation? How do you receive, store and dispose of stationery? How do you write a specification for a product or service? When ordering, why must you select products and services that represent best value for money? Why should you regularly review the procedures for ordering products and services? Why must you ensure that stationery stock is maintained and controlled? What internal and external factors may impact upon the future demand for stationery? How do you carry out a stocktake of stationery? 56