Administration – Intermediate II OUTCOME 2 Describe factors affecting the administrative assistant...
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Transcript of Administration – Intermediate II OUTCOME 2 Describe factors affecting the administrative assistant...
Administration – Intermediate II
OUTCOME 2
Describe factors affecting the administrative assistant in the
work environment
Administration – Intermediate II
Working PracticesFlexible Working Practices take place in most
organisations. This has led to a move away from the normal 9 am – 5 pm 5 days a week. A wider range of working practices are now available eg:
Full Time Part Time
Flexi-Time
Homeworking Teleworking
Hot Desking
Administration – Intermediate II
Full-Time
• Employees are required to work a set number of hours per day – commonly 9 am – 5 pm, five days per week
• The average full-time week in the UK is 41 hours, the longest in Europe
This is NOT a flexible Working Practice!
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Administration – Intermediate II
Part-time
• Part-time working refers to weekly basic hours that are less than full-time
• The number of hours worked will depend on the nature of the job and will be agreed by employer and employee.
• Examples of part-time hours:
3 full days per week 5 half days per week
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Administration – Intermediate II
Part-time• Part-time hours commonly cover peak periods
eg
• First thing in the morning for covering the mail
• Lunch time
• Part-time employees are entitled to the same wage rates, working conditions and benefits received by full-time employees
• However, they receive these benefits on a pro-rata basis ie in relation to the number of hours worked eg
• If a part-time employee only works half a week they will receive half the wages.
Administration – Intermediate II
Often large, modern businesses operate flexitime
This allows employees to start early or work late to build up hours which they can take at a later date
Flexi-Time
All employees must work between certain time(s) each day
This is known as Core Time
Most staff appreciate the advantages of flexitime
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Administration – Intermediate II
May be a cost saving as overtime may not be needed
Business premises may need to be open longer therefore costs, such as electricity, may be higher
Specific staff may not always be able to deal with tasks
Controls, such as timesheets must be carefully monitored
Cost
Time
Flexi-Time
Administration – Intermediate II
Employees feel trusted resulting in high staff morale
As employees choose what hours they work they may work more efficiently
Employees working longer hours must take longer breaks and be aware of guidelines if using ICT equipment
Flexi-Time – Benefits to Employee
Administration – Intermediate II
Job-sharing is a voluntary arrangement in which one full-time job is shared between 2 (or sometimes more) employees, each working on a part-time basis
Job-Sharing
The pay and benefits will be shared between each employee in proportion to the hours each works
Offering job-sharing is a way of recruiting or retaining an employee who otherwise would not be able to work for the organisation eg due to family commitments
Job-sharers may work split days, split weeks, alternate weeks or their hours may overlap
Administration – Intermediate II
Involves using ICT to carry out tasks away from the office
Workers need a computer connected to a modem
Allows files to be sent electronically
Allows workers to live further away
Homeworking/Teleworking
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Administration – Intermediate II
Staff must be willing to homework
Employees may need technical assistance
Employees may feel isolated
Any ICT equipment must meet health and safety requirements
Issues affecting Homeworking/Teleworking
Administration – Intermediate II
Employees need equipment
Equipment must be maintained
Employees must be trained to use the equipment and softwareEmployees need time to be trained and gain new skills
Employees need to be able to do the work within the required timescale
Cost
Time
Homeworking/Teleworking
Administration – Intermediate II
To allow flexibility, companies may have computers and desks available
These are not allocated to any specific employee
Allows staff to use these when needed
Must be booked in advance
Hot Desking
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Administration – Intermediate II
Initial cost of equipment and furnishing
Savings may be made as equipment is shared
Employees must be trained to use new equipment
Equipment must be maintained and technical support provided
Cost
Access to shared equipment may cause time delays
Time
Hot Desking Management Issues
Administration – Intermediate II
Staffing levels can be set to handle busy periods
More satisfied and motivated workforce should lead to:
Increased job performance and productivity
Lower staff turnover
Lower absenteeism
Ability to attract wider range of applicants to the job
Benefits to the Employer
Flexible Working Practices
Administration – Intermediate II
Helps to improve work-life balance – employees can manage their work as well as meet family responsibilities and personal interests
Leads to more satisfied and motivated employees
Reduction in stress created from having to cope with personal and work commitments
Employees should benefit from improved skills and experience, as a result of being able to remain with the same organisation longer
Benefits to the Employee
Flexible Working Practices
Administration – Intermediate II
Contracts of EmploymentThe Employment Rights Act 1996 requires that
employers give employees, who are employed for one month or more, a written statement of their terms and conditions of employment and their rights as employees.
