NCFE Principles of Business AdministrationLevel 2 CertificateWatersideTutor: Michelle Walshmwalsh@accross.ac.uk01254 354413

Induction Fire evacuation

Toilets

Smoking

Phone calls / appointments

Commitment = 70%

Absences – To be reported

Brews – 25p per session

Questions?

Learning objectivesUnit 61 Understand how to deal with mail

The learner can: 1.1 Explain how to deal with ‘junk’ mail 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail 1.3 Describe how to operate a franking machine 1.4 Explain how to prepare packages for distribution 1.5 State organisational policies and procedures on mail handling, security and the use of courier services 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational

procedures 2 Understand reception services The learner can: 2.1 Explain the receptionist’s role in representing an organisation 2.2 Explain an organisation’s structure and lines of communication 2.3 Describe an organisation’s standards of presentation 2.4 Explain the health, safety and security implications of visitors to a building 2.5 Explain how to deal with challenging people 3 Understand the management of diary systems The learner can: 3.1 Explain the importance of keeping diary systems up to date 3.2 Describe the basis on which bookings and changes are prioritised 3.3 Explain any constraints relating to making bookings for people or facilities 3.4 Describe the types of problems that can occur when managing diaries

2 week deadine for this unit

We’ll work through half of the criteria today

Unit 6 – LO 1 Guidance

AC 1.1See if suitable for staff, if not then recycleAsk all staff to order personal goods home instead of workRequest other businesses and organisations you trade with not to sell on details of the business

Return to sender If you get junk mail with a return address on the envelope, you should: Write “unsolicited mail, return to

sender” on the envelope. Post it - you don’t have to pay. This won’t guarantee that you won’t get any more junk mail, but it’s a way of letting the company know that you don’t want any more mail.

Register with the ‘Your Choice’ scheme Registering with the Direct Marketing Association’s ‘Your Choice’ scheme will help reduce the amount of

marketing junk mail you get. Contact DMA and ask them to send you an opt out form. Direct Marketing Association

DMA House70 Margaret StreetLondonW1W 8SS

Phone: 020 7291 3300yourchoice@dma.org.uk

You’ll start getting less junk mail in about 12 weeks.

Contact Royal Mail You can tell Royal Mail to stop to delivering junk mail to your address. You need to

download this form from the royal mail website (pdf). Fill it in and send it to the address on the form. Royal Mail will send you a copy of the form if you can’t print it yourself.

AC 1.2Potential problems: Deadlines missed, appointments missed – Ensure post is sorted quickly and efficiently by getting it to the right person

Security issues, damage – Items are checked at reception

Mail delivered to wrong address – Put back through the post or use return to sender

AC 1.3 Franking Machine

Machine provides labels which include, date, price, return address and company logo. Correct amount of postage is checked by weighing items and selecting the size of package… letter, large letter, parcel and so on and also whether you want it sending first or second class. This is in line with Royal Mail current rates.

Second class post is placed into a green bag and first class is placed into a red bag, both are which supplied by the Royal Mail.

You need to make sure there is sufficient credit on the franking machine or items won’t be franked – Balance is shown on the bottom of the screen. The company would keep a copy of when it was last credited and who by. There may be someone appointed for this as it can be credited at the

machine itself

http://www.frankingmachine.co.uk/faq/

AC 1.4Once packages/letters have been franked and put in appropriate bagsCourier/Royal mail will collect from reception

Packages are usually in envelopes or wrapped in appropriate packaging by the staff who are sending them out

Sometimes a postage certificate is needed so this will be completed and then signed by the courier who collects them mail.

AC 1.5Security of items – Confidential data, delivered to named staff via pigeon holes to be opened by the member of staff themselves

If no name then administrators to open

Outgoing mail is sent via trusted courier, appropriately packaged

AC 1.6 Suspicious or damaged items Record date and time of receipt Report to appropriate authority – usually

line manager first Do not open – Can sometimes tell by

uneven packaging, discolouring, odour

15 MINS

Unit 6 – LO 2 Guidance

2.1As a receptionist, your day-to-day work would include: greeting visitors and directing them to the correct person

or department managing the visitors book and giving out security

passes answering enquiries in person, by phone and on email providing or sending out information managing a booking system providing refreshments keeping the reception area tidyhttps://nationalcareersservice.direct.gov.uk/advice/planning/jobprofiles/Pages/receptionist.aspx#sthash.mhGKcAMH.dpuf

AC 2.2This depends on the size of company

Think flat stucture or hierarchy – Chains of commandorganisation’s structure to include the departments and contact points for referral

To make communication timely and effective

http://smallbusiness.chron.com/structure-lines-communication-organization-73425.html

AC 2.3 Think about the company themselves How they meet expectations Reputation Staff

AC 2.4Employer duty – Health & Safety at Work Act 1974Fire register – Sign in/outDependant on business – ID cardPrevent unauthorised accessData protection - Records

http://www.theiet.org/factfiles/health/hsb56-page.cfm http://

www.contentextra.com/publicrelations/files/topicguides/PR_TopicGuide_1_2.pdf

AC 2.5 challenging people should cover those who have

difficult queries who require specific assistance. Challenging people could also include those who may be angry, unreasonable, confused and/or those who may have problems, questions, additional needs/requirements, poor communication skills or language barriers

Think about what you would do to overcome this – Your tone, body language, words, actions

http://quals.onefile.co.uk/pdf/unit/NHC_027.pdf

Unit 6 – LO 3 Guidance

AC 3.1 A diary which is not kept completely up to date will

have all sorts of confusion. It will make people lose confidence and becomes time wasting.

People turn up when not needed Not able to fit other appointments in Change of venue/time

http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration

AC 3.2

Prioritised: urgent and important non-urgent but important urgent but not important non-urgent and not important

http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration

AC 3.3 Constraints: availability of room(s) costs involved availability of attendees

AC 3.4 Potential problems – Overlapping appointments Lack in communication Not confirming Updating

http://hubpages.com/business/Diary-Management-NVQ-Level-3-Diploma-in-Business-and-Administration

Learning outcomes – Unit 6DID YOU……?

1 Understand how to deal with mail The learner can: 1.1 Explain how to deal with ‘junk’ mail 1.2 Describe what to do in the event of problems arising when dealing with incoming or outgoing mail 1.3 Describe how to operate a franking machine 1.4 Explain how to prepare packages for distribution 1.5 State organisational policies and procedures on mail handling, security and the use of courier services 1.6 Explain the process for reporting suspicious or damaged items in accordance with organisational

procedures 2 Understand reception services The learner can: 2.1 Explain the receptionist’s role in representing an organisation 2.2 Explain an organisation’s structure and lines of communication 2.3 Describe an organisation’s standards of presentation 2.4 Explain the health, safety and security implications of visitors to a building 2.5 Explain how to deal with challenging people 3 Understand the management of diary systems The learner can: 3.1 Explain the importance of keeping diary systems up to date 3.2 Describe the basis on which bookings and changes are prioritised 3.3 Explain any constraints relating to making bookings for people or facilities 3.4 Describe the types of problems that can occur when managing diaries

Any questions?

See you next weekYou need to make a start on;

Unit 06