Comprehensive Report on Administrative Services: Systems and Skills

This report delves into the realm of administrative services, providing a comprehensive overview of the skills, systems, and challenges inherent in effective organizational management. It begins by identifying various administrative services and analyzing the crucial skills required, such as organizational, technological, problem-solving, communication, and planning skills. The report then explores different filing systems, including numeric, alphabetical, alpha-numeric, and terminal digit systems, while also detailing the setup and operation of both filing and stock control systems. Furthermore, it examines purchasing systems, the importance of accurate record keeping, and the planning and documentation required for meetings and events. Policies, procedures, and communication systems are also analyzed, with recommendations for improvements. The report emphasizes the role of technology in supporting effective communication, providing valuable insights for streamlining administrative processes and enhancing overall organizational efficiency.

ADMINISTRATIVE
SERVICES

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.1 Different administrative services .........................................................................................1
1.2 Analyze the skills required to be effective in administrative services..................................1
1.3 Challenges presented when offering administrative support................................................2
2.1 Different types of filing systems...........................................................................................2
2.2 Set up and run a filing system...............................................................................................3
2.3 Set up and use a stock control system...................................................................................3
2.4 Use a purchasing system.......................................................................................................4
2.5 Importance of keeping accurate records...............................................................................4
3.1 Plan meetings and events......................................................................................................5
3.2 Produce documentation for meetings....................................................................................5
3.3 Analyze policies and procedures for setting up meetings and events...................................5
3.4 Recommend improvements to policies and procedures .......................................................6
4.1 Suitability and effectiveness of different communication systems.......................................6
4.2 Role of technology in supporting effective communication.................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
This assignment is based on developing an understanding about the administrative skills
to conduct the operational activities of an organisation in effective ways. It includes about
gaining insights regarding the diversity and range of the organisation systems for smooth running
of administrative services. Lastly, it highlights the significance of communication and use of
technological advancements at the workplace to build better relations with the taskforce.
MAIN BODY
1.1 Different administrative services
There are several administrative services which are offered to the departments of an
organization to develop a systematic order in the working practices for smooth running of all the
operations by the managers.
Organizational skills- This is important as it aids in delegating the tasks in proper manner by
managing the appointments, calenders, schedules etc. (Heidbreder, 2014) It leads to maintain the
business environment effectually through clerical work, billing, office administration.
Technology skills- These involve wide range of tools and concepts to complete the work in
optimised ways by using equipments such as faxes, printers etc. and software like Microsoft
Office Suite and programs for scheduling.
Problem solving skills- These are important in terms of conducting responsibilities and
addressing to queries for providing solutions through training and continuous supervising for
engaging the employees and maintaining the relations with clients.
Communication skills- It is critical soft skills for administering the services provided to the
managers or the taskforce for interacting with staff, clients, employees, distributors etc. in
professional manner. For e.g. email, greeting employees, receptionist etc.
Planning skills- This shed light on designing and allocating tasks to meet the deadlines properly
and avoid any potential issues at the workplace.
1.2 Analyse the skills required to be effective in administrative services
The above mentioned skills such as organizational skills, technology skills, problem
solving skills, communication skills and planning skills are important in completion of tasks for
keeping the operations in organised manner. This would support in cost effectiveness and
segregate the work in more orderly modes and help the organization in maintaining their sales,
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revenues and profits. Communication skills are imperative to quantify the coordination among
the taskforce to have a clear and concise exchange of messages leading in providing assistance in
serving clients and managing employees' performance. In addition to this, organisational and
problem solving skills are useful while combining them together to segregate the roles,
responsibilities for proper functionalities at workplace (Hirmukhe, 2012). For instance, handling
the multiple projects by generating reports and monitoring the invoices. All these three tasks
must be done by classifying the administrative services in accordance to the specified roles.
Moreover, it would impact strong executable skills to maintain the administrative tasks.
1.3 Challenges presented when offering administrative support
There are several challenges that are faced when administrative support is made available
to more than one manager or department. The duties consist of maintenance of paper work and
record keeping, having interactive sessions with customers, clients etc. The major challenge
shown is the discrimination or partial treatment given to others. In addition, the other challenges
include lack of transparency, overburden on few departments, no proactive participation from
members etc. There is lack of team spirit and coordination when this support is given to other
manager or department (Titner,2019). It paves the path of negative atmosphere and leads to
ineffective and unproductive working standards at the organizational levels. Employees might
feel demotivated and it would affect the retention rate that ultimately influence the credibility
and reputation of the company in the marketplaces at both local and global levels. Thus, no such
support must be shown under any circumstances to avoid any discrimination or bittered
atmosphere.
2.1 Different types of filing systems
There are several systems of filing which are required in the administrative services.
Moreover, a robust filing system manages the vital details and information about the procedures
and employees data of an organisation (Husted and et.al., 2013). It is as follows:
Numeric Filing System: This contains assigning numbers to each file and then arrange it in
sequential ascending order. Such order depends upon the chronological factor that in turn is
related to date.
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Alphabetical Filing System: There is arrangement of files on the basis of letters. This is known as
dictionary method and helps in storing large database. However, it is tedious method when using
for larger database or number of records.
