Unit 4 Principles of Administration Assignment BTEC Level 3 (GC0715)
| Content | Page No |
| Introduction | 3 |
| 1.1 Explain the legal requirements relating to the management of office facilities | 3 |
| 1.2 Describe the typical services provided by an office facility | 3 |
| 1.3 Explain how to establish office management procedures | 4 |
| 1.4 Explain how to manage office resources | 4 |
| 1.5 Explain techniques to monitor and manage workflows | 4 |
| 1.6 Explain typical support and welfare facilities for office workers | 5 |
| 2.1 Explain the legal obligations of the employer for health and safety in the workplace | 5 |
| 2.2 Explain an individual’s responsibilities for health and safety in the workplace | 6 |
| 2.3 Describe accident and emergency procedures | 6 |
| 3.1 Explain the purpose of meeting minutes | 6 |
| 3.2 Explain the legal implications of meeting minutes | 6 |
| 3.3 Explain the importance of accuracy in minute taking | 7 |
| 3.4 Describe what should and should not be included in different types of meeting minutes | 7 |
| 3.5 Describe how to take notes during meetings | 7 |
| 4.1 Explain the features and purpose of different types of a formal and informal meeting | 8 |
| 4.2 Explain the role and responsibilities of the chair | 8 |
| 4.3 Explain the role of others in a meeting | 8 |
| 4.4 Explain techniques to facilitate a meeting | 9 |
| 4.5 Explain the information requirements of a meeting before, during and after a meeting | 9 |
| 5.1 Explain the use of targets and budgets to manage workloads | 9 |
| 5.2 Explain how to allocate work to individual team members | 10 |
| 5.3 Explain different quality management techniques to manage the performance of an administrative team | 10 |
| 5.4 Explain the techniques used to identify the need for improvements in team outputs and standards | 11 |
| 6.1 Explain the characteristics, requirements, and purposes of different types of events | 11 |
| 6.2 Explain the types of information and information sources needed to organize an event | 12 |
| 6.3 Explain how to plan an event | 12 |
| 6.4 Explain how to identify the right resources from an event plan | 12 |
| 6.5 Describe the likely types of information needed by delegates before, during and after an event | 13 |
| Conclusion | 14 |
| References | 13 |
Introduction
In this part of the assignment, I’m going to be talking about the principles of business administration and the reason why I think this is an important factor.
1.1 Explain the legal requirements relating to the management of office facilities.
The legal requirements relating to the management of office facilities are:
The legislation includes things like the law and all the Acts. Most of the laws were made to make employees working for environmental staff. For the manager to take care of his/her staff members, making sure they are working in a safe and comfortable environment. This includes the Health and Safety at work Act (1974). The company has to keep in mind that they have to give the employees full rights when it comes to giving them contracts. They cannot make the employees wait for about 8 to 9 months for their contracts. Every employee should have a contract within 3 months.
Management of the office facilities is important as we should have all the equipment that we need as we are an extension to 20 different practices including Kings A&E. It’s also important that the staff have been trained about the risks as well as health and safety as this keeps all the members of staff safe from any risks which include risk assessment as staff members should know what to do when it comes to health and safety.
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1.2 Describe the typical services provided by an office facility.
The office facility helps the organization to communicate with each other. For instance, the surgery that I work for has a diary that includes all the staff working days, this helps us because if someone is not able to attend then the line manager will know who is working and if we need cover or not. Another way that we try to keep in contact with the patient, different surgeries, hospitals, and patients is by having a telephone next to every computer so we are able to stay in contact with everyone including the nurses and doctors. This also helps us to maintain good customer service as we are able to stay in touch with the patients and try to advise them. To keep things nicely in stock, we have one person that takes care of all the stock that is needed for the clinicians and we have another person that keeps all the stock on track for the reception, which helps to reduce confusion. (Web 1)
1.3 Explain how to establish office management procedures
The way my working environment establishes office management procedures is by communicating through things like email. For instance, there might be an incident that occurred and the managers are not here then it’s the staff’s duty to let the managers know about the incident. We also have meetings every month to talk about how the work is going and if there are things that are causing problems. We also electronic things that help users communicate for instance we have important things that we can photocopy and we have computers as our resources. Our management procedures are to make the staff aware of their responsibilities, letting the head know about any problem that has occurred straight away and being trained. (Web 2)………..
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