Principles of Effective Administration

This assignment delves into the importance of effective administration in ensuring smooth workflow and successful task management. It highlights key principles that guide administrative practices, such as clarity of roles, efficient communication, and proper organization. The document emphasizes the need for well-defined processes and tools to facilitate effective administration, ultimately contributing to organizational success.

PRINCIPLES OF
ADMINISTRATION

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
1.1 Legal requirements relating to management of office facilities.......................................1
1.2 Typical services provided by office facility.....................................................................1
1.3 Explain how to establish office management procedures................................................1
1.4 Discuss how to manage office resources..........................................................................2
1.5 Explain techniques to monitor and manage work flows..................................................2
1.6 Explain typical support and welfare facilities for office workers....................................2
2.1 Explain legal obligations of employer for health and safety in the workplace................2
2.2 Individual's responsibility for health and safety in the workplace...................................3
2.3 Discuss accident and emergency procedures...................................................................3
3.1 Explain purpose of meeting minutes................................................................................3
3.2 Explain legal implications of meeting minutes................................................................3
3.3 Importance of accuracy in minute taking.........................................................................3
3.4 Explain what should and should not be included in different types of meeting minutes. 3
3.5 Describe how to take notes during meetings....................................................................4
4.1 Explain features and purpose of different types of formal and informal meetings..........4
4.2 Role and responsibility of chair........................................................................................4
4.3 Explain role of others in meeting.....................................................................................4
4.4 Explain techniques to facilitate a meeting........................................................................4
4.5 Explain information requirements of a meeting before, during and after a meeting.......4
5.1 Explain use of targets and budgets to manage workloads................................................5
5.2 Explain how to allocate work to individual team members.............................................5
5.3 Explain different quality management techniques to manage the performance of
administrative team................................................................................................................5
5.4 Explain techniques used to identify need for improvements in team outputs and standards5
6.1 Explain characteristics, requirements and purposes of different types of events.............6
Seminars and Conferences.....................................................................................................6
Trade Shows...........................................................................................................................6
6.2 Explain types of information and information sources needed to organise an event.......6

6.3 Discuss how to plan an event...........................................................................................6
6.4 Explain how to identify the right resources from an event plan.......................................7
Budget and Finances...............................................................................................................7
6.5 Discuss likely types of information needed by delegates before, during and after an event 7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Business administration plays essential role in the business. The present report deals with
importance of business administration.
1.1 Legal requirements relating to management of office facilities
Employment Relations Act 2004 -
The employment relations should be enhanced between employers and trade unions. As
such, collective bargaining can be made and employment relations with employees should also
be strengthened quite effectively.
Freedom of information Act 2000 -
The act provides right to access information to members of public and businesses so that
information can be accessible to them (The Freedom of Information Act 2000 and data storage,
2018).
1.2 Typical services provided by office facility
Invoicing-
It is termed as a bill which takes place when business purchases goods from suppliers. As
such, invoice is a proof that selling and purchasing has taken place.
Data entry-
It is a typical office facility in which a clerk enters data in the computer system for
establishing data base.
1.3 Explain how to establish office management procedures
Fire, accident and emergency-
Adequate measures should be implemented so that in the event of any incident then
emergency exits should be present so that people may be safely brought out from the premises
(Willis, Chavkin and Leung, 2017).
Customer service
Customer care executives should handle customer complaints in effective way so that
employees may adhere to needs and demands of customers and as such, adequate office
management should be implemented.
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1.4 Discuss how to manage office resources
Communication
Office should be effectively communicated with telephone, internet so that
communication can be achieved between staff members and will help to aviod duplication of
work.
Equipment-
Advance technologies should be placed in office and as such, office should be fully
equipped with the latest software and hardware. Moreover, proper security should be present so
that data may not be hacked as well (Swanson, Territo and Taylor, 2016).
1.5 Explain techniques to monitor and manage work flows
1. Develop operational reports on daily basis, weekly or quarterly basis as well to track progress
of work so that deficiency can be easily removed and work may be accomplished.
2. To hire additional staff in the company so that at the peak load, work can be streamlined and
managed with much ease.
1.6 Explain typical support and welfare facilities for office workers
1. Drinking water-
Office should provide drinking water facilities in the office so that workers may drink
and achieve strength of completing work.
2. Washroom facilities-
Washroom facilities should also be provided to workers and cleanliness should also be
there so that healthy environment can be maintained with much ease (Organ and et.al, 2014).
2.1 Explain legal obligations of employer for health and safety in the workplace
1. Employer should provide protective clothing such as googles, helmets, safety gloves so that
workers may be safeguarded in the best possible way.
2. In the event of any incident, proper medical facilities should be provided to them and
moreover, medical insurance should also be imparted to them.
