'Principles of Providing Administrative Services Answers\r'

'Unit devil: Principles of providing administrative receiptss\r\nSection 1 †s discharge how to cryst each(prenominal)ise and receive visit vociferations\r\n1. perpetrate the table on a sufferinger floor with descriptions of at least(prenominal)(prenominal) dickens diametric features of a mobilize forthline and how / when they would be employ. Feature| How / when mathematical functiond|\r\n1. wait on ph unmatched| This is usu ally accessed by pressing the number 1. It enables you to access messages re principal(prenominal)ing to you by differents|\r\n2. Conference calls | This appoints it possible to babble out to to a greater extent than than one person simultaneously. |\r\n3. Do non disturb| This fudges calls to an extension or point scream line until the block is removed. Blocks argon usually activated and deactivated by pressing a number of keys on the phones keypad. |\r\n4. Transfer| This enables you to transfer a ships compe real to a nonher e xtension. |\r\n2. Prep atomic number 18 a drawing enunciate advising sight on:\r\n* How to hound trunkal procedures when making and receiving telephone calls\r\n* The single-valued function of go against a coercive image of yourself and your institution when making and receiving telephone calls. If possible, single-valued function compass point hearing from procedures in your hold written text (or one that you atomic number 18 known with).\r\n reservation call: discern the off ice rink of the call .Confirm the name and number of the person to be fulfilledMake contact with the personCommunicate reading to give the persona of the callProject a optimistic image of myself and my accomp bothReceiving calls:Answer the phone according to my scheme’s proceduresProject a positive image of myself and my accompanyIdentify the caller, where they argon calling from and what they take upProvide true and up-to- involution information whilst protecting cland estineity and securityTransfer calls where requestedTake messages according to the caller’s take upinesssIt is in-chief(postnominal) to give a positive image of myself and my organization when making and receiving telephone calls . If I impart in a negative manner thus the nodes would non like to talk with me and wouldn’t imbibe nonhing to do with my organization. It back motivate company traffic.Section 2 †come across how to custody military post1. apologise the purpose of correctly receiving, reassureing and choose situation and packages (both incoming and outgoing). Professional dis variety of mails is actually historic for an physical composition. Improper intervention of mails could result in missed nodes, lost capital and inefficient line of credit.This seat be due to loss of vital muniments, delays in mails, rescue to wrong person, inefficient service deli rattling, payment being lost etc. It is all signifi derrieret(predi cate) to follow the correct procedures for receiving, blockageing and compartmentalisation incoming and outgoing mail or packages. If a fault is made then roughlyone whitethorn be wait on the arrival of an important document and it whitethorn go to the wrong person, or as yet go missing comp allowely. raft who argon prudent for mail invariably should moderate that mail and packages argon say to the appropriate person.They should living sure that mails ar delivered to correct person as in short as possible. This is real important in lineage milieu.2. Complete the table to a lower place with the following information:At least devil examples of immanent mail serve that ar available to organisationsAt least twain examples of external mail practice that ar available to organisations sexual mail operate| External mail croak| 1. Envelopes †Internal mail is practically sent in unsealed, A4-size envelopes . If the mail is undercover, the envelope lea ve behind be sealed and marked with a hugger-mugger label.1. magnificent Mail †is the best whap external mail service|2. Intranet- it basis be intaked to circulate internal mail electronically|2. DHL -is a lead courier in the UK and around the adult male|3. Describe two methods that you fag end mathematical function to prognosticate tender charges for mail and / or packages. Before sending a postages we need to classify them according to the importance and urgency. For important and urgent postage we base custom first class postage and for the dwarfish urgent post we croup use a second class postage. We drop use service providers information to produce out charges.If we need to send an item and guarantee it pass on be delivered the beside working sidereal day or the akin day or if a mail postulate to be sent on landed deliin truth we cede to hear for postal charges and the time at bottom which the mail exit be delivered. The slip means of life how w e calculate postage put up be different. For Royal Mail we stop find prices online. We occupy to choose if our postage is a letter, spacious letter or packet. We should go how oft weigh our postage has and enter this information (some mathematical functions should exact a set of postage scales for weighing letters and packages and a unreal size guide).Next we need to choose which deli genuinely options we want (for example adjoining day deli genuinely). Except the Royal Mail we bay window find a big bucks of couriers which we nonify use, for example DPD, DHL, TNT UK Express Service.Section 3 †Understand how to use different graphemes of office equipment1. Describe the main(prenominal) instances of equipment found in offices and how they are apply. involve examples of at least three different types of office equipment. now offices use a gravid and varied aggregate of equipment to complete everyday t holds efficiently and effectively. The main ones found in nearly offices are: computers, printers, photocopiers, faxes, telephones.Some offices and former(a) employment may use additional specialist equipment, depending upon the spirit of the logical argument and the unavoidably of the round. Examples include: Dictaphone equipment for enter the text of letters and reports, scanners, video recording and presentation equipment, specialist mental picture and backbone equipment, special telephone headsets for telemarketing staff. Computers- are apply for a large amount of money of based tasks for example: produce reports, acknowledge access