BTEC

NATIONAL

DIPLOMA In BUSINESS

Setting up an Administration System

The main purposes of an Administration process for Sainsbury

A system administrator or sysadmin is a person employed to maintain, and operate a computer system or network for a company or other organisation. System administrators are often members of an information technology department. The duties of a system administrator are wide-ranging, and vary widely from one organisation to another.  Sysadmins are usually charged with installing, supporting, maintaining servers or other computers systems, and planning for and responding to service outages and other problems. Other duties may include scripting or light programming, project management for systems related projects, supervising or training computer operators, and being the equivalent of a handyman for computer problems beyond the knowledge of technical support staff.

The subject matter of systems administration includes computer systems and the ways people use them in an organisations. This entails knowledge of operating systems and applications, as well as hardware and software troubleshooting, but also knowledge of the purposes for which people in the organisation use the computers.  A system administrator’s responsibilities typically include:

  • Morning checks of systems/software
  • Performing backups of data
  • Applying operating systems updates, and configuration changes.
  • Installing and configuring new hardware/software.
  • Adding/deleting/creating/modifying user accounts information, resetting passwords etc.
  • Answering technical queries
  • Responsibility for security and responsibility for documenting the configuration of the system.
  • Troubleshooting any reported problems
  • Keeping the network up and running

In larger organisation, some of these tasks listed above may be divided among different system administrator or members of different organisational groups. For example, a dedicated individual may apply all system upgrades, a Quality Assurance (QA) team may perform testing and validation, and one or more technical writers may be responsible for all technical documentation written for a company.

The main purpose of administration is to make sure that the organisation operates as effectively as possible by performing a wide range of support activities promptly and efficiently.  The starting point of an administration system is to know your internal and external customers requirements e.g. what sort of products customers want to buy, how much they will be willing to pay for a particular product and most importantly what type of person that particular customer (personality and attitude), identify what they are interested in and what they buy. Be able to do correct interpretation of things e.g. admin facilities, promotional events, sales, staffing, staff development etc. and subsequent revision of system needs.  There are many different activities carried out by the administration functions:

  • Clerical work, which includes mail handling, record keeping, document production, organising meetings, dealing with enquiries etc.
  • Cleaning and maintenance
  • Security

 

A point to note at his stage is that it is not the range of tasks which identifies an effective administration function but the way the work is done. Sloppy administration means that orders get lost, customer enquiries are not answer (or answered badly or late), and documents are sent out containing mistakes, papers are mislaid, deadlines are missed. Superb administration is the opposite of all these. Not only are all enquiries dealt with promptly and courteously but even the most routine jobs are done well.

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Examples of administration system

  • Staff development – on the job training, learning new skills trough experience at work. Of the job training trough attending outside courses
  • Promotional events – advertising, branding, sales promotion, public relation etc.
  • Stocktaking – physically counting the actual number of items in stock. Annual stocking only one a year, very time consuming. Many organisations practise continuous stocktaking and computerised stocktaking.
  • Production – the transformation of resources into goods or services.  It’s the process of organising resources in order to meet customer requirements.
  • Manufacturing – production is the whole process ...

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