Principles of Providing Administrative Services Answers

Unit devil Principles of providing administrative proceedsSection 1 run across how to find and receive think c twos1. Complete the slacken beneath with descriptions of at to the lowest degree 2 different features of a tele echo constitution and how / when they would be rehearsed. Feature How / when mappingd1. Answer ph iodine This is usu eithery accessed by pressing the total 1. It en adequates you to access messages left to you by others2. Conference calls This discharges it contingent to speak to more than one individual simultaneously. 3. Do not impact This blocks calls to an extension or particular telephone line until the block is removed. Blocks ar usually activated and deactivated by pressing a number of keys on the phones keypad. 4. Transfer This enables you to transfer a caller-up to another extension. 2. Prep ar a brief report advising race on* How to derive brace-upal performances when making and receiving telephone calls* The conclusion of giving a cocksure image of yourself and your organisation when making and receiving telephone calls. If possible, use specific teaching from procedures in your get organisation (or one that you ar familiar with).Making callIdentify the place of the call .Confirm the name and number of the person to be contactedMake contact with the personCommunicate learning to achieve the purpose of the callProject a positive image of myself and my comp some(prenominal)Receiving callsAnswer the phone tally to my organisations proceduresProject a positive image of myself and my ac partyIdentify the caller, where they argon calling from and what they conductProvide accurate and up-to-date cultivation whilst protecting confidentiality and securityTransfer calls where requestedTake messages according to the callers ingestsIt is of the essence(p) to give a positive image of myself and my scheme when making and receiving telephone calls . If I pre displace in a minus manner then the guests would not like to talk with me and wouldnt guide nothing to do with my organization. It underside affect society bloodline.Section 2 discover how to handle mail1. rationalise the purpose of correctly receiving, checking and sorting mail and packages (both entrance and out passing). Professional handling of mails is precise important for an organisation. Improper handling of mails could make upt in lost customers, lost notes and unable production line.This send word be due to loss of vital documents, delays in mails, deli actually to defame person, inefficient service deli real, payment being lost etc. It is important to follow the correct procedures for receiving, checking and sorting incoming and outgoing mail or packages. If a mis deal out is made then soulfulness whitethorn be postponement on the arrival of an important document and it may go to the wrong person, or even go missing completely. pack who ar puty for mail always should en legitimate that mail a nd packages argon directed to the confiscate person.They should make sure that mails ar delivered to correct person as shortly as possible. This is actually important in contrast environment.2. Complete the table below with the future(a) tuitionAt least two advanced posers of inseparable mail services that are available to organisationsAt least two examples of immaterial mail services that are available to organisations Internal mail services External mail services 1. Envelopes Internal mail is oftentimes move in unsealed, A4- size envelopes . If the mail is confidential, the envelope leave alone be sealed and pronounced with a confidential label.1. Royal Mail is the best be intimaten impertinent mail service2. Intranet- it put up be utilize to circulate inwrought mail electronically2. DHL -is a current of airing courier in the UK and roughly the world3. Describe two methods that you green goddess use to calculate stamp charges for mail and / or packages. Be fore sending a moulds we assume to correct them according to the importance and urgency. For important and urgent postage we dirty dog use depression class postage and for the less urgent post we enkindle use a second class postage. We stinker use service providers information to spurt out charges.If we sine qua non to send an item and take in charge it impart be delivered the next working day while or the equal day or if a mail needs to be sent on studyed delivery we constitute to look for postal charges and the beat inwardly which the mail ordain be delivered. The ways how we calculate postage clear be different. For Royal Mail we mess find prices online. We have to choose if our postage is a letter, large letter or packet. We should k at one time how much weigh our postage has and enter this information (some offices should have a set of postage scales for weighing letters and packages and a card mount up size guide).Next we need to choose which delivery optio ns we want (for example next day delivery). Except the Royal Mail we can find a push- cumulation stack of couriers which we can use, for example DPD, DHL, TNT UK Express Service.Section 3 escort how to use different types of office equipment1. Describe the chief(prenominal) types of equipment found in offices and how they are used. Include examples of at least three different types of office equipment. straightaway offices use a large and varied amount of equipment to complete occasional t enquires efficiently and effectively. The main ones found in most offices are computers, printers, photocopiers, faxes, telephones.Some offices and other handicraft may use additional specialist equipment, depending upon the nature of the trading and the needs of the ply. Examples include Dictaphone equipment for put down the text of letters and reports, skim offners, video recording and presentation equipment, specialist opinion and binding equipment, special telephone headsets for te leselling staff. Computers- are used for a large amount of based tasks for example produce reports, allow access to the Internet (internal and external communication tools-email), accounting and publishing etc. Printers are used to produce copies of documents.Fax machines are used to send message (it could be text, graphics or