1. AdministrationAdministration
Standard GradeStandard Grade

2. UnitsUnits
• Unit 1a - Business Organisation
• Unit 1b - Functional Departments
• Unit 2a - Office Layouts
• Unit 2b - Health and Safety
• Unit 2c - Reception Services
• Unit 2d - Mail Handling
• Unit 3 - Storage and Retrieval of Information
• Unit 4 - Reprographics
• Unit 5 - Sources of Information
• Unit 6 - Presentation of Information
• Unit 7 – Travel
• PLUS… Information you have learnt from the ICT part of the
course. There may be questions asked in exams about
spreadsheets, databases; word processing etc.

3. Unit 1aUnit 1a
Organisation of
Departments
Organisation
Chart
Benefits
Problems
Tall Flat
Terms
Span of control Line & Lateral
Relationship
Chain of Command
Restructuring
Downsizing
Delayering
Outsourcing

4. Unit 1bUnit 1b
Functions of Departments
Purchases
Purchase Requisitions
Quotations
Agree
Prices
Checks Deliveries and
Invoices
Human Resources
Advertise
vacancies
Job
Description/
Person Spec
Interviews
Contract of
Employment
Appraisal
Training
Trade Unions
Finance
Invoices,
credit
notes,
statements
Deal with cash and cheques
Final Accounts
Wages & Tax
Sales/Marketing
Find new
customers/deal
with existing
Send out
quotations,
catalogues
Process
orders
Market
Research

5. Unit 1bUnit 1b
Computing Services
Administration
Also…

6. Unit 2aUnit 2a
Office Layout
Cellular & Open Plan
Advantages
Disadvantages
Office Ergonomics
Office layout
factors
Layout
should be…
Office Furniture…what
features are important
Chairs
Desks
Workstations Storage Units
Office furniture should
be set out
Admin
Work Meetings
Flexible Working
Homeworking/
Teleworking
Hot Desk/Carrel Job-Share
Flexi-Time
Touchdown Areas

7. Unit 2bUnit 2b
Safe Working
Practices
Potential Hazards
Slips, trips, falls, being
struck by something,
poor lifting
Safe Working
Practices…
Office equipment
develops a fault
you should
Switch off – put a notice on
it – report the fault
(hazard/fault report form) –
don’t fix.
Hazard/Fault Report Form
First Aid
First Aid Box
Accident/Report
Form
Accident Book
Health and Display Screen
Equipment
Eye fatigue, headache,
RSI, stress
Legislation
HASAWA 1974
RIDDOR 1995
H&S First Aid 1981
H&S Display Screen 1992

8. Unit 2cUnit 2c
Reception Services
Qualities and Duties
Of a Receptionist
Visitors
Without an
appointment
With an
appointment
Reception area layout
Electronic Diary
Features
Security Features
Procedures by
the organisation
In the reception
area
Security measures
CCTV, Locks, Swipe
cards, ID Cards,
Passwords, Badges,
Guards
Records
Incident report form; Staff
Signing-in book; Staff
In/Out Book;
Appointments Book;
Visitors Book

9. Unit 2dUnit 2d
Mail Handling
Mail
Internal & External
Internal Mail
Procedures
Incoming Mail
Procedure
Sort; Open;
enclosures attached;
Date Stamp; Check
remittances;
correspondence;
sort; distribute
Outgoing Mail
Collect; Sort;
Weigh;
Stamp/Frank;
Send
E-mail
Email; Voicemail: Fax
Procedures
Advantages &
Disadvantages
Machines &
Equipment
Postal Scales; Franking
Machine; Date Stamp
Influences on method
chosen; How they should
be sent.

10. Unit 3Unit 3
Filing
Purpose
Why file
Features of
good filing
Filing procedures
Methods of Filing
Manual
Advantages
and
disadvantages
Alphabetical, Numerical,
Chronological
Electronic
Advantages &
Disadvantages
File Management
Database
What is itAdvantagesStructure & Changes
Spreadsheet
What is it
Advantages
Structure & Changes
Electronic Storage
Floppy Disk; Zip;
Hard Drive;
DVD;CD; USB
Security of InfoPassword –
Do’s & Don'ts
MethodsVirus
Leaving a
workstation
Data Protection
Act 98

11. Unit 4Unit 4
Reprographics
Equipment
Features and Uses
Photocopier;
Laminator: Scanner;
Binder; DTP; Printers
Printers – Inkjet v Laser
Advantages and
Disadvantages
Training
Why should they be trained
What training is needed
In-House vs. External
Definition
When would one be
use over the other –
Reasons why.

12. Unit 5,6,7Unit 5,6,7
• Still to come…