BUSINESS PRACTICE LEVEL 2 TOPIC 3 MODULE 12

BUSINESS PRACTICE LEVEL 2 TOPIC 3 MODULE 12 INVESTIGATING THE DIFFERENT TYPES OF WORK DONE IN A SELECTED DEPARTMENT By ZS Mkhumbeni

LESSON OBJECTIVES By the end of the module, you will … Identify the different roles in the department Categorise the purpose of work done Discuss the importance of each category of work done Identify the work as part of the related systems.

12. 1 The role of the department and the type of work done The administrative function of collecting and storing information, handling mail, reception and management assistance are discussed in this module in details. Each of these jobs is important in the overall running of the business. This work is generally done by the following three people: Management assistant Reception Mailroom

The management assistant Management assistant is a junior (secretary) or a senior (executive secretary). Responsibilities of the junior administrative assistant: Typing documents and storing on the computer Operating and maintenance of office equipment Sending, recording and receiving faxes, emails and telephone calls Making photocopies and filing. Responsibilities of senior administrative assistant, who work for two managers only. Screening telephone calls and liaising with clients. Co-ordinating travel and meetings and updating the manager’s diary Planning and preparing agendas and minutes fro meetings Dealing with confidential matters.

The receptionist Receptionist receive visitors and deliveries at the reception area. Main tasks of the receptionist include: Receiving and directing visitors to the right department/person Receiving deliveries to the business and distributing them Displaying product and information about the business Serving refreshment as required.

The mailroom clerk deals with the incoming and outgoing mail. Tasks of the mailroom clerk Distributing incoming letters to the correct person to whom it is addressed too quickly, so that action can be taken. Responsible for faxes and e-mails, postal services Handle outgoing mail with care, so that it gets to the address at the correct rate. Making sure that important documents are certified or registered to ensure that they don’t get lost.

The importance of each category of work Administrative department forms the link between the outside world and the different internal department of the business. Reception area is the face of the business, it is usually the outsider’s first contact with the business, whether they telephone or call personally. If the reception staff is professional in their approach, it can make a good impression on the caller.

12. 3 Identifying the work done in the department The kind of work of the administrative department Administrative Department provide a vital function in the collecting, distribution and storage of information. Administrative Department is always leading the way. Its like someone that leave a paper trail and this other departments follow to find their way.

The systems and processes which are put in place in the business are intended to enable the business to achieve the following: Engaging its customers Maintaining good relations with business contacts, fro example, suppliers Remaining competitive by keeping up to date with recent trends Reducing costs and improve overall efficiency Honouring its legal obligations, for example paying tax Retaining its employees and keep them happy.

Achieving objectives in the administration department Engaging customers and maintaining relations with business contacts. Keeping up to date and reducing costs.

ACTIVITIES • • Assessment 12. 2 Summative assessment