Working with Office Equipment and Systems

Know the functions of office equipment and systems.

Learning Outcome 1: Indicative Content  

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 – key staff not on holiday at same time

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.

Learning Outcome 2: Indicative Content  

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

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.

Learning Outcome 3: Indicative Content 

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

Business information, for example:

• sales figures
• holiday/sickness dates
• applications for jobs

Assessment Criteria

• 3.1
  Use paper based systems to retrieve and process business information.
  
• 3.2
  Use electronic systems to retrieve and process business information.
  
• 3.3
  Archive information
  a) using paper-based systems
  b) using electronic systems.