This Contract of Employment should be issued within 2 months of the employee starting work.
Temporary Permanent
Fixed-Term
Full-time Part-time
Types of Contract
Administration – Intermediate II
Types of ContractTemporary
Permanent
Fixed-Term
Full-time
Part-time
A temporary contract is one that does not last indefinitely but the date at which the employment ends is not stated.
A permanent contract is one that does not have an end date – it is a safe, secure job.
This is similar to a temporary contract, however the difference is that an end date will be stated.
If you are employed for, on average, 41 hours per week, you have a full-time contract.
If an employee is employed for less than the full-time hours, they are said to have a part-time contract.Back to Questions
Administration – Intermediate II
Types of ContractBenefits to the Organisation
• Short-term contracts can be used to employ staff only when they are needed eg Post Office employee additional staff at Christmas
• Organisations can buy in specialist staff for short-term projects without having to retrain/re-skill existing staff
• Organisations can retain workers whose personal circumstances have changed (new mothers) rather than lose the knowledge and skill of these experienced staff
• Savings can be made in terms of occupying building space
• Working methods will suit employees lifestyles better which will lead to better morale, motivation and productivity.
Administration – Intermediate II
Types of Contract
Effects for the employee:
• Greater choice and flexibility to suit changing needs and lifestyle
• However, there is the question of job security if contracts are increasingly of a temporary or fixed-term nature
• There are serious implications for pensions and even the ability to get a mortgage if you do not have a guaranteed salary each month.
Administration – Intermediate II
SECURITY
To protect and reassure staff
• The extent of an organisation’s security arrangements will depend on the type of organisation, its size and the nature of its activities.
• Security measures should be taken for various reasons:
To prevent theft of stock and equipment
To maintain confidentiality of information
The organisation will need to implement security measures for the entry and movement of staff, visitors and access to information
Administration – Intermediate II
Staff Entry and Movement
Intercom and/or security doors
• To ensure that only authorised personnel have access to the premises an organisation can use a combination of the following methods:
Identification passes – which may contain an electronic strip which needs to be swiped for entry
Careful handling and issue of keys
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Administration – Intermediate II
Visitors
Visitors should report to reception
• To ensure that only genuine visitors enter the premises an organisation can use a combination of the following methods:
The reception should be located at the main entrance and constantly staffed
Visitor passes should be issued and displayed
Visitors should not be left unsupervised
The receptionist should ensure that all visitors leave the building and that passes are returned
Administration – Intermediate II
Access to Information and Technology
Passwords – these should not be obvious and should be changed regularly
• In accordance with the Data Protection Act an organisation should use a combination of the following methods to ensure the security of information:
Read-only files – some files can be read but not amended
Virus screening software to ensure that files are not lost
Lock rooms, filing cabinets and computers
Confidential documents should be discarded appropriatelyBack to Questions
Administration – Intermediate II
General Security Measures• Other security measures that can be taken to protect
staff, equipment and information include:
Keeping a register of serial numbers of computers and the use of ultra-violet markers to identify equipment
The use of CCTV
The use of specialist security firms
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Administration – Intermediate II
Health and Safety Legislation
• All employees must be given training on health and safety issues as part of their induction training.
• Under the Health and Safety at Work Act 1974, an organisation with 5 or more employees must have a written health and safety policy.