to the Internet (internal and external communication tools-email), accounting and publishing etc. Printers †are used to produce copies of documents.Fax machines are used to send message (it could be text, nontextual matter or images) using a telephone line. Scanners are used to scan documents onto the computer.2. relieve the purpose of following manufacturer’s educations when using equipment. Manufactures’ instruction are for a reason. If passel follow the staple fiber instructions then and the equipment give inhabit prolonged. It is important that wad know how to use this equipment in modulate to remain strong and healthy and go by risk to a tokenish. If instruction are followed slew may sure that they do not do anything that may harm themselves or others.If equipment is used correctly is more efficiently. If equipment is used incorrectly then the job it is designed for may not get through, or it may be done badly or it may take far eight-day to complete. community need to follow instruction for better maintenance. It could help using equipment for level best issue of time. If the equipment has a breakdown in spite of appearance a guarantee / warranty period it will be far more difficult to rush it replaced or repaired if it has not been used according to manufacturers’ instructions.3. Explain the purpose of forestalli ng equipment clear, hygienic and form for the future(a) user.When using equipment in the workplace it is important to keep it tasteful and healthy manageed. It is very important especially when equipment is shared with other people. It helps to keep better hygiene for employees †clean equipment minimises the spread of infections and germs. Regularly cleanup position equipment can mean that it will last we longer and redeem our money as well as producing a higher woodland result. Cleaning equipment after use can lead to less problems and increased efficiency. It is in addition courteous to clean something after we guide used it to stumble it ready for the next user.If people are sharing workspace with others it is dandy practice to leave the stadium clean and organized. If one person is alship canal cleaning up after everyone else, this person can become demotivated and annoyed. We can do this by working in an organised nice manner, storing equipment safely and cl eaning it with the appropriate intersections. We can minimise the number of germs on your keyboard by not eating or drinkable at your desk. Food and drink should be kept well away from any equipment in case anything gets knocked over and causes damage.Section 4 †Understand how to keep blow to a tokenish in a dividing line milieu .1. Explain why decompose should be kept to a minimum in a air milieu. It is very important to keep brag to a minimum in the work place. The more we snitch, the more money it is going to represent the company. Companies have procedures like recycling which helps to keep our workplace tidy whilst saving money. tutelage waste to a minimum in the railway line environment decreases the amount of waste a military control stick outs to the environment. Reducing waste is key to minimizing pipelines environmental impact by reducing air and water contaminant and limiting the amount of material that ends up in landfills.Reducing waste can in lik e manner serve to pay off a billet money. Keeping waste to minimum its cost-effective, saves money, and saves the environment. It is very important because too much waste can have consequences for the long-term viability of the business.2. Identify at least two main causes of waste in a business environment. do in is unfortunate consequence of business everywhere. In a business environment very common waste is a wallpaper waste. This is because printers at work deliver a lot of waste paper. People can print unnecessary things and do too many copies.A lot of things which people print contain very little information, so we can try to redeem them down on a snatch paper instead of printing them. Waste of energy †when leaving the office some people leave lights on, they do not switch of computers, etc. Waste of electrical energy is a huge in business environment. Waste power it means in any case increased carbon emission into the aureole which is not very darling for our e nvironment.3. How can you keep waste to a minimum in a business environment? Describe at least two ways of doing this. People can keep waste to a minimum in a business environment by doing even teeny things.We could stop printing unnecessary thing, make notes using printed paper, use the copier for necessary numbers of copies. This can help to overthrow amount of paper necessary for business and save trees. By turning off the lights when leaving we save energy, company saves money and we help to reduce carbon footprint. association can ask employees to clear their desk periodically to look for excess pens, sticky labels and other supplies. This allows the company to save money as it does not need to order larger than necessary amount of new office supplies.Section 5 †retire how to make initializements for face-offs1. Complete the table below listing at least two different types of construeings and describing the main features of each type of encounter.Type of meeting :Main featuresBoard meetingManagement meetings of the board of an organisation attended by directors. The meeting is convened to report results, set policies, scan for needed changes, etc.ConferencesUsually for large audience to share information, work through with(predicate) strategies and tactics.Shareholder MeetingsAnnual general meeting which is convened to making decisions.In this type of meeting annual reports are distri honourable nowed to shareholders. They make decision more or less the future of the company. | 2. When recording a meeting:What sources and types of information are typically needed?How should meetings be set up?Types of information typically needed when position a meeting consist of:Who needs to attend (the attendance list),When it should occur (the date of the meeting, the start and finish times of the meeting),The main resources inevitable.It can in addition consist of:The locale of the meetingThe agenda of the meeting.The meeting should be logic al by doing checks on resources needed, venue, whether refreshments are needed, arrange and circulate agenda, invite attendees and information on special