Outcome 1

Examine personal suitability for vocational area

Guidance for Students

Outcome 3

Identify the main features of the work situation

Outcome 2

Identify health and safety regulations and safe working practices

Outcome 4

Carry out a series of tasks under supervision

You should accept responsibility for your work and view it with a positive attitude.

You should develop the ability to be self-critical and then self-correcting.

You should always proof-read your work and correct your own errors prior to submission.

You will be expected to meet deadlines and to develop your skill of prioritising work.

You will be encouraged to develop the skills needed for working in an office, which include proof-reading, spelling, punctuation and referencing of materials.

You will assess your own performance and decide on your suitability to working in an office environment.

Outcome 1The Administration Assistant

The role of the Administration Assistant is a very demanding one.

There are many duties an Administration Assistant is required to perform.

The main aim of an Administration Assistant’s role is to provide support to other members of the administration department.

In what way does an Administration Assistant support others?

The role of the Administration Assistant

Set up and maintain a diary and

appointment system

Set up and maintain a diary and

appointment system

Assist with reception

duties

Assist with reception

duties

Keep a filing and record

system for the department

Keep a filing and record

system for the department

Receive incoming and

make outgoing telephone calls

Receive incoming and

make outgoing telephone calls

Photocopy and collate

documents

Photocopy and collate

documents

Deal with incoming and outgoing mail

Deal with incoming and outgoing mail

Word processing:

general correspondenc

e

Word processing:

general correspondenc

e

Click on each role for more details

Click on each role for more details

The role of the Administration Assistant - summary

The Administration Assistant is required to carry out a very wide range of tasks.

The tasks can be routine (ie the Assistant performs these on a regular basis) or non-routine (ie the Assistant deals with the situation when it occurs).

Routine tasks

Filing documents Answering the telephone

Photocopying

Non-routine tasks

Dealing with customer enquiries

Dealing with customer complaints

Skills and qualities of an Administration Assistant

Skills ICT – ability to use software

packages for word processing.

ORGANISATION - ability to manage resources and ensure that deadlines are met.

COMMUNICATION – ability to speak to and listen to customers and staff in the workplace or on the telephone.

QualitiesPOLITE - ability to

communicate well in all situations.

FRIENDLY – ability to welcome others.

HELPFUL – ability to provide help where required.

PATIENCE – ability to listen at all times.

Recruiting an Administration Assistant

The main document used to employ the best person for the job is called a job description.

The job description is used to show: what the job involves the main duties of the post.

Example job description

Administration AssistantPermanent, full-time

 We are looking for an Administration Assistant to help in our busy department. This post is primarily to deal with a range of services within the department that require contact with customers and staff, therefore good communication skills are important. The main duties include preparing word-processing documents, dealing with mail, filing and covering reception. Other duties may include answering the telephone, maintaining an appointment diary and photocopying. Candidates should have up-to-date experience of using a word processor and have good organisational skills.

Activity 1

Ask your teacher/tutor for activity 1.

Office Practice: An Activity Office Practice: An Activity ApproachApproach

Outcome 2Outcome 2

Identify accurate safe working practices for

your occupation

Identify safe working practices in

the workplace

Office Practice: An Activity ApproachOutcome 3

1 - Reception

2 - Diary

3 - Telephone

4 - Mail

5 - Word processing

6 - Filing

7 - Photocopying

Office Practice: An Activity ApproachOffice Practice: An Activity ApproachOutcome 4Outcome 4

Now that you have completed all the Now that you have completed all the activities, you are ready to do the activities, you are ready to do the assessment.assessment.

Tell your teacher/tutor that you are ready.Tell your teacher/tutor that you are ready.

Good luck!Good luck!