Learning for everyone Principles of Administration Module 4

Learning for everyone… Principles of Administration Module 4 Manage and Office Facility

Learning for everyone… Aims and Objectives The aim of this presentation is to deliver underpinning knowledge for the defined learning outcome. The objective is to enhance learning and subject knowledge to allow formal assessment of the detailed assessment criteria within the detailed learning outcome. Wherever possible links to Equality and Diversity will be embedded. (ED)

Learning for everyone… Management of office facilities-Legal requirements The primary legislation to be considered is: Ø Health and Safety at Work Act 1974 (HASAWA) includes – Ø Management of Health and Safety at Work Regulations 1999. Ø Manual Handling Operations Regulations 1992. Ø Health and Safety (Display Screen Equipment) Regulations 1992 Ø Workplace (Health, Safety and Welfare) Regulations 1992. Other very important legislation relates to: Ø Electrical equipment.

Learning for everyone… Management of office facilities-Legal requirements Management of office facilities: This requires the correct interpretation of legal requirements as identified in legislation. Ø The implementation of policies to meet legal requirements Ø Establishing office procedures to meet legal requirements Ø Reporting procedures Ø Key personnel responsible for health and safety (HSO) Ø Ensuring a safe working environment Ø Employee responsibilities to work safely and Staff training

Learning for everyone… Risk Assessments One of the major pieces of legislation is risk assessment. The purposes of this allow Ø protection of employees while at work Ø protection of public Ø protection of business’s resources Ø identifying sources of risk Ø Solutions to problems brought about by legislation change Ø conducting a risk assessment incorporates proposing remedial action, implementing changes, notifying others of change.

Learning for everyone… Typical services provided by an office facility Definition of services offered by an office facility: ‘agreed organisational procedures that support management’ Services include: Ø Maintaining diaries; receive and send messages; deal with correspondence. Ø Make and receive telephone calls; organise meetings and events; receive visitors; take minutes; monitor stationery. Ø Order new stock; maintain good customer service; work in a team and support colleagues, deputise for manager as appropriate

Learning for everyone… Establish office management procedures Management procedures: Ø Effective communication systems in place and understood. Ø Setting staff responsibilities to meet policies & procedures. Ø Effective customer service systems. Ø Reporting problems. Ø Risk assessments. Ø Staff training on systems. Ø Health and safety responsibilities. Ø Following security and confidentiality procedures.

Learning for everyone… Manage office resources Office equipment: assess what is needed; cost/budget; research new suppliers; order/install; workload dependency; regular maintenance and electrical checks; train staff on correct use; safety and security; ICT support staff. Stationery: record of suppliers; cost/budget; quantity discounts; assess quantities required; workload related; maintain stock control minimum and maximum stock levels, order/re-order, check quality; standard forms/letterheads; recycling policy;

Learning for everyone… Manage office resources Staffing: Ø workload dependency Ø meeting deadlines Ø full time or part time or specific contract timescales Ø recruitment procedures; job descriptions/specifications Ø liaison with human resources department dependent on size of organisation; Ø Induction training and integration into team; Ø absence, illness and annual leave entitlement

Learning for everyone… Techniques to monitor and manage work flows Business-wide techniques: organisational/strategic plans, resource planning (staff and equipment), monitoring availability of resources, cost/budget analysis, scheduling activities to meet business objectives Department/team techniques: departmental plans; setting SMART team objectives; negotiating realistic targets and setting timescales; scheduling activities within departmental/project timescales; prioritising work and scoping work Individual techniques: understand the aims and objectives of task(s)/project; allocating tasks; using skills and attributes of individual

Learning for everyone… Typical support and welfare facilities Human resources department: recruitment/promotional vacancies, job descriptions and specifications; workplace culture; employer/employee relationships; be approachable and fostering open and candid communication; mediate on any staff issues; encourage training opportunities; performance management; equality and diversity legislation (ED) Operations and facilities: managing operational services, heating, lighting, access, security, cleaning, catering, routine maintenance and non-routine maintenance, parking, IT support

Learning for everyone… Typical support and welfare facilities Welfare: healthy, safe and secure workplace environment. Ø maintain a clean and hygienic workplace Ø regular risk assessments Ø toilets and washing/drying facilities, showers and changing rooms. Ø restaurant, drinks machines or facilities for making hot drinks. Ø drinking water; first aid supplies, resident or part time medical support. Ø secure access to workplace, secure and safe reception facilities, visitor badges; outside facilities for