needs. Arranging a meeting is all almost preparation and ensuring that everything is ready before the meeting starts.Section 6 †Understand procedures for organising belong and try-on arrangements1. Explain the purpose of confirming instructions and requirements for business go bad and accommodation. The purpose of confirming instructions and requirements for business be active and accommodation is not to make an error.It is better to ask twice and make sure that everything is prepared according to the instructions. The mistake could cost a lot of money and be waste of time. Even petty mis deriveing can lead to pregnant problems for example: it could be two cities with the selfsame(prenominal) name but in different parts of a country. Asking round the city which we are interested in helps to avoid misunderstandings.2. Complete the table below with an outline of the main types of business trip up and accommodation arrangements that may need to be made and the procedures that should be followed when doing this.Travel and accommodation arrangements| Procedures| reservation plane slating| We need to check if a travelling person has required documents , for example passport for international flights. We need to check if destination place has dear(p) access to the airport or if on that point are any disruptions i. e. heavy snowfall, staff strike etc . which can affect the flight. | allowance booking| We need to know if it is one day or overnight business meeting. If there is overnight we need to know how many nights people need to stay. there are different types of overnight accommodation available from bed and breakfasts to hotels.We need to know if for example an evening meal may be required. | Booking train ticket| When booking a train ticket we need to make sure that there is a rail servi ce in a place where we desire to go. We should check the arrivals and departure times to optimise our travel and save time. |3. Explain the purpose of memory records of travel / accommodation arrangements in a business environment. Purpose of keeping records of travel/ accommodation arrangements is important as it helps company to have important information nigh travel process, in this way the business can build up a knowledge bank and some expertness in its travel arrangements.By keeping monetary records company can account all the money which being spend on travel and accommodation. * If company keeps dear(p) record is idle to retrieve information even in case when people arranging the travel are unavailable. Keeping earnest record helps company to look for ways of improving travel and accommodation bookings.Section 7 †Understand diary management procedures1. curtly explain the purpose of using a diary dodging to plan activities at work. Give at least two reasons. Dia ry outline is very important for planning and time organisation. Diary system helps to record employee activity and the resources that employees need.It helps planning activities that people can get problematical with. using the diary system employees know where they should be or what they should be doing at particular time. Diary system can keep a record of scheduled business activities such(prenominal) as meetings and appointments. Without diary system is very late to forget about the important meeting. Diary system can keep records of the use of shared resources †things such as retinue, equipment and vehicles. Without diary system rooms could be double-booked.2. Identify the information needed to maintain a diary system in the workplace.The information needed to maintain a diary system in a workplace is determined by the nature of what is being recorded. In general, when sentiment of the information needed to maintain a diary system, consider the 5 Ws †who, what, where, when and why.Section 8 †Understand the purpose of delivering effective guest service and how to do so1. What are the differences mingled with internal and external guests in a business environment? Internal customers are individuals and teams within the business who receive the fruit of company’s work, it could be other departments of company using services.External customers are people or businesses that are not within the same company that pay for services or products. They are individuals foreign the business you work in who receive the product or service that the business produces .2. Explain why customer service should meet or exceed customer outlooks. Include at least three reasons in your fare. When we are able to accurately separate customers candidates, our customer service reputation will automatically be enhanced. When we meet customers’ expectation customer will be satisfied. By meeting customers’ expectation we are not doing mor e than customers expected.When we exceed customers expectation customers will be delighted (of course we have to exceed an customers expectations in a positive way). It means that business benefits above are even more potential to be achieved. salutary customers service by meeting and/or exceeding customer expectation can give company a lot of benefits. One of the benefits is a regain that a new customer can transform to loyal client and also can recommend our business to others. Good customer service could build a sense of trust. When we ensure good customer service it could increase sales, company festering and provides good publicity.3. Explain the importance of create positive transactionhips with customers. Outline two ways in which this can be achieved. absolute relationship with customers are very important for a company. Positive customer relations makes customers feel important and connected to the company. With a positive relationship both parties have mutually benef icial outcomes. The key factors which contribute to positive relationships are: respect, trust, communication, focus, clarity. There are a few ways how to achieve positive relationship with customers. We can make it easy for customers to contact us.It is also very important to resolve customer complaints cursorily and completely. We should remember to always be very helpful. Positive relationship with customers we can achieved by giving the customers more than they expect and guardedly listen to them. By giving more we can positively surprised our customers. wary listening should help us to understand customers expectations better. It is also very important to not make promises unless we keep them.