LEARNING ABOUT THE OCCUPATION PART 1 Module 1

LEARNING ABOUT THE OCCUPATION PART 1 Module 1 Prepared by: Anna Vinogradova

OCCUPATIONAL TASKS

1. Respond to clients in person or over the phone 2. Conduct tasks related to organizing the office 3. Follow up correspondence 4. Produce documents 5. Plan the presentation of written and visual documents 6. Complete tasks related to business meetings and internal training 7. Organize events 8. Complete accounting-related tasks 9. Produce statistical data 10. Manage documents 11. Provide technical support to users

1. Respond to clients in person or over the phone ◦ Greet clients ◦ Filter calls and visitors ◦ Provide information ◦ Take messages ◦ Prepare for conference calls

2. Conduct tasks related to organizing the office ◦ Keep the agenda up to date ◦ Follow up files ◦ Respond to questions ◦ Collect information ◦ Assure the operation of office equipment and help users ◦ Review and explain administrative procedures ◦ Verify and order supplies ◦ Welcome and help new employees

3. Follow up correspondence ◦ Look after the mail ◦ Compose texts ◦ Translate letters ◦ Label and send mail ◦ Do mass mailings

4. Produce documents ◦ Key texts ◦ Correct texts ◦ Layout of documents ◦ Complete forms ◦ Update data bases

5. Plan the presentation of written and visual documents ◦ Key texts ◦ Determine the type of presentation ◦ Complete the preparation of documents

6. Complete tasks related to business meetings and internal training ◦ Find out about details of a meeting ◦ Complete any related tasks ◦ Take notes during meeting ◦ Write and/or proofread agendas and minutes of meetings ◦ Distribute documents

7. Organize events ◦ Find out about details of events ◦ Complete any related tasks ◦ Prepare and send out invitations ◦ Prepare name tags ◦ Complete any preparations ◦ Welcome participants ◦ See to the smooth functioning of the event

8. Complete accounting-related tasks ◦ Prepare time sheets ◦ Follow-up of the budget ◦ Prepare expense accounts ◦ Present requests for approval ◦ Look after requests for payment ◦ Prepare invoices ◦ Bank reconciliation ◦ Look after the petty cash

9. Produce statistical data ◦ Research information ◦ Complete data ◦ Plan and prepare tables and graphs

10. Manage documents ◦ Establish a filing system ◦ Open new files ◦ Classify documents ◦ Archive documents ◦ Make photocopies

11. Provide technical support to users ◦ Identify the problem ◦ Research the problem if necessary ◦ Respond to the request ◦ Stay up to date with the field ◦ Train new employees and stagiaires

WORKING CONDITIONS

Working time: Hours of work: ◦ Full-time: between 33. 75 to 40 hours per week ◦ Part-time: less than 30 hours per week *Overtime: might be required during high seasons Work schedule: Regular office environment: Monday to Friday 8: 00 AM – 5: 00 PM Other type of organizations: Late-afternoons, Evenings, Week-ends

Rest Period: ◦ Lunch break: 30 min to 1 hour (mostly unpaid) ◦ Coffee break: 15 minutes (not reinforced by law, mostly paid) ◦ Vacation: ◦ 1 year of uninterrupted services – 1 day per full month (max. of 2 weeks) @ 4% ◦ 1 year to less than 5 years - 2 weeks @4% ◦ 5 years and over – 3 weeks @6% ◦ Sick Days: at employer’s discretion

Type of employment Permanent: ◦ Payroll ◦ Eligible for full employee benefits ◦ Job stability ◦ Financial security ◦ Long-term prospects Temporary: ◦ High seasons ◦ Maternity/paternity/sick cover ◦ Potential offer

Physical conditions: Requires sitting for long hours: Stiff back and hip muscles, sciatica ◦ Sciatica: pain affecting the back, hip, and outer side of the leg, caused by compression of a spinal nerve root in the lower back, often owing to degeneration of an intervertebral disk. Extensive keyboarding ◦ Carpal tunnel syndrome: a painful condition of the hand fingers caused by compression of a major nerve where it passes over the carpal bones through a passage at the front of the wrist, alongside the flexor tendons of the hand. It may be caused by repetitive movements over a long period, or by fluid retention, and is characterized by sensations of tingling, numbness, or burning. Continuous work with monitors: Eyestrain

Mental conditions: Stress Good Stress: motivating for success Bad Stress: ◦ Managing a few tasks/projects at the same time ◦ Reporting to many superiors ◦ Working in a loud office environment ◦ Work overload ◦ Dealing with demanding clients

Burnout ◦ Burnout is when you become exhausted from being overworked or from stress ◦ On the job, it is important to avoid burnout, but how? ◦ ◦ Aim for a job you like Set your priorities, it’s okay to have a life outside of work Set limits Be flexible, things will go wrong it is not always your fault

Burnout Read up on burnout and take notes on what causes burnout: ◦ http: //www. mayoclinic. com/health/burnout/WL 00062