The Role of an Administrator

Understand the role of an administrator in an office.

Examples of the role of the administrator may include:

• managing meetings
• communicate with internal and external customers
• managing office diaries
• stock control
• maintenance of office equipment

Ways in which administrators can support team activities may include:

• arranging meetings eg sending out agenda, collating and distributing papers, hospitality
• available during meetings to support additional requirements

Reasons for providing a positive image may include:

• it is part of the organisations culture
• can demonstrate confidence and excellent organisation skills

Assessment Criteria

• 1.1
  Explain the different activities carried out by an administrator in an office.
  
• 1.2
  Describe how an administrator can support team activities.
  
• 1.3
  Explain why it is important for an administrator to provide a positive image of self and own organisation to colleagues.
  

Be able to carry out administrative tasks.

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

Assessment Criteria

• 2.1
  Follow organisational procedures for making and receiving telephone calls.
  
• 2.2
  Follow organisational procedures for dealing with office mail.
  
• 2.3
  Use different types of office equipment for a variety of tasks.
  

Know about key administrative duties.

Ways to arrange meetings may include:

• booking rooms, hospitality, equipment, transport for external delegates
• liaising with the chairperson and other delegates to distribute agenda and minutes of the previous meeting, relevant papers
• take minutes, if appropriate
• record actions, if appropriate
• distribute minutes of the meeting to delegates
• arrange next meeting

The purpose of a diary system may include:

• monitoring staff movements
• recording annual leave
• recording regular meetings to avoid clashes

Examples of information needed to maintain an office system may include:

• access to all staff calendars 
• details of staff working hours
• contact details

Reasons for having sufficient office supplies may include:

• ensuring the efficiency of the running of the office
• avoiding time wasting 
• reduce financial loss

Ways to monitor equipment usage may include:

• maintaining a diary of who and when equipment is used
• completion and filing forms designed for the purpose
• ask users to report faults
• annual check by a specialist technician
• check equipment on return

Assessment Criteria

• 3.1
  Describe how to arrange meetings.
  
• 3.2
  Explain the purpose of a diary system to plan organisational activities.
  
• 3.3
  Identify the information needed to maintain an office diary system.
  
• 3.4
  Explain the process for ensuring that there are sufficient office supplies
• 3.5
  Explain how to monitor equipment usage including reporting faults.
  

Understand the importance of confidentiality of information.

Reasons for maintaining confidentiality may include:

• legal requirement
• personal information
• sensitive information to the business

Organisational and legal procedures may include:

• Data protection
• Human Rights Act
• Freedom of Information
• IT code of practice
• Compulsory training for staff

Assessment Criteria

• 4.1
  Explain why some information has to be kept confidential.
  
• 4.2
  Explain the organisational and legal procedures for keeping information secure and confidential.