- Take responsibility for and to organise training of administration staff
- Advise department about office layout, office equipment, and working practice and staff development
- Co-ordinate the supply of office equipment and stationery
- Study and analyse administrative practice within the organisation in order to develop an overall strategy for administration
- Ensure the standardisation of administration work and the layout of documents such as letters, reports of the meeting and minuets of meeting
- Provide and maintain a communication system within a company, including phones, mailing system, computer hardware and other data processing facilities
- Report to, and provide statistics for the company board about the effectiveness of existing administrative practices.
In most companies a large proportion of the staff work directly with or have access to computers. The role of the information and communication technology function is to promote effective exploitation of ICT and to provide the guidance, support and co ordination necessary to accomplish this objective.
The administration team are very important because they service the work of the organisation. In many companies each department will have its own clerical and support staff but large firms will have a central office that is responsible for controlling key aspects of the firms paperwork, filing, companies mail, word processing and data handling facilities.
In order to produce professional documents of events it is essential that all documents are accurate and give out the right message. It is essential that all documents are produced using the correct tone and are produced to a professional standard.
In order to meet the criteria of this unit I have been required to take on board an administrative role. I have produced professional documents, which have been sent out, and I have been required to be an effective team member.
Communication has been important aspect of this project and I have been required to communicate both verbally and in writing
Working as a team
Teamwork is when a number of people join together to work on a specific project or event. When a team gets together it is essential that roles be allocated in order to prevent situations where one person works harder than others. You do not need to like the other members of your team but you need to work together so it is essential that you are professional at all times.
Event though my group are friends we found it very difficult to decide on what event to organise. Within our group we had some very strong characters and some people had strong views on how and what to organise.
It took us some time to decide on what event to organise but in the end everyone was happy with the decision made.
We are all working well together as a team and no problems have occurred. However if conflict did arise it would need to be addressed and discussed in the group so a compromise could be made. Problems within a team situation need to be resolved quickly as failure to do so would affect how the team operated, jobs would not be completed on time and some may be forgotten completely.
Health and safety at the eventAll employers have duties under the health and safety legislation. Your starting point is to prepare a health and safety policy statement.
By law this statement must be in writing if you employ five or more people. If you employ fewer than five people you must still comply with the legislation, although the law does not require you to show a written policy document.
Writing a health and safety policy statement, regardless of the size of company, is recommended for several reasons. It enables you to set standards which will reduce accidents and cases of work-related ill health. It demonstrates your commitment to planning and health and safety. It shows your employees how seriously you take issues relating to their welfare.
Employer responsibility
- Safe entrance and exits
- Safe equipment and machinery
- Safe systems of work
- Proper tuition and training to ensure that staff work safely
- Proper and thorough investigation and recording of all accidents at work
- The employer also has a duty to discipline employees who injure other employees or simply by fooling with equipment.
Our event will take place on college so we will have to find out the health and safety will be needed for us to have our event.
Some of the health and safety rules that will be needed for our event to take place:
- Safety exits
- Max numbers allowed in event place
- Food (health and hygiene if applicable)
- Evacuation procedures
- First aid procedures.
As we are holding the event in college we need to establish that all health and safety regulation are in place, we need to establish this when we book the room for the event. We will be required to adopt the college health and safety requirements for the entire event.
We will need to establish for a guest speaker were he will require any equipment for his presentation and follow the correct procedures for the supply of his equipment. We will have to ensure that the equipment is in good working order and has been put through college testing procedures. We will also need to ensure that there are no trailing wires where students and guests could injure themselves.
Contingency plan
A contingency plan is another way of doing things if the worst happens some times your contingency plan is as important as the actual planning of the event. A contingency plan is devised on a just in case basis at the same time as the plans are being made for your event. Having a contingency plan means your event can still take place if the planned event does not happen for some reasons.
