Duncanrig Secondary School

What is Administration?

Administration is the term used to describe the extremely important work that goes on ‘behind the scenes’ in all organisations.

Administration is the process of organising people and resources so that organisations such as businesses can operate smoothly and achieve their objectives.

Without good administration staff most businesses would not make as much profit as possible and hospitals could not look after patients properly.

Why is the work of Administration so important?

The members of an organisation’s Administration (Admin) team provide specialist support to their colleagues and customers. Without the support it provides, the information necessary to make the best decisions would not be available. In many ways, the Admin team is the ‘backbone’ of an organisation. Every organisation relies on it to keep things running smoothly.

The Administration Department (in many organisations it is also referred to as the Administration Function) specialises in gathering and safe-keeping of important information which is then made available to others when required.

What is an Admin Assistant?

An Administrative Assistant (Admin Assistant) provides support to specific departments or teams within an organisation.

In order to be successful Admin Assistant, certain skills and qualities are required. When organisations are looking for an Admin Assistant, it is important that the basic tasks, skills and qualities required are identified.

Learning Intentions

By the end of this topic I should:

  • know different tasks/duties undertaken by an Admin Assistant (N4)
  • understand why they are important in the running of the organisation (N5)
  • know the skills and qualities required to be an Admin Assistant (N4)
  • understand why they are important (N5)
  • apply my skills and knowledge to a project which would be undertaken by an Admin Assistant (N4 & N5)

Success Criteria

I will know that I have been successful if I can ….. (complete your own success criteria)

YourTask

Using skills developed in the course you will be given an appropriate amount of time to complete the above Learning Intentions. The following tasks will help you achieve your Success Criteria.

Task 1 - Know the different tasks/duties undertaken by an Admin Assistant

  • Using ICT research a number of different job vacancies for an Admin Assistant
  • Access S1jobs.co.uk
  • In the keywords box key in ‘Administration Assistant’
  • Print out 2 or 3 job descriptions (which lists tasks and duties) and look for common tasks/duties that an Admin Assistant would be expected to do.
  • Paste the job descriptions on to an A3 sheet of paper and highlight the tasks/duties carried out by an Admin Assistant.

Task 2 – Understand why these task/duties are important in the running of the organisation

  • Using a variety of resources eg N4/N5 books and booklets,find out why the duties/tasks identified in Task 1 are important
  • Prepare a word processing document/poster etc which contains this relevant information (a table may be useful here – see below for an example)

Task / Why it is important
Maintaining and updating databases – the ideal candidate must be able to search and sort databases such as employee records; supplier records and produce forms and reports / It is important that the documents they produce are accurate.

Task 3 – Know the skills/qualities required by an Admin Assistant

  • Using your research skills use the Internet to find out the skills/qualities required by an Admin Assistant – you could look at job descriptions again to identify common skills/qualities required
  • Using a variety of resources eg N4/5 books and booklets find out the skills/qualities required by an Admin Assistant
  • Display this information in a relevant way ie A3 sheets with job descriptions and skills/qualities highlighted; Word Processing, Publisher, PowerPointetc

Task 4 – Understand the importance of skills/qualities required by an Admin Assistant

  • Using a variety of resources eg N4/N5 books and booklets find out why the skills/qualities you have identified in Task 3 are important
  • Personalisation and choice – present your findings as appropriate

Task 5

Ensure your partner has met his/her success criteria by testing his/her knowledge.

You can choose whatever method you know your partner prefers to learn – below are a few examples.

  • Word processed questions (like a test) which you prepare (questions and answers) and issue to your partner. Be prepared to mark them!
  • Prepare a kahoot (questions and answers).
  • Ask your partner to prepare a PowerPoint presentation (you should give them a checklist so that they know what they are aiming for).

Task 6 – Apply my skills and knowledge to a task that would be undertaken by an Admin Assistant

You are now going to complete some the tasks that an Admin Assistant may perform when involved in organising a small-scale event:

 Access your computer and complete the following tasks (all the files you require will be found in the Business Education Shared Area>Student Resources> Read Area>S3 ADMIN & IT).

Task 6 a – Flyer

Using Microsoft Word or Publisher, please prepare a Flyer/Poster for this event.

Task 6b– Internet

Access the internet and print out the home page for the Macdonald Crutherland House Hotel where the event is taking place. (Remember to put your name as a footer on the internet page and highlight the name of the hotel).

Task 6c – Electronic Diary

Enter the event date and time into your electronic diary and print a copy in weekly view.

Task 6 d – Word Processing and E-mail

Access the file Prom Letter and complete the letter using the comments.

Print one copy of the letter.

A meeting will be held with the Prom committee – Access the file PromMeeting and complete a Notice of Meeting and Agenda using the comments.

E-mail a copy of the completed Notice of Meeting and Agenda to your teacher. Print a copy of the email from your sent items.

Task 6e - Databases

Access the database file Prom and edit as follows:

  • Gemma Dempsie has now paid her deposit
  • Lucy Kelly’s emergency contact number should be 07987544179

Sort the database into order of class (ascending) and surname (ascending)

Print one copy of the amended database. Ensure your name and task number are displayed as a footer

Search the database for pupils in 6C1 who have not paid their deposit. Print one copy. Ensure your name and task number are displayed as a footer

Create a report using the table Attendees. The report should:

  • Be presented in landscape view
  • Show only the following fields – Name and deposit paid
  • Use the heading PUPILS ATTENDING PROM
  • Fit on one page

Print the report. Your name and task details should be shown in the footer.

Task 6f – E-mail

Send an e-mail to your teacher thanking them for organising the event. (Print this from your ‘Sent’ items).

Task 6g – DTP

Prepare an invitation to be sent to teachers inviting them to the prom.

Include all relevant information eg date, time, place etc.