Principles of Administration

This assignment focuses on the fundamental principles of administration. It examines how these principles are applied in diverse contexts such as higher education, healthcare, public administration, and business management. The analysis draws upon various scholarly sources to illustrate the theoretical underpinnings and practical implications of administrative concepts.

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..........................................................................1
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...................................2
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....................................................................3
4.1 Explain features and purpose of different types of formal and informal meetings..........3
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................................................4
5.2 Explain how to allocate work to individual team members.............................................4
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.............5
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 ......................................6

6.5 Discuss likely types of information needed by delegates before, during and after an event.
................................................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................7

INTRODUCTION
Principles of administration are important to be followed by the organisation. This report
deals with administration related principles which is required to abide by the company so that it
may satisfy people.
1.1 Legal requirements relating to management of office facilities
Employment Relations Act 2004 -
The Employment Relations Act 1999 provides a right for workers to be accompanied by
certain trade union officials or fellow workers at disciplinary and grievance hearings (Willis,
Chavkin and Leung, 2017).
Freedom of information Act 2000 -
This Act creates a public "right of access" to information held by public authorities. It is the
implementation of freedom of information legislation in the United Kingdom on a national level.
1.2 Typical services provided by office facility
Invoicing-
An invoice, bill or tab is a commercial document issued by a seller to a buyer, relating to
a sale transaction and indicating the products prices.
Data entry-
A data entry clerk is a member of staff employed to enter or update data into a computer
system.
1.3 Explain how to establish office management procedures
Fire, accident and emergency-
Try to remain calm and do not enter area as it can be dangerous. Pull the fire alarm and
begin evacuation of the building in accordance with the fire plan. Call the ambulance
Use of emails
Employees should be careful that before they open any attachment to a personal e-mail they
receive, they are reasonably confident that the content is in no sense obscene or defamatory to
avoid contravening the law (Principles of administration). They should seek permission from
administration department.
1.4 Discuss how to manage office resources
Staff-
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Pay a wage that is competitive with other businesses, and thoroughly vet employees by
checking references and verifying experience prior to hiring them (Fafaliou and Donaldson,
2015).
Equipment-
Maintenance scheduled for intervals of time, such as every six calendar months, every
100 days on a contract or at every 200 hours on the meter.
1.5 Explain techniques to monitor and manage work flows
1. Develop a system for monitoring operational progress on a daily, weekly or monthly
basis. You can use time sheets, flow charts or departmental progress reports tracking statistical
progress
2. Create an accountability system in which employees document time usage during a
given time period.
1.6 Explain typical support and welfare facilities for office workers
1. Refreshments-
it is reasonable to allow staff access to a drink where it does not impact on the delivery of
their work.
2. Wash room-
Suitable and sufficient sanitary conveniences shall be provided at readily accessible
places.
2.1 Explain legal obligations of employer for health and safety in the workplace.
All organisations need to work within a legal framework and comply with relevant legislation
and codes of practice (Burgstahler, 2015). It is important that to know about and understand all
relevant codes of practice, internal procedures and rules and regulations that exist in the
organisation.
2.2 Individual's responsibility for health and safety in the workplace
1. To have rest breaks during the working day
2. To have time off from work during the working week
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2.3 Discuss accident and emergency procedures
When an earthquake occurs, stay calm. If indoors seek protection under a desk or table;
stay away from glass. When the shaking has stopped completely, carefully exit the building
according to emergency evacuation procedures for building (Kline, 2015).
3.1 Explain purpose of meeting minutes
Taking minutes at meetings is a responsible support role, and it is important that minutes
are recorded accurately. There are specific procedures that have to be followed before, during
and after meetings, including: accurate note taking, summarising discussions, using listening
skills, collecting all the information in order to prepare the final minutes.
3.2 Explain legal implications of meeting minutes
Every company must cause minutes of all proceedings at meetings of its directors to be
recorded. The records must be kept for at least ten years from the date of the meeting.
3.3 Importance of accuracy in minute taking
Properly constructed minutes are an essential link in company. It is vital as it adds clarity
and organization to business meetings, leadership teams
3.4 Explain what should and should not be included in different types of meeting minutes
Do- list the number of attendees (approximate if the group is large) and whether a
quorum is present (Organ and et.al, 2014).
Don't- list the vote count. Outcome is enough.
3.5 Describe how to take notes during meetings
Use pen and paper. Just highlight the key points. Prepare a written report immediately
after the meeting.
4.1 Explain features and purpose of different types of formal and informal meetings.
Status update meetings -
This category includes regular team and project meetings, where the primary goal is to
align the team via updates on progress, challenges.
