B.D2 Carry out routine office administration tasks, using equipment and office supplies to

B.D2 Carry out routine office administration tasks, using equipment and office supplies to coherently meet the requirements of the tasks.

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

 

Learning aim

 

Key teaching areas

 

Summary of suggested assessment evidence

Prepare to carry out routine office administration tasks

 

  • Preparing to carry out office administration tasks
  • Selecting appropriate office equipment for the tasks in hand
  • Carry out routine office administration tasks

 

 

  • Checklist of equipment and resources
  • Photographs, observation, witness statements
  • Produced documents
  • Screen shots

Carry out routine office administration tasks

Key teaching areas include:

 

Sector skills

 

Knowledge

 

Transferable skills

  • Identifying correct equipment and office supplies needed for office administration tasks
  • Prioritising tasks
  • Following standard processes and procedures
  • Skill requirements for working in an office and carrying out routine tasks
  • Working safely
  • Office equipment
  • Routine office administration tasks
  • Tools to organise time and prioritise tasks
  • Planning
  • Self-management
   

There are opportunities to develop functional skills in this unit

 

Functional skills

English

  • Take full part in formal and informal discussions and exchanges that include unfamiliar subjects.
  • Write a range of texts to communicate information, ideas and opinions, using formats and styles suitable for their purpose and audience.

Mathematics

Representing

  • Understand practical problems in familiar and unfamiliar contexts and situations, some of which are non-routine.
  • Identify and obtain necessary information to tackle the problem.
  • Select mathematics in an organised way to find solutions Analysing
    • Apply mathematics in an organised way to find solutions to straightforward practical problems for different purposes.
    • Use appropriate checking procedures at each stage.

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.

Assessment criteria

 

Pass

 

Merit

 

Distinction

Learning aim A: Prepare to carry out routine office administration tasks

A.P1 Prepare for office administration tasks to meet some requirements of the tasks.

A.M1 Prepare for office administration tasks to meet most of the requirements of the tasks.

A.D1 Prepare for office administration tasks to meet all the requirements of the tasks.

Learning aim B: Carry out routine office administration tasks

B.P2 Carry out routine office administration tasks adequately, using equipment and office supplies to meet some requirements of the tasks.

B.M2 Carry out routine office administration tasks, using equipment and office supplies to meet most of the requirements of the tasks.

B.D2 Carry out routine office administration tasks, using equipment and office supplies to coherently meet the requirements of the tasks.

 

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