Working in Administration
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P1 - Outline factors involved when working in an international administration role When performing tasks which involve international administration such as administrative tasks in the Corporate Finance Department and Tax Department in PWC it is necessary to consider the following factors: Time zones This factor needs to be considered when working internationally as sometimes it will be necessary to wait to receive an answer or wait to contact an important client by phone for example. So the best is to be aware of the time difference and have a schedule planned for each country and also a spreadsheet with time differences in all countries the administrator works with; basically the working hours the administrator does matching with the working hours of each country. National Holidays This is very important as well. A spreadsheet with all National Holidays of each country the administrator has contact with may be useful as most companies do not work on these days and contact them might mean delays; sometimes even a one week's delays so planning is essential in this case. If a tax payment needs to be made internationally this factor is crucial. Currency If the administrator is working in export/import, finance, tax or sales he/she will have to be aware of the currency as profits might increase or decrease depending of the daily rate and this needs to be considered when converting the currency. Language Usually the universal language will be English but it is necessary to make sure the administrators can communicate properly mainly in written and also the tone of the correspondence either by e-mail, post or fax. If working for a Credit Control Department speaking the language of the country may be necessary in order to chase payments. Working for PWC in a Tax Department might mean that certain forms will have to be filled in using the country's language which could be French, Portuguese, etc.
> Data Protection: it is to make sure that data is really protected and what it could be done to ensure that the process is working on this front. There are many methods used to review services; they could vary from company to company. In very small companies the administrator usually will have autonomy to change processes by reviewing them periodically and this review would happen just by spotting processes that make work more difficult or by letters sent from authorities that certain changes are about to happen. However it is still necessary to take some time to reflect on the processes and the best solutions for their improvement. In larger companies methods of reviewing services would start probably with the manager's initiative and spreadsheets may be one of the methods used to review them as well as forms with questions to be answered by the administrators in order to analyse the effectiveness of the process used. An example would be a spreadsheet with a printing control, including how many printing has been done; the type of document that was printed and how many copies of the document was printed. At the hotel the three administrative processes were done the way described above for many years and there was no regular review on them. Being a very small company a few changes were made by me after spotting certain things that could be changed: 1 - There was not much to change in the filing system; just the labels on the filers were done electronically instead of hand writing. 2 - A spreadsheet was produced to add the number of hours worked by each employee. P4 - Adapt suitable procedures and policies in providing administrative support for an activity On the 10 February 2009 I along with other students went to see the administrator of Flexit (Jo Nussey) who talked about the administration processes done in the company.
This technique is very efficient in terms of administration; before the process was done manually which made difficult the change of information as well as communication leading sometimes to tight deadlines mainly when a new student booked a session during the week; there was too much rush to send the updated schedule (hard copy) to the reception. Now as everything is done electronically the process is quick, efficient and it is less time consuming. Forms such as Amend forms and Completion forms are also part of the administrative techniques used by Flexit to ensure the administrative role runs smoothly. By using standard forms the company stores information which are really important and need to be stored and the forms help Flexit to make sure that all information needed is gathered. For example the Amend form is used when a student passes to the next level; basically the student has to enrol again so the form is used to record this process. The Completion form is filled every time a student finishes a unit, recording how many hours the student has done, name of unit, etc. 4.0 CONCLUSIONS Policies, procedure and techniques were created to make the lives of administrators easier. By having standard procedures and techniques to be followed the company ensures that the administrator is performing tasks appropriately i.e. the administrator is ticking all boxes every time a task is performed without having to do it literally using a check list. Policies at Flexit contribute to the administrative system by setting up rules regarding confidentiality and security of information; also by setting mission and visions for every employee to comply with. On the whole policies help administrators to achieve the goals and objectives of the organisation as well as to be careful with certain tasks that could easily break the rules not intentionally but because of the vulnerability of the process. ?? ?? ?? ?? 1
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