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2.2 Individual's responsibility for health and safety in the workplace
1. To avoid wearing loose clothing if using machinery and any other such heavy equipments
which can cause harm to individual's health
2. To report to employer if facing any illness, injuries so that employer may think over it and
change the work. Moreover, to take full protection in the form of protective clothing.
2.3 Discuss accident and emergency procedures
1. Work should not resume after an emergency if a serious danger remains. If you have any
doubts ask for assistance from the emergency services
2. Decide where to go to reach a place of safety or to get rescue equipment. You must provide
suitable forms of emergency lighting (Marume and et.al, 2016).
3.1 Explain purpose of meeting minutes
Meeting is where a group of people come together to discuss issues, to improve
communication, to promote coordination or to deal with any matters that are put on the agenda
and to help get any jobs done. Minutes that capture the purpose of the meeting and its agreed
outcomes are a record that can be referred back to and can be used for follow-up purposes.
3.2 Explain legal implications of meeting minutes
Minutes record meeting decisions, which makes them a useful review document when it
comes time to measure progress. They also act as an accountability tool because they make it
clear whose duty it was to perform which action. Even though there is no standardized format for
meeting minutes, the IRS and the courts consider it important that you made a reasonable effort
to report the facts of the meeting.
3.3 Importance of accuracy in minute taking
Meeting minutes are written, accurate accounts of the proceedings that take place at
meetings. They should record important details, decisions and assignments. Written minutes can
help prevent disagreements and misunderstandings because people can review the minutes to
determine exactly what occurred at the meetings (Juárez, 2014).
3.4 Explain what should and should not be included in different types of meeting minutes
Do's- Votes taken should appear in their place of order in the agenda. The minutes should
include the title of the group that is meeting; the date, time, and venue; the names of those in
attendance (including staff) and the person recording the minutes; and the agenda.
Dont's- Avoid direct quotations; even without a name, the speaker may be identifiable.
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3.5 Describe how to take notes during meetings
1. Get a copy of the current agenda and minutes from the previous meeting, if possible,
so that you have a quick point of reference to help you navigate the various topics of
conversation when taking notes at the meeting.
2. 2. Write your agenda topics on a separate piece of note paper.
4.1 Explain features and purpose of different types of formal and informal meetings
1. Meeting is held to notify the vision, mission or objective of any organization.
2. Meeting is called to announce the performance or progress of any activity or work.
3. Meeting is held for reviewing the progress of any project or program.
4. Meeting is called to share dialogue with the members of the organization or with the people of
a society (Kline, 2015).
4.2 Role and responsibility of chair
Promotes effective relationships and open communication, and creates an environment
that allows constructive debates and challenges, both inside and outside the boardroom, between
Non-executive Directors and the management. Provides leadership and governance of the Board
to create the conditions for overall Board’s and individual Director’s effectiveness, and ensures
that all key and appropriate issues are discussed by the Board in timely manner.
4.3 Explain role of others in meeting
1. The secretary's role in any formal group is to be guardian of the process of meetings. They are
usually the person who makes the arrangements for the meetings, including AGMs, and keeps
formal records of the group's process and decisions: the minutes of the meeting.
2. The meeting leader is the employee who is responsible for planning, organizing, managing the
details about, and inviting the participants to a meeting.
4.4 Explain techniques to facilitate a meeting
1. Keep the group moving towards its aims.
2. Use a variety of facilitation tools to keep everyone interested.
3. Create a safe and empowering atmosphere to get the best contribution from everyone.
4.5 Explain information requirements of a meeting before, during and after a meeting
Before the meeting
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The chairperson has a major role to play before the meeting in
discussing the agenda with the vice-chancellor and the secretary
During the meeting
The chairperson announces the
resolutions and ensures that these are recorded in the minutes of
the meeting and entered into the book of resolutions.
After the meeting
Chairperson should go through the first draft of the
minutes with the secretary after the meeting (Hiscox, 2015).
5.1 Explain use of targets and budgets to manage workloads
A project plan can be as basic or in-depth as you require it to be, depending on the project
you are undertaking and your own skill with time management. There isn't exactly a strict guide
to constructing a project plan, as long as you find a technique that you are comfortable with.
5.2 Explain how to allocate work to individual team members
1. Identify all the tasks that will be needed to complete the project.
2. Allocate tasks evenly amongst team members, making use of team strengths or areas
where development is desired.
3. Ensure agreement from team members to taking on specified tasks
5.3 Explain different quality management techniques to manage the performance of
administrative team
1. Personal Development Plans (PDPs). A personal development plan helps to clarify an
individual’s development needs, and how these will be addressed.
2. Key Performance Indicator is a measurable value that demonstrates how effectively a
company is achieving key business objectives. Organizations use KPIs at multiple levels
to evaluate their success at reaching targets (James and Maples, 2016).
