Principles of Administration: Assignment

PRINCIPLE OF
ADMINISTRATION

Table of Contents
Explain legal obligations of employer for health and safety at workplace.................................1
Explain individual's responsibilities for maintaining health and safety at workplace................1
Describe accident and emergency procedures............................................................................2
Describe the type of discrimination and identify current legislation for the type of
discrimination..............................................................................................................................2
Identification of relevant legislation for each keyword it is related to.......................................3
Explain steps to answer telephone in an organisation.................................................................4
Explain process that manager follows to ensure that correct procedures have been followed...4
Explain how to set targets for sales team....................................................................................5
Explain methods to manage performance of sales teams............................................................5
What are meetings and how frequently they are conducted along with list of documents
needed.........................................................................................................................................6
Explain Jack's roles and responsibilities in the meeting.............................................................6
Explain role of team members in meetings.................................................................................6
What are steps involved in organising meetings and informations required before, during and
after the meetings........................................................................................................................7
Meeting Minutes.........................................................................................................................7
Explain legal implications of minutes recorded in meetings......................................................8
Importance in maintaining accuracy in recording meetings minutes..........................................8
Explain what to and what no to include in meetings minutes.....................................................9
Explain characteristics, purpose and requirements of different types of events.........................9
List of items important in relation to plan conference and key elements in each factor...........10
Resources required at the event and reasons.............................................................................10
Describe types of information needed by audience before, during and after the conference...11
REFERENCES..............................................................................................................................12

Explain legal obligations of employer for health and safety at workplace
The Health and Safety at Work Act 1974: It is legislation that covers health and safety
of employees at workplace in UK also known as HASAWA. This act of parliament sets out
guidelines for maintaining and managing health and safety, it sets out duties of employer,
employee, management, owner and staff of organisation. This act is amended by government and
brings out primary piece of legislation and ensures that workplace is safe as well as suitabel
enough for business operations. It lay down some requirements that workplace need to provide to
employees:
 Safe working environment which is properly managed and processes are conducted
safely.
 Training sessions for workforce so that health and safety procedures are accepted and
obeyed.
 Appropriate provisions for important information, instructions and supervision.
Explain individual's responsibilities for maintaining health and safety at workplace
Employers have legal responsibilities to make sure that health and safety is managed in
workplace on other hand employees also have some responsibilities for their well-being.
Employers:
 It is employers duty to protect workforce and maintain safety and welfare and other
individuals.
 It is their duty to ensure that risks are controlled which can cause injury or harm to health
and safety of employees (Xu and et. al., 2015).
 Assessing risk at workplace so that all risks that can cause harm to staff will be clearly
discovered and suitable actions are taken by employer.
Employees:
 It is employee responsibilities to take care of their own well-being and safety.
 Co-operate employers in managing heath and safety by taking proper training sessions
and get complete required information.
 Reporting injuries, illness or suffering occurring due to operating machinery or doing
work so that processes are changed.
1

Describe accident and emergency procedures
The procedures for accident and emergency are as follows:
 First step is to Raise Alarm so that other employees in building get informed that there is
some emergency or accidents.
 After this, Emergency Services should be called so that individuals get proper help and
assistance from such accidents.
 Evacuation of Disabled People is most necessary by special equipments.
 Controlling Incident by making people calm and gathering them in safe place.
 Providing Medical Assistance to those who are injured and causalities at personal level
by trained staff.
There is need that workplace should provide following requirements:
 There should be first aid boxes at different places in building so that it can be access
easily at time of accident or emergency.
 Employees must known nearest escape, alarm point to inform others in building and
training to use emergency equipments shall be provided (Wang and et. al., 2015).
Describe the type of discrimination and identify current legislation for the type of discrimination
In Jenny case, it is indirect discrimination as she is not able to understand training sessions and
supervisor is clearing stating that there is no facilities. When organisation not do something in
way that has negative impact on employee is called indirect discrimination. The current
legislation that protects employees from any type of discrimination is stated under:
The Equality Act 2010: This act states that individuals should not be discriminated on
the basis of age, sex, gender, disability, pregnancy, race, religion or maternity. This act lays
down different legislation which provide framework to protect individuals from any type of
discrimination and provide equal opportunity for all. This safeguard people from unfair treatment
and promotes equal society.
2

Identification of relevant legislation for each keyword it is related to
HSAWA 1974 Equality
Act 2010
Working Time
Regulations
1998
Data
Protection
Act 1998
1. Holiday Pay
Entitlement
✔
2. Risk
Assessment
✔
3. Use and
storage of
confidential
information
✔
4. Health &
Safety Policy
Statement
✔
5. Protected
Characteristics
✔
6. Direct &
Indirect
Discrimination
✔
7. Working ✔
3

