Working with Office Equipment and Systems

Know the functions of office equipment and systems.

Learners need to demonstrate a knowledge of the functions of office equipment and systems.

This may include computers, projectors, video conferencing systems, electronic diaries etc.

Examples of functions may include:

• communicating to internal and external customers
• sharing information
• storing and retrieving information

Key systems within an office environment and their benefits may include:

• customer relation management systems - history of customer enquiries, marketing information
• financial systems - auditing purposes, tax systems
• archiving - retrieval of information
• electronic diaries - all staff know where people are and their availability
• holiday booking systems - sufficient coverage is maintained by key staff

Assessment Criteria

• 1.1

  Describe the purposes of key office equipment.

• 1.2

  Outline key systems within an office environment and their benefits.

Be able to use office equipment.

To achieve this learning outcome learners must be able to provide sufficient and valid evidence for each of the learning outcomes.

Complex photocopying tasks for example:

• double sided
• collated
• stapled

Electronic diary for business purposes:

• to arrange meetings
• to check availability
• to plan holidays

Administrative and communication purposes:

• emails
• letters
• organising data
• internal messaging systems
• use of other systems e.g. CRM

Telephone system for business purposes:

• to speak to a customer
• to make an arrangement with a colleague
• to pass on information

Assessment Criteria

• 2.1

  Carry out different complex photocopying tasks.

• 2.2

  Operate an electronic diary for business purposes.

• 2.3

  Use ICT equipment for administrative and communication purposes.

• 2.4

  Use telephone systems to communicate with others for business purposes.

Be able to process, retrieve and archive information.

Learners must provide sufficient and valid evidence to achieve this outcome.

Business information, for example:

• sales figures
• holiday/sickness dates
• applications for jobs
• customer information
• information about products and services

Assessment Criteria

• 3.1

  Use systems to retrieve and process business information.

• 3.2

  Archive information in business systems.