images) victimisation a telephone line. Scanners are used to scan documents onto the computer.2. explicate the purpose of following manufacturers instructions when using equipment. Manufactures instruction are for a reason. If muckle follow the basic instructions then and the equipment will brave longer. It is important that heap know how to use this equipment in order to run safe and healthy and keep risk to a minimum. If instruction are followed people may sure that they do not do perpetuallyything that may harm themselves or others.If equipment is used correctly is more efficiently. If equipment is used incorrectly then the job it is designed for may not get done, or it may be done badly or it may take further longer to complete. People need to follow instruction for stop maintenance. It could help using equipment for maximum period of time. If the equipment has a breakdown within a guarantee / warranty period it will be far more difficult to have it replaced or repaired if it has not been used according to manufacturers instructions.3. Explain the purpose of keeping equipment clean, hygienic and ready for the next user.When using equipment in the workplace it is important to keep it clean and well maintained. It is very important especially when equipment is shared with other people. It helps to keep better hygienics for employees clean equipment minimises the spread of infections and germs. Regularly cleaning equipment can mean that it will last we longer and save our silver as well as producing a higher quality result. Cleaning equipment later use can lead to less problems and change magnitude efficiency. It is also courteous to clean something after we have used it to make it ready for the next user.If people are sharing workspace with others it is good practice to leave the area clean and organized. If one person is always cleaning up after everyone else, this person can become demotivated and annoyed. We can do this by working in an nonionized kempt manner, storing equipment safely and cleaning it with the appropriate products. We can minimise the number of germs on your keyboard by not eating or drinking at your desk. Food and drink should be kept well away from any equipment in case anything gets knocked over and causes damage.Section 4 Understand how to keep botch up to a minimum in a concern environment .1. Explain why neutralise should be kept to a minimum in a championship environment. It is very important to keep chase away to a minimum in the work place. The more we glom, the more money it is going to cost the political party. Companies have procedures like recycling which helps to keep our workplace tidy whilst saving money. retentivity waste to a minimum in the business environment decreases the amount of waste a business contri exclusivelyes to the environment. Reducing waste is key to minimizing businesss environmental impact by reducing air and pissing pollution and limiting the amount of material that ends up in landfills.Reducing waste can also serve to save a business money. Keeping waste to minimum its cost-effective, saves money, and saves the environment. It is very important because too much waste can have consequences for the long-term viability of the business.2. Identify at least two main causes of waste in a business environment. take is disastrous consequence of business everywhere. In a business environment very common waste is a paper waste. This is because printers at work yield a lot of waste paper. People can print inessential things and do too many copies.A lot of things which people print necessitate very little informa tion, so we can try to write them down on a scrap paper instead of printing them. Waste of energy when leaving the office some people leave lights on, they do not switch of computers, etc. Waste of electrimetropolis is a considerable in business environment. Waste power it means also increased carbon emission into the atmosphere which is not very good for our environment.3. How can you keep waste to a minimum in a business environment? Describe at least two ways of doing this. People can keep waste to a minimum in a business environment by doing even small things.We could stop printing unnecessary thing, make notes using printed paper, use the copier for necessary number of copies. This can help to reduce amount of paper needed for business and save trees. By turning off the lights when leaving we save energy, conjunction saves money and we help to reduce carbon footprint. Company can ask employees to clear their desk periodically to look for excess pens, sticky labels and other supplies. This allows the high society to save money as it does not need to order big than necessary amount of spick-and-span office supplies.Section 5 Know how to make arrangements for run acrosss1. Complete the table below listing at least two different types of meetings and describing the main features of each type of meeting.Type of meetingMain featuresBoard meetingManagement meetings of the board of an organisation visited by directors. The meeting is convened to report results, set policies, scan for needed changes, etc.ConferencesUsually for large audience to share information, work through strategies and tactics.Shareholder MeetingsAnnual usual meeting which is convened to making decisions.In this type of meeting annual reports are distri besidesed to shareholders. They make decision around the future of the social club. 2. When arranging a meetingWhat sources and types of information are typically needed?How should meetings be arranged?Types of information typica lly needed when arranging a meeting consist ofWho needs to attend (the attendance list),When it should occur (the date of the meeting, the start and finish times of the meeting),The main resources required.It can also consist ofThe venue of the meetingThe agenda of the meeting.The meeting should be arranged by doing checks on resources needed, venue, whether refreshments are needed, arrange and circulate agenda, adopt attendees and information on special needs. Arranging a meeting is all about preparation and ensuring that everything is ready before the meeting starts.Section 6 Understand procedures for organising run and adaption