Information sharing meetings-
The goal of these meeting is for the speakers to share information with the attendees.
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4.2 Role and responsibility of chair
The Chairperson must ensure that the Management Committee functions properly, that
there is full participation during meetings, that matters are discussed and that effective decisions
are made.
4.3 Explain role of others in meeting
Treasurer-
He is working closely with other members of the Management Committee to safeguard
the organisation's finances (Juárez, 2014).
Secretary-
They are usually the person who makes the arrangements for the meetings and keeps
formal record
4.4 Explain techniques to facilitate a meeting
1. Design a good agenda.
2. Be aware of both content and process.
3. Keep the group moving towards its aims.
4.5 Explain information requirements of a meeting before, during and after a meeting
Before-
The secretary prepares and distributes a notice
During -
He ensures that all members that have attended the meeting (James and Maples, 2016).
After-
The secretary files all documents that are relevant to the meeting.
5.1 Explain use of targets and budgets to manage workloads
A budget allows an organisation to invest just what is needed (and not too much) to meet
financial targets on time.
5.2 Explain how to allocate work to individual team members
Time considerations are important to ensure that staff are not over-burdened causing
them to be stressed or under-burdened causing them to be bored.
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5.3 Explain different quality management techniques to manage the performance of
administrative team
SMART TARGETS-
It is setting targets which are specific, measurable, attainable, realistic and timely so that
employee knows exactly what is required (wanson, Territo and Taylor, 2016).
Key Performance Indicators-
These are performance measurements set for a department or group.
5.4 Explain techniques used to identify need for improvements in team outputs and standards
A key responsibility for managers is to monitor staff performance and identify
improvements. Observation, feedback, analysis of errors, performance review and analysis of
output.
Observation-
It is important because it enables the team to be sure that they are achieving goals. It also
shows that all are performing to the highest standard believe possible. That helps to find ways of
improving performance. The employer will also want to be kept informed about the team’s
performance (Wise, 2016).
Feedback-
Ask for feedback on individuals from their colleagues or customers including suggestions
on how staff members could improve their performance.
6.1 Explain characteristics, requirements and purposes of different types of events
1. Corporate event-
It can be defined as a gathering that is sponsored by a business for its employees,
business partners, clients and/or prospective clients. These events can be for larger audiences
such as conventions or smaller events like conferences, meetings or holiday parties (Marume and
et.al, 2016).
2. Product launch events-
Normally are big events organized for the launching of new products or services. You
will require exceptional task management skills, good theme and colour sense, an eye for detail
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into co-ordination, people skills as well as good marketing knowledge. This is one of the most
lucrative events to hold and also the most complicated and stressful
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.
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 (Hiscox, 2015).
6.3 Discuss how to plan an event
1. Develop Event Goal and Objectives of planning event
2. Organize a Team-
Any event takes a concerted team effort to handle all the details. Consider identifying one key
Event Manager or Event Chair as well as individual Chairpersons for subcommittee
3. Set a Date of the budget
4. Create a Master Plan-
For venue, logistics & catering management
5. Establish a Budget-
Don’t forget to include any travel or accommodation costs for speakers, presenters, etc
6.4 Explain how to identify the right resources from an event plan
1. Staff and Volunteers-
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.
2. Budget and Finances-
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Large events in a performance venue will require production staffing. If you don’t have
funding to cover this cost, you should be planning a smaller event (Filippatos and Elisaf, 2016).
The Events Office can assist you with estimating costs for an event. You may also find these
budget worksheets helpful in your planning. If money is tight, you may want to seek co-
sponsorship. With so many departments and organizations on campus, there is may be another
group that has interest in your event and will become a co-sponsor. You may have to give up
some control of the event, but it will be worth the additional collaboration and funding.
6.5 Discuss likely types of information needed by delegates before, during and after an event.
1. Before an event
Confirmation of time date and location, pre-reading material, refreshments available, transport
options, number of delegates attending
2. During an event:
Location of toilet facilities, emergency procedures, relevant documentation including a
conference or event programme (Gupta, Garcia and Ugalde, 2017).
3. After an event:
An event summary which may include speaker slides and presentations, follow up
documentation, delegate feedback etc.
CONCLUSION
Hereby it can be concluded that administration department is required to follow all the
safety measures and responsibilities so that employees' and customers are satisfied with much
extent.
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REFERENCES
Burgstahler, S.E., 2015. Universal design in higher education: From principles to practice.
Harvard Education Press. 8 Story Street First Floor, Cambridge, MA 02138.
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.
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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
Research in US Public Child Welfare Agencies. Advances in Social Work. 17(2).
pp.116-133.
Wise, B., 2016. Safety Risk Management Principles from the Federal Aviation Administration.
In Resident’s Handbook of Medical Quality and Safety (pp. 17-20). Springer
International Publishing.
Online
Principles of administration, 2017 [Online] Avaialable Through:
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