Conditions
Explain steps to answer telephone in an organisation
The steps to answer telephonic calls in an organisation are as follows:
 While answering call, Pick up after 2 rings so that individual have enough time to
process thoughts.
 Greet Professionally while answering the call so that there is positive impression on
caller as personnel will always not know who is on another end.
 In organisation it is important to answer call with Introducing Yourself and Company
to make it a professional call.
 Be Polite and Clear while speaking on call so that there is no miscommunication and
confusion to address queries of caller.
 End Professionally, it is duty of individual to end the call after addressing all related
queries of caller (van der Molen, 2015).
Explain process that manager follows to ensure that correct procedures have been followed
Controlling process is used to ensure that procedures are executed properly in
organisation, the steps are as follows:
 The very first step is Setting Standards for teams, individuals or department and serves
as base to measure actual performance.
 After standards are determine next step is to Measure Actual Performance by different
techniques so that evaluation can be done.
 After setting standards and recording outcomes Comparison is done between them so
that deviations can be find out (Rubin and Willoughby,2014).
 It is possible that some gap is identified after Analysing Deviations, it is critical point as
controlling techniques are applied in this area.
 The last step of controlling process is Taking Corrective Actions so that deviations can
be minimised and procedures becomes more efficient.
4

Explain how to set targets for sales team
There is need that Maria sets sales targets which are achievable, there is process which
lays down effective steps to prepare SMART objectives:
 The first and foremost step is to Determine Revenue which is required by business to
survive and grow in market.
 There is most important need that Maria need to Be Realistic About Time Period so that
team gets sufficient time.
 It is important that Maria held Meeting with Sales Personnel so that it becomes easy to
establish realistic targets.
 Clearly Mention Incentive Schemes so that sales teams get motivated to achieve
efficiency.
 Ensure Management and Control on weekly basis so that inefficient areas are find out
and corrective actions can be taken.
 There is need of Reporting System which is transparent and direct so that reasons of
deviations can be find out and proper actions can be taken.
Explain methods to manage performance of sales teams
The methods Maria can use to manage performance of sales teams are as follows:
Communication: It is most effective performance management tool which states that there is
need that team head takes one on one meetings so that relationships can be build and issues can
be solved (Patidar and et . al., 2016).
SMART Objectives: There is important need that Maria sets SMART objectives so that they are
achievable by team members. This will help team to work accordingly and targets can be
achieved.
Employee Appraisal Software: Such software can help Maria to keep employee record, give
feedback and monitor performance. This will ensure that appraisal is fair and just so that efficient
employees are rewarding and motivated.
5

What are meetings and how frequently they are conducted along with list of documents needed
Meetings is event where individuals comes together to discuss, share or make decisions
in organisation. There are weekly formal meetings which discuss, make decisions and complete
records are kept for future reference. The types of document which are included in formal
meetings are:
Notice: This documents provides information about meetings, dates, times, venue and agenda for
conducting meeting. This is provided in formal meetings so make sure that information isn
reached to all concern employees.
Minutes: This is written document that collect and record information discussed in meeting for
future reference and implement ant strategy or decision taken in meetings. This is recorded by
HR generally to keep formal record of every formal meeting in organisation.
Explain Jack's roles and responsibilities in the meeting
Responsibilities:
 To determine goals, purpose, task that need to be discussed in meeting with other
members (Papakitsos And et. al., 2017).
 To plan date, time, venue and other related details for meetings.
 Invites team members and record information, strategies and decisions that are discussed
in meeting for future references.
Roles:
 Jack will decide all related aspects to conduct meeting at what time and date with venue.
 He will develop agenda for meeting and collect related information to have complete
understanding.
 It is his role to ensure that positive, safe atmosphere is maintained in meetings which
leads to some productivity so that objectives can be achieved.
Explain role of team members in meetings
Some of roles that team members need to play so that meetings are effective:
6

 To understand the agenda and purpose set by leader so that objectives can be achieved.
Prior preparation is required by team members so that contribution is effective.
 Contributes in making meetings effective and participating in making strategies by giving
possible and realistic solutions so that agenda can be attained.
 To make sure atmosphere is positive, safe for members and meetings yield in productive
results. Be respectful while speaking so that good environment is maintained.
 Keeping time constraints in mind set for meetings and providing concise ideas,
suggestions and actions which fulfil agenda of meetings.
What are steps involved in organising meetings and informations required before, during and
after the meetings
There are steps that organise meetings and provide informations required are as follows:
 This foremost step identifies needs, date, time and venue of meetings so that problem
occurred in business can be addressed.
 Develop Agenda for meetings that need to be discussed in meetings about strategies to be
effective sales teams in selling Apple phones. This requires sales related data to
organisation so that standards can be set.
 Selecting participants will required information of teams members, their past
performance so that leader is effective in conducting meetings.
 Send invitation by Notice to participants and attend meetings and Brochures are also
provided so that members get complete information and comes with preparations
(McMahon, 2018).
 Conduct meeting this will requires Minutes so that information, actions and strategies are
recorded to get data to achieve objectives.
Meeting Minutes
Meeting Title Innovative Sales Strategy
Meeting Date 3rd October, 2019 Meeting called by Jack
7

