Range Legal requirements: Equality and discrimination:

Transcription

1 Unit 319/689 Principles of administration UAN: Level: 3 Credit value: 6 GLH: 27 Assessment type: Relationship to NOS: Assessment requirements specified by a sector or regulatory body: Aim: Y/506/1941 E-volve or Portfolio of evidence Business & Administration (2013) National Occupational Standards All Assessment Criteria must be met and assessed in line with Skills CFA Assessment Strategy. This unit aims to develop knowledge and understanding regarding administration and introduces learners to the key principles of administration. Upon completion of this unit, learners will have developed an understanding of a variety of administration principles, including the management of an office facility, health and safety in a business environment, and the supervision of an administration team. Learners will also present knowledge of minute taking, chairing, leading and managing meetings, and event organisation. 1. Understand how to manage an office facility. 1.1 explain the legal requirements relating to the management of office facilities 1.2 describe the typical services provided by an office facility 1.3 explain how to establish office management procedures 1.4 explain how to manage office resources 1.5 explain techniques to monitor and manage work flows 1.6 explain typical support and welfare facilities for office workers. Legal requirements: Equality and discrimination:

2 o Equality Act 2010 Employment rights: o Employment Rights Act 1996 o Employment Relations Act 2004 o Working Time Regulations 1998 o Contracts of employment Information: o Data Protection Act 1998 o Copyright, Designs and Patents Act 1988 o Freedom of information Act 2000 Services: document production audio transcription data entry photocopying and binding travel arrangements invoicing bookkeeping/accounts document control filing/client records management stationery issue and stock control petty cash and expenses room booking and appointments reception dealing with incoming/outgoing mail Procedures: safe working procedures and risk assessment fire, accident and emergency security information and physical property resource use and stock control purchasing equipment, consumables, service contracts equipment use, monitoring and maintenance sending receiving and storing information staff movement/absence control progress reporting and productivity monitoring use of telephones, internet and s Resources: equipment materials staff information Techniques to monitor and manage work flows: setting guidelines team meetings observation checking work products checking records/logs

3 monitoring errors progress reporting delegation target setting Facilities: counselling financial assistance legal advice crèche staff discounts refreshments washrooms access to trade unions health and leisure schemes 2. Understand health and safety in a business environment. 2.1 explain the legal obligations of the employer for health and safety in the workplace 2.2 explain an individual s responsibilities for health and safety in the workplace 2.3 describe accident and emergency procedures. Legal obligations: Reporting of Injuries, Disease and Dangerous Occurrences Regulations (RIDDOR) 1992 The Control of Substances Hazardous to Health 1999 (COSHH) The Management of Health and Safety at Work Regulations 1999 Workplace (Health, Safety and Welfare) Regulations 1992 The Health and Safety (Display Screen Equipment) Regulations 1992 The Provision and Use of Work Equipment Regulations 1998 (PUWER) Electricity at Work Regulations Responsibilities: own health and safety others health and safety use of equipment risk reporting

4 3. Understand how to take minutes of meetings. 3.1 explain the purpose of meeting minutes 3.2 explain the legal implications of meeting minutes 3.3 explain the importance of accuracy in minute taking 3.4 describe what should and should not be included in different types of meeting minutes 3.5 describe how to take notes during meetings. Legal implications: legal requirement of Companies Act storage/retention written proof that the organisation is functioning as it should evidence for legal proceedings Types of meeting minutes: resolution minutes narrative minutes action minutes 4. Understand how to chair, lead and manage meetings. 4.1 explain the features and purpose of different types of formal and informal meeting 4.2 explain the role and responsibilities of the chair 4.3 explain the role of others in a meeting 4.4 explain techniques to facilitate a meeting 4.5 explain the information requirements of a meeting before, during and after a meeting. Features: documentation personnel procedures frequency

5 Formal: Annual General Meeting (AGM) Extraordinary General Meeting (EGM) board meeting committees Informal: departmental team briefing progress working parties Role and responsibilities: setting the agenda running the meeting voting approving the minutes Others: Treasurer Secretary delegates/ members 5. Understand how to supervise an administration team. 5.1 explain the use of targets and budgets to manage workloads 5.2 explain how to allocate work to individual team members 5.3 explain different quality management techniques to manage the performance of an administrative team 5.4 explain the techniques used to identify the need for improvements in team outputs and standards. Targets: organisational team individual Budgets: operational capital

6 Techniques to manage the performance: SMART targets KPIs progress and status reporting performance review Techniques used to identify the need for improvements: observation feedback analysis of errors performance review analysis of output/deadlines met 6. Understand how to organise events. 6.1 explain the characteristics, requirements and purposes of different types of events 6.2 explain the types of information and information sources needed to organise an event 6.3 explain how to plan an event 6.4 explain how to identify the right resources from an event plan 6.5 describe the likely types of information needed by delegates before, during and after an event. Characteristics: format/structure formality audience activities length of session/recurrence presentation size Requirements in terms of: venue/location publicity/advertising equipment resources delegates/audience

7 Events: conferences seminars promotional events exhibitions/trade shows product launches training courses team-building events forums and advice sessions Information Sources: presenters/organisers delegates venue organisational policies printers /stationery catalogues caterers equipment hire companies maps travel timetables, routes Resources: presenters/speakers staff equipment documentation furniture decorations facilities stationery Types of Information: objectives of event venue details fees/cost catering and accommodation presenters/speakers joining instructions. health, safety and emergency procedures activities scheduled specific enquiries eg product information further information/contact details giving feedback.

8 Additional Guidance if delivered as Portfolio based Candidates will be expected to have carried out research on the range stated in each of the above learning outcomes. Candidates will be required to submit a report of a minimum of 3000 words to a maximum of 5000 words. Not all of the range shown in each learning outcome will be relevant to their organisation. However, the key point of the report is to show the candidate s understanding of each learning outcome and that they have developed an understanding of a variety of administration principles, including the management of an office facility, health and safety in a business environment, and the supervision of an administration team. Learners will also present knowledge of minute taking, chairing, leading and managing meetings, and event organisation. Any necessary additional coverage could be generated through professional discussion.