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Overview

Framework:
RQF
Level:
Level 2
Unit No:
J/615/7753
Credits:
3
Guided learning hours:
24 hours

Assessment Guidance

Portfolio of Evidence

Aim

The aim of this unit is to consider the key responsibilities of an administrator and how they are implemented within an office environment.

Unit Learning Outcomes

1

Understand the role of an administrator in an office.

Examples of the role of the administrator may include:


  • managing meetings
  • communicate 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 eg sending out agenda, collating and distributing papers, hospitality
  • available during meetings to support additional requirements

Reasons for providing a positive image may include:


  • it is part of the organisations culture
  • can demonstrate confidence and excellent organisation skills

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.

2

Be able to carry out administrative tasks.

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

Assessment Criteria

  • 2.1
    Follow organisational procedures for making and receiving telephone calls.
  • 2.2
    Follow organisational procedures for dealing with office mail.
  • 2.3
    Use different types of office equipment for a variety of tasks.

3

Know about key administrative duties.

Ways to arrange meetings may include:


  • booking rooms, hospitality, equipment, transport for external delegates
  • 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:


  • monitoring staff movements
  • 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 who and when equipment is used
  • 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 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.

4

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.

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