• This policy should clearly set out what is required by the employer and employee with regards to health and safety and show that the organisation tries in every way to reduce accidents and ill health within the workplace
• All employees should read, understand and follow the health and safety policy
Administration – Intermediate II
Current Legislation
Health and Safety (First Aid) Regulations 1981
Health & Safety (Display Screen Equipment) Regulations 1992
Fire Precautions (Places at Work) Regulations 1995
Offices, Shops & Railway Premises Act 1963
Health and Safety at Work Act 1974
Administration – Intermediate II
Cleanliness
Offices, Shops & Railway Premises Act 1963
The purpose of this Act is to ensure that employers provide minimum health and safety standards including:
Prevention of
OvercrowdingSanitary
Conveniences
Heating, Lighting and Ventilation
Drinking Water
Fire Precautions
Administration – Intermediate II
Minimum temperature of 60˚F
Windows must open or suitable ventilation eg fans etc
There must be toilets available
They must be kept clean
Well-maintained
Hot and cold water, soap and towels must be available
Drinking water
Toilet facilities
Temperature
Health and Safety at Work Act 1974This Act outlines the responsibilities of both employers and employees. Key points include:
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Administration – Intermediate II
PremisesFloors and corridors must be kept clean, level and unbroken
First aid box must be provided
Trained first-aiders must be available
Adequate seating must be provided
Seating
Health and Safety at Work Act 1974
First Aid
Administration – Intermediate II
Space/Storage
Adequate space for each person
Storage space for work/outdoor clothing for each worker
Natural light or adequate artificial light
Lighting
Health and Safety at Work Act 1974
Administration – Intermediate II
Employers’ responsibilitiesTo make sure that the workplace is
safe
To control dust, fumes and noise levels
To look after employees’ welfare eg Health checks
To provide, free of charge, protective clothing and equipment
To provide first aid facilities
To keep records of accidents and injuries
To prepare a Health and Safety policy
Health and Safety at Work Act 1974
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Administration – Intermediate II
Employees’ responsibilitiesTo take care of their own
health and safety
To take care of other peoples’ health and safety
To work with the employer to maintain health and safety, eg attending training courses
Health and Safety at Work Act 1974
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Administration – Intermediate II
Employers must provide enough first aid qualified people for their business (one for every 50-100 employees is recommended in an office)
The Health and Safety Executive must approve any first aid training and qualifications
Health and Safety (First Aid) Regulations 1981
These regulations were introduced to ensure that employers provide first-aid equipment, facilities and staff in the event of an accident or incident.
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Administration – Intermediate II
Employers should:
Assess fire risks in the workplace
Check fire detection times and warning systems
Check evacuation routes
Provide reasonable fire-fighting equipment
Check employee knowledge of fire procedures
Check and maintain fire-safety equipment
Fire Precautions (Places of Work) Regulations 1995
These regulations ensure that employers take reasonable steps to protect employees in the event of a fire.
Administration – Intermediate II
Employers must:Make sure that workstations and equipment meet minimum requirements
Make sure that employees have built-in breaks or changes of activity
Train employees in health and safety
Check that equipment is safe
Provide eyesight tests and glasses if needed for VDU work
Provide information about Display Screen Equipment Regulations
Health and Safety (Display Screen Equipment) Regulations 1981
This legislation was introduced to ensure employers provide comfortable working conditions for computer users.
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Administration – Intermediate II
Questions
Answer the following questions on the worksheet provided.
Use the forward arrow to take you to the first question.
Use the help button to take you to the required slide.
Administration – Intermediate II
Question 1
Full time working is not considered a flexible working practice. Explain what is meant by full-time.
Administration – Intermediate II
Question 2
Flexible working practices take place in most organisations.
Describe what is meant by:
A Part-time
B Flexi-time
Administration – Intermediate II
Question 3
Flexible working practices form part of routine business practice.
Describe what is meant by:
A Homeworking/Teleworking
B Hot-desking
Administration – Intermediate II
Question 4
Describe 2 types of Contract of Employment.
Administration – Intermediate II
Question 5
Describe 2 measures an organisation could put in place to ensure the security of staff.
Administration – Intermediate II
Question 6
Describe 2 measures an organisation could put in place to ensure the security of its property.
Administration – Intermediate II
Question 7
Describe 2 measures an organisation could put in place to ensure the security of its information.
Administration – Intermediate II
Question 8
Give 2 examples of how current legislation relating to health and safety helps to protect employees.
Administration – Intermediate II
Question 9
Current legislation states the responsibilities of the employer and the employee in relation to health and safety in the workplace. Give one example of such a responsibility for each of the following:
The Employee
The Employer
Administration – Intermediate II
Question 10
Employees who operate VDUs are protected by current legislation. Outline two features of this legislation.