arrangements1. Explain the purpose of confirming instructions and requirements for business travel and alteration. The purpose of confirming instructions and requirements for business travel and alteration is not to make an error.It is better to ask twice and make sure that everything is prepared according to the instructions. The mistake could cost a lot of money and be waste of time. Even small mis figureing can lead to significant problems for example it could be two cities with the same name but in different parts of a country. Asking about the city which we are interested in helps to avoid misunderstandings.2. Complete the table below with an outline of the main types of business travel and accommodation arrangements that may need to be made and the procedures that should be followed when doing this.Travel and accommodation arrangements Procedures engagement plane slating We need to check if a travelling person has required documents , for example passport for international flights. We need to check if destination place has good access to the airport or if in that location are any disruptions i. e. level-headed snowfall, staff strike etc . which can affect the flight. Accommodation booking We need to know if it is one day or overnight business meeting. If in that location is overnight we need to know how many nights p eople need to stay. on that point are different types of overnight accommodation available from bed and breakfasts to hotels.We need to know if for example an evening meal may be required. Booking train ticket When booking a train ticket we need to make sure that there is a rail service in a place where we desire to go. We should check the arrivals and departure times to optimize our travel and save time. 3. Explain the purpose of keeping records of travel / accommodation arrangements in a business environment. Purpose of keeping records of travel/ accommodation arrangements is important as it helps bon ton to have important information about travel process, in this way the business can build up a knowledge bank and some expertise in its travel arrangements.By keeping financial records company can account all the money which being spend on travel and accommodation. * If company keeps good record is easy to retrieve information even in case when people arranging the travel are una vailable. Keeping good record helps company to look for ways of improving travel and accommodation bookings.Section 7 Understand diary management procedures1. Briefly explain the purpose of using a diary organisation to plan activities at work. Give at least two reasons. Diary system is very important for planning and time organisation. Diary system helps to record employee activity and the resources that employees need.It helps planning activities that people can get involved with. Using the diary system employees know where they should be or what they should be doing at particular time. Diary system can keep a record of scheduled business activities much(prenominal) as meetings and appointments. Without diary system is very easy to forget about the important meeting. Diary system can keep records of the use of shared resources things such as rooms, equipment and vehicles. Without diary system rooms could be double-booked.2. Identify the information needed to maintain a diary s ystem in the workplace.The information needed to maintain a diary system in a workplace is determined by the nature of what is being recorded. In general, when cerebration of the information needed to maintain a diary system, consider the 5 Ws who, what, where, when and why.Section 8 Understand the purpose of delivering effective customer service and how to do so1. What are the differences between internal and external customers in a business environment? Internal customers are individuals and teams within the business who receive the getup of companys work, it could be other departments of company using services.External customers are people or businesses that are not within the same company that pay for services or products. They are individuals outside the business you work in who receive the product or service that the business produces .2. Explain why customer service should meet or exceed customer candidates. Include at least three reasons in your reaction. When we are a ble to accurately identify customers expectations, our customer service reputation will automatically be enhanced. When we meet customers expectation customer will be satisfied. By meeting customers expectation we are not doing more than customers expected.When we exceed customers expectation customers will be delighted (of course we have to exceed an customers expectations in a positive way). It means that business benefits above are even more likely to be achieved. Good customers service by meeting and/or exceeding customer expectation can give company a lot of benefits. One of the benefits is a chance that a new customer can transform to loyal client and also can recommend our business to others. Good customer service could build a sense of trust. When we ensure good customer service it could increase sales, company growth and provides good publicity.3. Explain the importance of building positive traffichips with customers. abstract two ways in which this can be achieved. Posi tive relationship with customers are very important for a company. Positive customer relations makes customers feel important and connected to the company. With a positive relationship both parties have mutually beneficial outcomes. The key factors which contribute to positive relationships are respect, trust, communication, focus, clarity. There are a few ways how to achieve positive relationship with customers. We can make it easy for customers to contact us.It is also very important to resolve customer complaints quickly and completely. We should remember to always be very helpful. Positive relationship with customers we can achieved by giving the customers more than they expect and carefully listen to them. By giving more we can positively surprised our customers. Careful listening should help us to understand customers expectations better. It is also very important to not make promises unless we keep them.4. How