Unit B13: Developing Routine Office Administration Skills

Level: 1

Unit type: Sector (Business)

Guided learning hours: 40

Unit in brief

Learners will develop skills in carrying out a range of routine office administration tasks in a simulated office environment.

Unit introduction

In this unit you will be introduced to a number of routine administration tasks that you could be asked to do when working in an office. You will learn how to respond to instructions and how to plan to complete the office administration tasks by selecting and using the appropriate office equipment and software and, following standard processes and procedures.

By completing these office administration tasks, you will develop key transferable skills such as time management and managing information. The transferable and sector skills you develop in this unit will enable you to progress to further learning. They will also support you in completing the core skills in Group A of the qualification.

Learning aims

In this unit you will:

A  Prepare to carry out routine office administration tasks

B  Carry out routine office administration tasks.

Unit Summary

There are opportunities to develop functional skills in this unit

Unit content

Knowledge and sector skills

Office equipment

• Types and uses of office equipment, e.g. telephone, computer, photocopier, printer, scanner, filing equipment, paper shredder, recycle bins; selecting the right equipment for the task.
• Checking equipment is in working condition and reporting office equipment problems.
• Checking and maintaining office supplies e.g. paper, corporate letterheads, staples, printing ink, stationery, sharpened pencils, erasers.

Routine office administration tasks

• Following business procedures for routine office administration tasks.
• Using and caring for office equipment, including: leaving office equipment ready for next user.
• Confidentiality by introducing the General Data Protection Regulation (GDPR).
• Following correct business procedures.
• Organising time and prioritising e.g. task lists, schedules.
• Office type administration tasks, including:
• producing accurate, well-formatted documents using information technology, organisation templates, e.g. letters, agendas, invoices.
• managing paperwork e.g. filing and retrieving documents, photocopying, dealing with waste.
• managing incoming mail e.g. collecting, sorting, distributing
• managing outgoing mail e.g. folding documents, envelopes, addresses, postage/franking
• welcoming visitors and answering and making telephone calls
• using appropriate manner and language
• following business procedures for welcoming visitors
• informing visitors of health and safety procedures
• developing listening skills
• taking and giving accurate messages
• coordinating arrangements for meetings, e.g. sending information to delegates, booking meeting room
• maintaining diary or calendar for an individual or team
• dealing with waste e.g. recycling.

Transferable skills

• Planning: setting deadlines for different tasks, identifying necessary resources needed in the office, prioritising tasks.
• Self-management: meeting the demands of carrying out routine office administration tasks, dealing with barriers that may affect routine tasks, time management, seeking clarification from colleagues on the requirements of routine tasks.