The Role of an Adminstrator

Understand the role of an administrator in an office. 

Examples of the role of the administrator may include:

• managing meetings
• communicating with internal and external customers
• managing office diaries
• stock control
• maintenance of office equipment

Ways in which administrators can support team activities may include:

• arranging meetings, e.g. sending out agenda, collating and distributing papers, hospitality
• available during meetings to support additional requirements
• dealing with telephone and email enquiries

Reasons for providing a positive image may include: 

• helps with working in a team
• it is part of the organisation's culture

Assessment Criteria

• 1.1

  Explain the different activities carried out by an administrator in an office.

• 1.2

  Describe how an administrator can support team activities.

• 1.3

  Explain why it is important for an administrator to provide a positive image of self and own organisation to colleagues.

Be able to carry out administrative tasks.

Learners must provide sufficient and valid evidence to achieve this outcome.

• making and receiving telephone calls may require the learner to pick up within a
• specific time, answer in a specific manner, transfer calls
• dealing with office mail may require the learned to open, collect, distribute mail; deal with confidential mail, write, send and file electronic mail, use electronic messaging
• different types of office equipment may include desktops; laptops; tablets; photocopiers and scanners; mobile phones; presentation equipment

Assessment Criteria

• 2.1

  Follow organisational procedures for making and receiving telephone calls.

• 2.2

  Follow organisational procedures for dealing with office mail (traditional and electronic).

• 2.3

  Use different types of office equipment for a variety of tasks.

Know about key administrative duties.

Ways to arrange meetings may include:

• booking rooms, hospitality, equipment, transport for external delegates
• setting up virtual meetings
• liaising with the chairperson and other delegates to distribute agenda and minutes of the previous meeting, relevant papers
• take minutes, if appropriate
• record actions, if appropriate
• distribute minutes of the meeting to delegates
• arrange next meeting

The purpose of a diary system may include:

• oversight of staff movements
• enabling colleagues to arrange meetings with others
• recording annual leave
• recording regular meetings to avoid clashes

Examples of information needed to maintain an office system may include:

• access to all staff calendars
• details of staff working hours
• contact details

Reasons for having sufficient office supplies may include:

• ensuring the efficiency of the running of the office
• avoiding time wasting
• reduce financial loss

Ways to monitor equipment usage may include:

• maintaining a diary of the use of equipment
• completion and filing forms designed for the purpose
• ask users to report faults
• annual check by a specialist technician
• check equipment on return

Assessment Criteria

• 3.1

  Describe how to arrange face to face and virtual meetings.

• 3.2

  Explain the purpose of a diary system to plan organisational activities.

• 3.3

  Identify the information needed to maintain an office diary system.

• 3.4

  Explain the process for ensuring that there are sufficient office supplies.

• 3.5

  Explain how to monitor equipment usage including reporting faults.

Understand the importance of confidentiality of information.

Reasons for maintaining confidentiality may include:

• legal requirement
• personal information
• sensitive information to the business

Organisational and legal procedures may include:

• Data protection
• Human Rights Act
• Freedom of Information
• IT code of practice
• Compulsory training for staff

Assessment Criteria

• 4.1

  Explain why some information has to be kept confidential.

• 4.2

  Explain the organisational and legal procedures for keeping information secure and confidential.