Facilitator Jack
Attendees Melisa, Robert, Joe and Jack
Topic of discussion The new bonus scheme introduced by company on selling new Apple
phones
Discussion Discussion about identifying strategies so that teams becomes most
productive sales team in selling new Apple phones.
Actions need to taken to attract customers with exciting offers as there
is as such no new features on basis of which marketing can be done to
attract consumers (Lin and Ku 2014).
Conclusion Send mails to customers with exciting offers and discounts to buy
Apple phones.
Responsibility about mailing list is given to Melisa and finalising gifts
options will be done by Joe.
Actions Mails will be send to customers with gifts option on purchasing new
Apple phones.
Explain legal implications of minutes recorded in meetings
It is important to record and maintain minutes of every meeting due to its legal implications,
some of those are discussed below:
 Under Companies Act 2006 there should be an evidence that meetings are held in
organisation and minutes provides complete information about meetings and related
aspects.
 Like any documents meetings minutes are complied with Data Protection Act which
ensures that confidential information is kept secret and used to make strategic decisions.
 This can be also be presented in court as proof that actions are taken against law suits in
case of unfair dismissal, unfair treatment and discrimination by employees.
8

Importance in maintaining accuracy in recording meetings minutes
It is important that meetings minutes are accurate as they serves different basis according to
need, because of following reasons:
 These are essential source of information extracted from meetings in order to take actions
and implement strategies so it is needed that they are accurately recorded.
 These are also comply as legal documents under different acts which makes its essential
to be accurate so that company can avoid any type of penalties and fines.
 These can also serves as evidence in court for representing decision taking by
management in case of employing claiming unfair dismissal, unjust behaviour or any
type of discrimination by employee.
Explain what to and what no to include in meetings minutes
Do's:
 Record time, location and date and type of meeting related information.
 Use agenda to provide information that what is going to be discussed in meeting.
 List down name of participants so avoid confusion.
 Be concise and record only relevant information.
 Write down meetings during or after meetings or as soon as possible so that relevant
information is not missed (Khodyakov and et. al., 2017).
Don'ts:
 There is no need to include each and every details in minutes.
 Do not include embarrassing, inappropriate or personal comments while writing minutes.
 Do not wait for days to record details in minutes this can hinder accuracy of information.
Explain characteristics, purpose and requirements of different types of events
9

Promotional events: It is occasion that attracts attention of audience to particular product to
increase its sales.
Characteristics: It is goal oriented in nature as there are some set objectives behind promotional
events for products or services.
Purpose: it is effective tool in promoting brand and creating impact in mind of targeted audience.
Requirements: It is required to communicate information to large and targeted audience so that
communication is effective and it create positive impact (Bryson And et. al., 2018).
Training courses: It is process of developing new skills, knowledge or ability in employees so
that their efficiency can be enhanced.
Characteristics: The training sessions are directly linked to needs and objectives of organisation.
Purpose: Its main purpose is to improve performance of employees by imparting new knowledge
or skills.
Requirements: clearly defined objectives, syllabus, trainee, trainer, methods and place is required
to conduct training program effectively.
List of items important in relation to plan conference and key elements in each factor
Theme Unifying message, topics, headings, sub-headings, strategies,
actions, current topic.
Team Planning, Administration, Marketing, Sponsorships, Volunteers.
Budget and Business
Plan
Venue, Accommodation, Transportation, Catering, Speaker fees,
Activities, Marketing and Team members
Promotions Social Media, press releases, blogs, forums, etc.
Finalise speaker Book, balance line-up, information and photos, arrange travel and
accommodation (Kelishadi, Nulinx Intl Inc, 2015).
Book venue University campus, hotels or independent venue
Speakers Compensation, Supporting equipment and Special requirements
on-site planning Wardrobe, breakout sessions, refreshments and exhibition area
10

Resources required at the event and reasons
There are different resources that are needed during conference so that planning is executes
effectively and events turns out to be effective and successful. Under is the list describing some
resources and reasons why they are required:
Resources Reasons
Stationery It is required so that audience can take down important points while
attending conference.
Internet connection In today business environment modern techniques are used to
address audience and for that internet connection is required.
Projector To address 30-50 individuals at same time it is important that
information should be displayed on projector so that it keep listener
captive.
Collar mic Holding mic creates distraction for both speaker and audience so it is
important that it is convenient for hot.
Water bottle Speaker and audience both needs to be hydrated in long session and
host should be audible to listener.
Describe types of information needed by audience before, during and after the conference
There is need that relevant information is provided to guests and before this proper research is
important so that only essentials information is pass on to participants to make event successful
(Finnveden and Åkerman 2014).
Before During After
Information related to topic of
discussion, participants, time,
agenda, location and date is
required so that there is no
In this all the information will
be given by speaker in the
sessions and other related by
the volunteers to avoid
Information regarding queries
of guests, feedback about
speaker, effectiveness of
conference, measures to find
11

confusion in reaching or
attending conference.
confusion of guests. out success and overall
feedbacks.
12