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Administrative systems.

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Introduction

UNIT 7 - ADMINISTRATIVE SYSTEMS This report is for my line manager Judith based on my work experience at the Acorn Centre. GAZ is based at the Acorn Centre and is rented from that Centre to set up a community youth unit for ages between 8-12 years old. GAZ is based on the funding's and is registered as a charity and relies on the support funds for the activities. These activities include general sessions and day trips. Administrative systems Administration is particularly important in a company because it involves everything that goes on day to day. The key areas of administration are: Information Handling - the creation, storage, retrieval and transmission of all the documents used by the organisation, the receipt, safe storage and monitoring of all the documents received by the organisation and all the records held by the organisation. Communication - Sending and receiving messages by telephone, fax, email, sending and receiving email, dealing with customers, staffs and other visitors face to face. Making arrangements - From booking activities to organising a foreign trip for a senior manager, from preparing for a small meeting to organising a large conference. Obtaining resources - Providing stationery stock and other basic office items and equipments. All these areas of administration are important to the running of a company because an organisation needs constant flow of information to survive. They need information to help focus on the company more in depth. They also need to be kept informed from time to time so the company has accurate information. Administration mainly depends on how well the work is done so you know where everything is. ...read more.

Middle

Some information needs to remain or private in a company so a certain method has to be used. How information is collected, processed and stored All administrative staff play a key role in: Collecting information: whether it arrives in the mail, electronically, by telephone or is passed on by word of mouth. Processing information: inputting it, merging it with other information, sorting it, reorganising it, reproducing it or updating current records. Storing information: in filing systems and on computer. The main aspect of a storage system is so you can find things quickly and the items stored are kept in good condition. Information is processed when it is changed or converted in some way. It may be improved or may be prepared for a particular use such as notes from meetings, messages from telephones, sales figures that need to be input into a spreadsheet etc. These roles are important to the Business because it depends how well information has been organised and stored so that it can easily be accessed when it is needed. Every day, Businesses receive a vast amount of paperwork that is generated by organisations such as forms, fax messages, telephone messages, letters, memos reports and many more. So the administrative staff is responsible for the storage, processing and collecting these information in order to keep the constant flow of the Business going. Post arrives at the reception and then is sorted and stored separately by name in a little locker by the reception assistant, each locker is provided with a key so the administration assistant or the manager has to collect their post from their locker. ...read more.

Conclusion

The strengths are: (1) using the computerised system because it is fast and easy to use (2) labelling every single file including boxes, folders etc (3) keeping the main door locked at all times even just to get a drink (4) easy to find documents from filing cabinet (5) keeping the main storage cabinet locked at all times (6) providing an office chair when working on the computer (7) Having an answering machine telephone so people can leave messages if the staff are not available The weaknesses are: (1) The steel storage cabinet because it requires a key and the admin assistant might need to get some documents. (2) Photocopying, because the department only has a little photocopier machine, if the staff wants to photocopy more than 10 copies, they have to use the one in the general reception and also need to pay for it. (3) No display screen equipment can cause problems with eyesight when the staffs are working on the computer for a long time. (4) Cost of papers and stamps to send letters off (5) Youth workers sometimes don't complete monitoring sheets for admin assistant to do (6) One steel storage cabinet full of arts and crafts is disorganised, the bits and pieces are untidy, pencils falling all over the place (7) No Fax machine or scanner in department, have to go to reception and pay if wanting to fax or scan (8) The cost of developing photos for projects and the community (9) Some floppy disks and CD's just shoved in a box Communication is very important and also useful in a Business, the staffs have to communicate with other people outside the Business and also their own member of staff, they need to keep informed so they can up-date information, details etc. 1 ...read more.

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