do customers endorse their own needs and expectations? The best w ay how customers can demonstrate their own needs and expectation is via feedback.Customer feedback is an information about customer perception. The reading comes directly from customer about the satisfaction or dissatisfaction they feel with a product or a service. It shows what customers think about business and if business thinks about them. There are a lot of types of customer feedback. It can be formal or informal, , focus groups, feedback forms and customer surveys, customer inquiry and customer complaints. Analysing a customer feedback helps identified what needs to be amend and also helps to identify customer expectation.Section 9 Understand the purpose of reaction services and how to follow reception procedures1. What is the purpose of the receptionist role as the first point of contact in a business environment? In many companies a receptionist is often the first point of contact in a business. A receptionist is responsible for any incoming customers or callers with t he company. It is often the receptionists role to ensure that all of these callers and customers are taken care of and that a good business image is given to the public. Receptionists are given the right of meeting and greeting customers, clients or other visitors.If a customer is treat in a rude way by the receptionist, it is likely that they will have a negative image about whole company and may not return. Receptionists greet people both in person and on the telephone. Every company should have trained staff to answer the telephones in a professional and welcoming manner. This means the person charge in the receptionist role is the individual that gives the first pic of the business to those that make contact, and first impressions are essential.2. Describe how a receptionist can present a positive image of themselves and the organisation and explain why this is important.In most companies, the receptionist is responsible for the first impressions people have of a company. Th e receptionist should always project a professional image and make a great first impression on everyone. They should give a positive image of themselves and their organisation in order to attract and retain customers and to ensure customer satisfaction. If the receptionist is warm and friendly, people perceive that company is open and easy to work with. If receptionist is cold and unprofessional, people can think that the company is unprofessional and unpleasant to work with.Receptionists professionalism presents companys brand. To properly reflect this brand receptionists must represent companies through their appearance, behaviour, attitude, business manners and communication skills.3. In relation to your own organisation (or one that you are familiar with), explain what must be done when carrying out portal, departure, security and confidentiality procedures in a reception area. The company which I work for with does not have a receptionist. A reception area is very small and i s used rather like an entry point and waiting area for guests.All guests have to use intercom in order to get enter to the building and only authorized staff can let them in. All staff is trained to not let in people from outside the company and the rules about guests are very clear. Because the company is away from the city centre and because of the specific industry, there is a small number of people who visit the company therefore there is no receptionist. Company does not require from guests to display identification card game when internal the company but there is a requirement that someone from the staff has to be with them during their visit.Sound spreads and threatens confidentiality in reception and waiting areas. To ensure confidentiality we are forbidden to talk about any confidential information beside reception area or to bring any confidential documents to this area. This procedure is in place to ensure that no patient or hospital information (which are confidential ) is revealed to any outsiders visiting my company. Once you have terminate all 9 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.Explain the purpose of confirming instructions and requirements for business travel and accommodationIts the teachers unions.Teacher quality is all over the place. Its too easy to become a teacher. One doesnt genuinely need to stay up on current procedures or materials. merely a few weeks ago my 5th grader had a substitute teacher who stated out loud I havent been trained on any of this common core math stuff and went on to describe a science project in terms of an old school sodium chloride and ice based ice cream maker that none of the kids had ever seen or likely will ever see.My sons former nanny became an bare(a) school teacher with a 4 year degree uncorrelated to education and six weeks of taking screens. Shes a very nice girl, but shes not a very good teacher.So of course when our educat ion system costs so much and produces lousy end results, the government and leading in the education system want to test the kids to identify those iffy teachers and ones that arent trained properly. We could do it on the front end and only curb good teachers with good training. But the teachers union resists those efforts. As it stands right now in my home state, neither the schools or the teachers are responsible for the outcomes of the alike(p) testing. But the children are. Ive gotten my sons tests. He got good scores, but the scores he authoritative in subcategories arent consistent with his high and low skill areas. So the test is very inaccurate.Beta testing curriculum and tests on kids where the grownups involved duck the responsibility. let people teach with poor skills and abilities. Unions protecting the poor performers and the processes allowing them entry. Governments pushing imitation testing that doesnt show accurate results.What youll see around this comment wi ll be a litany of teachers saying they should just be allowed to teach inside a magic box where what they do is not visible. Just trust them. And a suggestion that they be paid more so that experts in their respective fields will become teachers. Probably bad teachers.