HIGHER ADMINISTRATION ADMINISTRATIVE SERVICES OUTCOME 1 EXPLAIN STRATEGIES WHICH CAN BE EMPLOYED TO ENSURE EFFECTIVENESS IN THE WORKPLACE

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1 HIGHER ADMINISTRATION ADMINISTRATIVE SERVICES OUTCOME 1 EXPLAIN STRATEGIES WHICH CAN BE EMPLOYED TO ENSURE EFFECTIVENESS IN THE WORKPLACE ACTIVITY BOOKLET

2 A THE ROLE AND QUALITIES OF AN ADMINISTRATIVE ASSISTANT 1 COMPARE and CONTRAST the duties of an Administrative Assistant and a Senior Administrative Assistant. In your opinion, what are the essential qualities of an Administrative Assistant? JUSTIFY your answer. Explain the importance of an Administrative Assistant possessing excellent organisational skills. Cameron's Consultancy Cameron s Consultancy is a Management Training Centre designed to provide assistance and guidance to small businesses who are trying to improve their working practices. Located in Glasgow, a position has arisen for the post of Administrative Assistant. Open up a Microsoft Word Document and create a JOB DESCRIPTION and a PERSON SPECIFICATION for this post. B INDIVIDUAL AND ORGANISATIONAL TARGETS 5 You have been given the following task: Organise an end of year dinner/dance for S5 and S next June In order to ensure that you carry out this task efficiently, prepare an Action Plan stating clearly deadlines and any additional information that you will need in order to complete the task. In your opinion, why do you think it is important to compare the estimated time taken to complete a task with the actual time? Inspiring Education 00 AS1 Activity Booklet

Cameron's Consultancy Cameron s Consultancy is a Management Training Centre designed to provide assistance and guidance to small businesses who are trying to improve their working practices.

3 7 Action Plans and Priorities Lists are very effective planning aids. However, there are unforeseen circumstances which can occur during the working day which would require priorities to be changed. DESCRIBE some possible unforeseen circumstances which could occur. Identify your personal targets for this year your targets can be specifically related to school or you can set yourself some personal targets. 9 a) In reference to targets, what do you understand by the acronym SMART. EXPLAIN your answer. b) Go back to the targets you set yourself in the previous question are they SMART targets? Change your targets to ensure that they are now SMART. 5 Discuss the importance of employees discussing the target setting process with their Line Manager. 11 The main purpose of a Personal Development Plan (PDP) is to ensure that personal targets are set, monitored and achieved. In your opinion, what do you think the main advantages are to an employee using a PDP. 1 It is essential that there is a control mechanism set in place to assist in the monitoring of targets. You are required to write a report to your Line Manager identifying the different ways in which targets can be monitored and controlled. Pupil answers will vary. 1 In your opinion, why do you think it is essential that a Line Manager continually monitors the progress of the employee s targets? 1 What systems could management use to ensure that employees are receptive to targets being controlled and monitored on a regular basis? JUSTIFY your answer. Inspiring Education 00 AS1 Activity Booklet

Identify your personal targets for this year your targets can be specifically related to school or you can set yourself some personal targets.

4 15 Is it easy to achieve a target? Sometimes deviations can occur. This means that for some reason or another the employee has been side-tracked and not giving the target the focus and attention required. Discuss what action should be taken if any deviations from targets occur. C TIME AND TASK MANAGEMENT 1 Time is a limited resource. In your own words, explain what is meant by GOOD TIME MANAGEMENT. 17 Discuss the dangers of not managing your time effectively. 1 Identify the common time stealers in a modern office environment. 19 Identify the range of planning aids which assist in Task Management. 0 Discuss the skills required to ensure effective task management. 1 Identify the benefits to an organisation of effective time and task management. Justify your answer. In your opinion, what are the consequences of poor time and task management. Justify your answer. D TEAM WORKING What do you understand by the term team? 1 In your opinion, what factors contribute towards making an effective team? Justify your answer. 5 Belbin believes that teams work effectively when members are assigned roles. In your own words, discuss the nine roles identified by Belbin. 9 Inspiring Education 00 AS1 Activity Booklet

Discuss what action should be taken if any deviations from targets occur. C TIME AND TASK MANAGEMENT 1 Time is a limited resource. In your own words, explain what is meant by GOOD TIME MANAGEMENT.

5 5 You have been asked to write a report to your Line Manager discussing the key factors which determine the effectiveness of team working. You are required to highlight the key areas which contribute towards this effectiveness. Pupil answers will vary. Suggested solution: 7 Who do you think reflects the qualities of a good leader? Similarly, who do you think shows very poor leadership skills? Identify such leaders and justify your answer. In your opinion, what do think are the main benefits to individuals and organisations of effective team working? Total Marks Inspiring Education 00 AS1 Activity Booklet