Functions of Departments Administration Services Department Administration Services

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Functions of Departments Administration Services Department

Functions of Departments Administration Services Department

Administration Services Department This department supports/assists departments within the whole organisation.

Administration Services Department This department supports/assists departments within the whole organisation.

Main Tasks - Reception The Reception is found at the front of the organisation.

Main Tasks - Reception The Reception is found at the front of the organisation. Its main function is to welcome and direct visitors to other departments within the organisation.

Main Tasks - Mail Dealing with incoming and outgoing mail in the organisation.

Main Tasks - Mail Dealing with incoming and outgoing mail in the organisation.

Main Tasks - Filing Storing and retrieving information for the organisation. The filing system

Main Tasks - Filing Storing and retrieving information for the organisation. The filing system may be manual or computerised.

Main Tasks - Reprographics copies documents for the organisation as required.

Main Tasks - Reprographics copies documents for the organisation as required.

Main Tasks – Word Processing The word processing service creates, edits and saves documents

Main Tasks – Word Processing The word processing service creates, edits and saves documents for the organisation eg letters, reports, memos.

Main Tasks – Stationery/Stock Stationery is held in the organisation’s stock room. Stock will

Main Tasks – Stationery/Stock Stationery is held in the organisation’s stock room. Stock will be issued to departments as they require it and records will be kept.

Job Titles & Tasks Administration Manager l Supervising the running of the Admin Dept

Job Titles & Tasks Administration Manager l Supervising the running of the Admin Dept Receptionist l Dealing with visitors to the organisation Switchboard Operator l Operating the phone lines – internally & externally

Job Titles & Tasks Reprographics Assistant l Photocopying/reproducing copies of documents Mail Room Assistant

Job Titles & Tasks Reprographics Assistant l Photocopying/reproducing copies of documents Mail Room Assistant l Dealing with incoming/outgoing mail. Filing Clerk l Filing documents and retrieving files

Job Titles & Tasks Administration Assistant l Keying in routine documents l Proofreading documents

Job Titles & Tasks Administration Assistant l Keying in routine documents l Proofreading documents l Photocopying documents l Answering telephone/directing calls l Opening & distributing mail l Transmitting emails & faxes

Effective Admin Services You can identify effective administration services by: l The use of

Effective Admin Services You can identify effective administration services by: l The use of standardised forms. l Appropriate use of Information & Communications Technology eg storing customer records on a computer database rather than on paper. l Using the most suitable channels of communication eg email with attachments where appropriate instead of posting l Clearly stated procedures on how the organisation should be run eg a procedures manual on health and safety l Centralisation of services eg reprographics.

Effective Admin Services means… l accuracy, quality, uniformity and speed within the organisation. l

Effective Admin Services means… l accuracy, quality, uniformity and speed within the organisation. l staff can be moved from one department to another easily, as they will be familiar with the documents and procedures used throughout the whole organisation.

Now do Tasks 8 & 9 in your booklet.

Now do Tasks 8 & 9 in your booklet.

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