Our original plan is a guest speaker John Smith to come in and give a talk to the business students. In an event that he could not come in for and reason then we have a back up plan to ensure that the event takes place whatever happens.
We have given careful consideration to what we could do in case the planned speaker could not come in for some reason. We have asked the college councillor Sheila Macdonald to come in and give a talk to the students.
To make sure that the original plan goes ahead without any problems we have considered some options.
- Make sure the guest speaker knows the date and time of event
- Make sure that the guest speaker is still able to do the event
- Make sure that the college can still hold the event
- Arrange a stand in speaker in the event the original plan goes wrong
- Make sure the stand in guest speaker is on hand if the worst comes
- Make sure the students know the date, time and place of the event
Evaluation form
Please complete and return by 25/5/04
Following the Guest speaker at Bede College your comments and suggestions would be greatly appreciated.
-
Do you think the event achieved its main aim?
Yes No
-
Were the goals of the event clear?
Yes No
- In your view, is this a valuable event to attend
Yes No
-
Do you think there was the right mix of topic covered?
Yes No
5.Do you feel that the right people were chosen to take part in the event?
Yes No
6.Did you enjoy the event?
Yes No
7.Would you consider going to another event?
Yes No
8.Did you have any problems with the event?
Yes No
9. What improvements could be made?
MEMORANDUM
To: Adrian Hall
From AVCE Business Group
Victoria A
Rachael B
Gemma B
Claire B
Rachael O
Date 22 April 2004
Subject Room Booking
As part of our AVCE Business course we are to plan an event for a guest speaker to come and give a talk to AVCE Business students. It would be appreciated if you could arrange a room for the event to be held in. We are hoping that 20-90 students will turn up for the event.
Could the room have access to a computer and multimedia projector, as the speaker will be using PowerPoint for the presentation? I will hope to hear from you soon with regards to my request.
Thank you.
Event Summary and Evaluation
In order to arrange an event that is successful consideration needs to be given to
- Physical resources
- Human resources
Physical resources
For an event we decided to arrange a guest speaker and the event would take place at city of Sunderland college, Bede Centre. We decided that the event would take place at Bede Centre, as this is where our college course takes place. We firstly decided that the event was to take place in the college hall but it does not have access to PowerPoint and the guest speaker had requested the use of a computer for the presentation. The guest speaker was to bring handouts to give to the students relative to the information that was spoken about in the presentation. The room that was booked had relevant equipment.
Human resources
There were 85 people in attendance at the event. There will be no charge for the students to attended the talk as we thought the it would be an interesting subject for the students to have a talk about. We arranged a guest speaker by confirmation in a letter and follow up telephone calls.
Evaluation of the event
For this event we had to organise a guest speaker. The group consist of Victoria A, Gemma B, Rachael B, Claire B and Rachael O.
After a meeting with the group it was decided that we should organise a guest speaker. We decided on this event because we thought that the students would take an interest in it. Following our event several very positive aspects have been highlighted:
- Experience of organising an event.
- Experience of working in a group.
- Valuable work documents.
- External communication (organising the guest speaker)
- Verbal and written communication.
- Experience organising rooms etc.
- Plan work early to meet deadlines.
It was very difficult to arrange the event because the group had a lot of different ideas, there was a change of plan from our first idea to organise a fancy dress day at college to having a guest speaker to come into the college. We changed the event because trying to organise the fancy dress day was difficult.
In order to organise the event we had to decide on the event itself. We had to decide the venue, and what sort of paper work we were going to use e.g. memos, letters etc.
We got people who attended the talk to fill in an evaluation form and what they thought of the event.
Evaluating an event is a good way to see if it has been successful. If the event is not successful there is no point in repeating the exercise. Evaluation is very useful for an administrator as they highlight good and bad points and relevant action can be taken.
If I were to do the assignment again I would plan my time better .I would plan each section and have that section completed before going on to something else and make sure deadlines are met.
The aim of this assignment was to organise a successful event, I feel that this has been achieved.