Principles of Administration in Business Administration

BTEC Level 3 Diploma in Business
Administration
Unit 04-Principles of Administration

Table of Contents
1INTRODUCTION.........................................................................................................................5
2TASK 1..........................................................................................................................................5
1AC1.1 Explain the legal requirements relating to the management of offices facilities...........5
2AC1.2 Describe the typical services provided by an Office Facility........................................6
3AC1.3 Explain how to Establish Office Management Procedures...........................................7
4AC1.4 Explain how to manage Office Resources.....................................................................7
5AC1.5 Explain Techniques to Monitor and Manage Work Flows............................................8
6AC1.6 Explain Typical support and Welfare Facilities for Office Workers.............................9
3TASK 2..........................................................................................................................................9
1AC2.1: Explain the legal obligations of the employer for health and safety in the workplace.9
2AC2.2: Explain an individual’s responsibilities for health and safety in the workplace........10
3AC2.3: Describe accident and emergency procedures............................................................11
4TASK 3 ......................................................................................................................................12
1AC3.1: Explain the purpose of meeting minutes....................................................................12
2AC3.2: Explain the legal implications of meeting minutes....................................................12
3AC3.3: Explain the importance of accuracy in minute taking................................................12
4AC3.4: Describe what should and should not be included in different types of meeting
minutes......................................................................................................................................13
5AC3.5: Describe how to take notes during meetings..............................................................13
5TASK 4........................................................................................................................................14
1AC4.1: Explain the features and purpose of different types of formal and informal meetings
...................................................................................................................................................14
2AC4.2: Explain the role and responsibilities of the chair.......................................................14
3AC4.3: Explain the role of others in a meeting.......................................................................15
4AC4.4: Explain techniques to facilitate a meeting..................................................................15
5AC4.5: Explain the information requirements of a meeting before, during and after a meeting
...................................................................................................................................................15
6TASK 5........................................................................................................................................17
1AC5.1: Explain the use of targets and budgets to manage workloads....................................17

2AC5.2: Explain how to allocate work to individual team members.......................................17
3AC5.3: Explain different quality management techniques to manage performance of an
administrative team...................................................................................................................17
4AC5.4: Explain the techniques used to identify the requirements for enhancements within
team outputs and standards.......................................................................................................18
7TASK 6 .....................................................................................................................................18
1AC6.1: Explain the characteristics, requirements and purposes of various types of events...18
2AC6.2: Explain the types of information and information sources needed to organise an
event..........................................................................................................................................19
3AC6.3: Explain how to plan an event.....................................................................................19
4AC6.4: Explain how to identify the right resources from an event plan.................................20
5AC6.5: Describe the likely types of information needed by delegates before, during and after
an event.....................................................................................................................................20
8CONCLUSION ...........................................................................................................................21
9REFERENCES............................................................................................................................22

INTRODUCTION
Administration introduces to the group of individuals who are within charge of developing
and enforcing rules and regulations. It is defined as the act of managing responsibilities, rules
and duties. Administrations means the entire determination of policies, identification of general
purpose, setting of major objectives and many more. There are various principles of
administrations such as division of work, unity of command, unity of direction, remuneration of
personnel, discipline and many others (Volloch, 2019). Main purpose of this report is to identify
the importance of administrations within an organisation. For completing this report, there are
different questions such as legal requirements relating to the management of office facilities,
typical services provided by an office facility, how to establish office management procedures,
how to manage office resources, techniques to monitor and manage work flows, typical support
and welfare facilities for office workers, legal obligations of the employer for health and safety
in the workplace, individual’s responsibilities for health and safety in the workplace, accident
and emergency procedures, purpose of meeting minutes, legal implications of meeting minutes,
importance of accuracy in minute taking, types of meeting minutes, notes during meetings,
features and purpose of different types of formal and informal meetings, role and responsibilities
of the chair, role of others in a meeting, techniques to facilitate a meeting, information
requirements of a meeting before, during and after a meeting, use of targets and budgets to
manage workloads, allocate work to individual team members, different quality management
techniques, techniques used to identify the need for improvements in team outputs and standards,
characteristics, requirements and purposes of different types of events, types of information and
information, how to plan an event, how to identify the right resources from an event plan, types
of information needed etc. These are main questions that will be used for completing this report
in systematic and successful manner.
TASK 1
AC1.1 Explain the legal requirements relating to the management of offices facilities.
The Legal requirements relating to Management of Office Facilities are as follows-
Health and Safety work Act 1974-

This act covers the duty of employees and employers for maintaining Health and Safety
in Workplace. The Health and Safety Act 1974, is also known by name HASAWA. The
objective of this act is to secure welfare, Health and Safety of employees at workplace in UK.
This act controls the use of explosive and other dangerous Substances. By applying this act in
company, the workers feel safer and contribute their best in achieving goals. The Act sets out a
general duty which employers have towards other employee, themselves and general people.
This act ensures that an organisation must provide training facility to staff members related to
health and safety procedures. Main purpose of Health and Safety Act 1974 is to define duties of
employers, employees, owner and manager related to maintaining health and safety within
Organisation.
Equality and Diversity Act, 2010-
Equality and Diversity Act, 2010 is an act which is passed to protect the employees from
discrimination. By applying this act in Company, the workers will get protected against
harassment and victimisation while working in workplace. The nine protected characteristics
which comes under Equality and Diversity, 2010 are disability, marriage, race, religion, sex,
disability, gender reassignment and pregnancy. The employees in organisation may not face any
problems related to discrimination and harassment.
GDPR-
The General Data Protection Regulation is an act which is passed for setting guidelines
for collecting and processing of data which includes personal information of individuals. The
seven principles of GDPR are Lawfulness, Purpose limitation, data minimisation, accuracy,
storage limitation, Integrity and Accountability. This Act helps in preventing the data from
breach which helps company to protect the personal data and privacy of employees who are
working in an organisation.
Six Pack Regulation relating to HASAWA-
The six pack regulations include lighting, safe use of computer screens, handling heavy,
heating, ventilation, rest breaks and other protective equipment. These Six regulation is applied
in every business and they also set a standard for Health and Safety in Workplace. They are-

● The Management of Health and Safety at Work Regulation
● Manual Handling Operation and Regulation
● Display Screen Equipment Regulations
● Workplace Regulations
● Provision and Use of Work Equipment Regulations
● Personal Protective Equipment Regulations
Electricity at Work Regulations 1989-
Electricity at Work Regulations 1989 covers the rules regarding electricity safety in
Workplace. This regulation helps to prevent injury or death to any employee while working in
Office due to electrical issues (Baum and et. al, 2020). The issue can be electric arching, electric
shock, fire due to electricity, etc.
Working time regulations 1998-
Working time regulations 1998. is a provision which limits the number of working hours
in each week. This regulation is applied to all type of workers whether full time, part time,
freelancers and agency workers. Some jobs are exempted from regulations which include police,
armed forces and emergency services staff.
AC1.2 Describe the typical services provided by an Office Facility.
Services generally means delivering value to customers by offering services. It is an
activity which one party can offer to other party which is intangible in nature and does not have
ownership of anyone. The organisational procedure that supports Procedure covers resource use
and control of stock, risk assessments, procedure of safe working, use of telephone and emails,
Fire, accidents and emergencies. The typical services provided by office facility are used by
employees in Organisation are-
Maintaining Diaries-
In Office Facility, employees maintain diaries in which they record day to day activities
of Organisation. A proper record is maintained by employees so that they may not face any