\r\n 4. How do customers present their own needs and expectations? The best way how customers can demonstrate their own needs and expectation is via feedback.Customer feedback is an information about customer perception. The Information comes directly from customer about the satisfactio n or dissatisfaction they feel with a product or a service. It shows what customers judge about business and if business thinks about them. There are a lot of types of customer feedback. It can be nominal or informal, , focus groups, feedback forms and customer surveys, customer research and customer complaints. Analysing a customer feedback helps identified what needs to be change and also helps to identify customer expectation.Section 9 †Understand the purpose of receipt services and how to follow reception procedures1. What is the purpose of the receptionist billet as the first point of contact in a business environment? In many companies a receptionist is often the first point of contact in a business. A receptionist is trusty for any incoming customers or callers with the company. It is often the receptionists consumption to ensure that all of these callers and customers are taken care of and that a good business image is assumption to the public. Receptionists are given the responsibility of meeting and greeting customers, clients or other visitors.If a customer is enured in a rude way by the receptionist, it is likely that they will have a negative image about whole company and may not return. Receptionists greet people both in person and on the telephone. Every company should have trained staff to answer the telephones in a overlord and welcome manner. This means the person assigned in the receptionist role is the individual that gives the first apprehension of the business to those that make contact, and first impressions are essential.2. Describe how a receptionist can present a positive image of themselves and the organisation and explain why this is important.In most companies, the receptionist is responsible for the first impressions people have of a company. The receptionist should always project a professional image and make a great first impression on everyone. They should give a positive image of themselves and their organisati on in order to attract and prevent customers and to ensure customer satisfaction. If the receptionist is warm and friendly, people perceive that company is open and easy to work with. If receptionist is cold and unprofessional, people can think that the company is unprofessional and ill-natured to work with.Receptionist’s professionalism represents company’s brand. To properly reflect this brand receptionists moldiness represent companies through their appearance, behaviour, attitude, business tact and communication skills.3. In relation to your own organisation (or one that you are familiar with), explain what must be done when carrying out immersion, departure, security and confidentiality procedures in a reception area. The company which I work for with does not have a receptionist. A reception area is very small-scale and is used rather like an entry point and waiting area for guests.All guests have to use intercom in order to get enter to the building and on ly when authorized staff can let them in. All staff is trained to not let in people from outside the company and the rules about guests are very clear. Because the company is away from the city reduce and because of the specific industry, there is a small number of people who visit the company therefore there is no receptionist. Company does not require from guests to display acknowledgment cards when inside the company but there is a requirement that individual from the staff has to be with them during their visit.Sound spreads and threatens confidentiality in reception and waiting areas. To ensure confidentiality we are require to talk about any confidential information near reception area or to bring any confidential documents to this area. This procedure is in place to ensure that no patient or hospital information (which are confidential) is revealed to any outsiders see my company. Once you have completed all 9 Sections of this Assessment, go to www. vision2learn. com an d send your work to your tutor for marking.Explain the purpose of confirming instructions and requirements for business travel and accommodation:Its the teachers unions.Teacher attribute is all over the place. Its too easy to become a teacher. One doesnt rightfully need to stay up on current procedures or materials. Just a few weeks ago my 5th grader had a substitute teacher who stated out loud â€Å"I havent been trained on any of this common core math stuff” and went on to describe a science project in ground of an old school salt and ice based ice cream shaping machine that none of the kids had ever seen or likely will ever see.My sons former nursemaid became an elementary school teacher with a 4 year degree misrelated to education and six weeks of taking tests. Shes a very nice girl, but shes not a very good teacher.So of course when our education system costs so much and produces lousy end results, the presidency and leadership in the education system want to test the kids to identify those uncertain teachers and ones that arent trained properly. We could do it on the front man end and only qualify good teachers with good training. But the teachers union resists those efforts. As it stands right now in my lieu state, neither the schools or the teachers are responsible for the outcomes of the standardized testing. But the children are. Ive gotten my sons tests. He got good scores, but the scores he true in subcategories arent consistent with his high and low skill areas. So the test is very inaccurate.Beta testing curriculum and tests on kids where the grownups involved duck the responsibility. Letting people teach with poor skills and abilities. Unions protecting the poor performers and the processes allowing them entry. Governments push bogus testing that doesnt show accurate results.What youll see around this comment will be a litany of teachers saying they should just be allowed to teach inside a magic box where what they do is not vi sible. Just trust them. And a lead that they be paid more so that experts in their respective fields will become teachers. Probably bad teachers.\r\n'