5.4 Explain techniques used to identify need for improvements in team outputs and standards
1. Brainstorming can be used in conjunction with the Cause and Effect tool. It is a group
technique used to generate many ideas quickly and may be used in a variety of situations.
2. Pareto Analysis can be used to analyse the ideas from a brainstorming session
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6.1 Explain characteristics, requirements and purposes of different types of events
Seminars and Conferences
Purpose: Organizations plan and hold these meetings with targeted audiences, and provide them
with relevant information.
Trade Shows
Purpose: Organizations attend trade shows as a lead generation activity.
6.2 Explain types of information and information sources needed to organise an event
1. Caterers-
Catering is the activity of providing food and beverage for events. Caterers, which are
either independent vendors or individuals within a particular department of a facility (Gupta
Garcia and Ugalde, 2017).
2. Organiser-
While most conference speakers appreciate creative freedom and a more hands-off
approach from organisers when it comes to planning out their content, they do appreciate it when
the conference planner checks in regularly and is more engaged before the event
6.3 Discuss how to plan an event
1. Develop Event Goal and Objectives
The very first step is to establish a tangible goal and objectives. (e.g.,why are you organizing this
event and what do you hope to achieve?)
2. Organize a Team
Any event takes a concerted team effort to handle all the details.
3. Set a Date
The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to
consider the following before firming up your date:
Give yourself enough time! Ideally, you should have 4-6 months to plan (depending on the
nature of your event)
Be aware of statutory and religious holidays
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6.4 Explain how to identify the right resources from an event plan
Staff and Volunteers
Who is available to help you plan and administer your event? Are there others in your
department who will be assisting? Are there volunteers available to assist you? Knowing how
many workers you are likely to have to help you with your event (or arranging to pay people if
that is necessary) will help you develop an appropriate scope as you plan your event (Filippatos
and Elisaf, 2016).
Budget and Finances
While, with few exceptions, reserving space for department-sponsored events is free, most of
what you will need to make your event happen (audio-visual support, production management,
promotional materials, catering, etc.) is not. You’ll need to know the budget dollars you have
available for this event in advance.
6.5 Discuss likely types of information needed by delegates before, during and after an event
1. Before an event: Choose a strategic location
It is wise to be very strategic about the location of your conference.
2. During an event: Networking opportunities
Provide your delegates with an unrelated talking point at some stage of the proceedings
3. After an event:Follow up
Engage with your participants after the show is over (Fafaliou and Donaldson, 2015).
CONCLUSION
Hereby it can be concluded that administrative tasks are required to be done in effective
manner so that work should be managed accordingly.
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REFERENCES
Books and Journals
Fafaliou, I. and Donaldson, J., 2015. Principles of administration revisited.
Filippatos, T. D. and Elisaf, M. S., 2016. Basic principles of fluid administration. Evidence-
based Medicine & Public Health. 2.
Gupta, A, Garcia, C. and Ugalde, M., 2017. Utilizing Lean Principles to Improve Immunization
Administration Efficiency in a Pediatric Mobile Clinic Program.Pediatric Quality &
Safety. 2(5). p.e037.
Hiscox, E. T., 2015. Principles and Practices for Baptist Churches: A Guide to the
Administration of Baptist Churches. Kregel Publications.
James, S. and Maples, A., 2016. The relationship between principles and policy in tax
administration: Lessons from the United Kingdom capital gains tax regime with
particular reference to a proposal for a capital gains tax for New Zealand. eJournal of
Tax Research. 14(2). p.455.
Juárez, F., 2014. Review of the principles of complexity in business administration and
application in financial statements. African Journal of Business Management. 8(2).
p.48.
Kline, R. B., 2015. Principles and practice of structural equation modeling. Guilford
publications.
Marume, S.B.M. and et.al, 2016. The Principles of natural justice in public administration and
administrative law.
Organ, J. F. and et.al, 2014. Public trust principles and trust administration functions in the North
American model of wildlife conservation: Contributions of human dimensions
research. Human dimensions of wildlife.19(5). pp.407-416.
Swanson, C. R., Territo, L. and Taylor, R. W., 2016. Police administration: Structures,
processes, and behavior. Prentice Hall.
Willis, N., Chavkin, N. and Leung, P., 2017. Finding “Health” and “Meaning” in Texas-Sized
Turnover: Application of Seminal Management Principles for Administration and
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Research in US Public Child Welfare Agencies. Advances in Social Work. 17(2).
pp.116-133.
Online
The Freedom of Information Act 2000 and data storage, 2018 [Online] Available Through:
<http://www.computerweekly.com/podcast/The-Freedom-of-Information-Act-2000-and-data-
storage>
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