Alpha-numeric Filing System: It is one of the efficient systems that allows easy sorting of
database and use both numbers as well as letters for better arrangement of data of employees',
customers, products etc.
Terminal Digit Filing System: This is the most beneficial filing system when keeping records for
more than ten thousand data or files. It helps in sequential classification in accordance to the last
two digits.
2.2 Set up and run a filing system
For implementing better administrative services for smooth running of activities and
operations, Alpha-numeric filing system must be established so that there would be
transparency and strong accessibility on the basis of using both letters and numbers. The setting
up of such a system in any organization takes proper designing and planning so that the work do
not get hampered. Firstly, all the business related data must be segregated in terms of business
clients names, total workforce and their information, storage and warehousing details, etc. The
next step consists of proper division of departments and the people working in it so that the data
are divided according to the needs of the department. For instance, Human Resource Department
has fewer employees than other as their profile is different from others. Thus, the filing system is
proportional to the departments (Silberschatz, Gagne and Galvin, 2018). Lastly, all the data must
be stored in sequential order using software or application.
2.3 Set up and use a stock control system
A stock control system is group of functions and is based by combining the inventories of
all the systems at the workplace. This includes taking care of the administrative services such as
purchasing, tracking, receiving, storage, turnover and re-ordering. It is useful in managing the
availability of raw materials, business supplies, finished products and supplementary products.
Additionally, it is beneficial for the organization by keeping the automatic systems in better and
competent ways (Jemai, Rekik and Kalaï, 2013). Henceforth, this can be set up by using
computer software in all the departments to manage and maintain the inventory and stock lists in
proper manner. In regard to this, such stock control systems can be altered as per the
organisational needs and their product or service. For instance, Vectron stock control system
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have been proved beneficial to lead a cohesive approaches and systems. This setting up would
lead to uninterrupted and automated processing in all the departments and the works would be
carried out effectually.
2.4 Use a purchasing system
A purchasing system is the system of exchange of products and services through
purchase and requisition. This includes systems for better inventory management and lays the
foundation of effective and productive stock and storage of products to be sold in the
marketplaces. These systems are mostly called as economic order quantity models. There are
three main phases that reflect upon the entire purchasing system and consist of pre-purchase
ordering system, ordering system and post purchase ordering system. There are several fatcors
that must be considered while using the purchasing system while maintaining the administrative
services at the workplace (Bennett and Winslade, 2012). It helps in finding the suppliers and
evaluate the pricing strategies to gain competitive advantages over the prevalent companies in
the marketplaces. In addition, it assists in disposal of excess assets and monitoring of the
procurement cards through negotiation deals and placing the orders for purchase requisitions.
Hereby, an automated purchasing system is applicable in the production system for better
planning of activities and measure the calculations to automatically take orders with respect to
the distributors, retailers and suppliers.
2.5 Importance of keeping accurate records
Record keeping is defined as the activity for keeping the transactions and records in order
to store and maintain the data and overall information in context to organizational practices in
terms of administrative services. The major purpose is to have a systematic records of managing
and storing the records in appropriate manner. Additionally, it assists in filing systems and make
it convenient for the management to find the details or associated information at instant levels.
This helps in preparing the data sheet and the other expenses at one location and aid in
growing the improvements by meeting the specifications conveniently (Beach and Oates, 2014).
This record keeping is operable while dealing with any challenging situation and manageable
tasks. Moreover, it is also important in conducting appropriate inspection process to achieve the
information and decisions on time without any hurdles and leading to effortless administration.
This provides a platform to keep a track on the current and existing tasks along with a data of old
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files or data. Alongside, it measures the performance metrics and saves time, energy and
resource to manage the work.
3.1 Plan meetings and events
Meetings and events are planned for better execution of specified outcomes and
optimizing the allocated resources with cost effectiveness in context to development of the
administrative skills. In addition to this, there is a need to demonstrate an understanding for the
organisational skills with focusing on the problem-solving skills and communication skills while
planning any meeting or event of an organisation. Moreover, it is also important that delegation
of tasks and the presentation skills must be used in combination with making the entire meeting
and event more effective in front of the clients or employees (Silvers, 2012). This is essential to
establish better connectivity, giving ideas and suggestions and leading transparency among the
workforce to develop a sense of responsibility towards completion of tasks in attaining the
proactive contribution from each individual. Thus, planning meeting and events forms a platform
for developing effective relations with other employees and harnessing the positivity in
constructive manner for the organization on the whole.
3.2 Produce documentation for meetings
Documentation is the legal formality in between the employer and employees, where
understanding of all the documents are compulsory to follow for proper functionalities at the
workplace. There are several types of meetings which are necessary for creating team building,
encouraging creativity and helping in problem solving and making decisions (Hill and Varone,
2014). It is more useful in terms of promoting people participation in the company's overall
growth by giving their inputs through employing the administrative skills. The following are the
documents required for a meeting and are as follows: Taking notes (minutes), Attendance sheet,
Presentation papers, Agenda and more. However, agenda and minutes are considered under the
formal meeting and the others are dependent upon the overall purpose of conducting it.
3.3 Analyse policies and procedures for setting up meetings and events
Policies and procedures are set of guidelines to determine and evaluate the working
culture, decisions, activities under a formal framework of an organisation. These play crucial role
in analysing the administrative services of all the departments and sub-sectional areas to continue
the operations in a systematic and legislative manner. Furthermore, these help in giving a
structured outlook to conduct meetings and organising events to maintain a fair and predictable
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modes (Crabb and Leroy, 2012). There will be consistencies in adopting the legislations such as
Health and Safety Act, Equality Act etc. Moreover, these policies would help in streamlining the
boundaries and guidelines to maintain the best practices by communicating on trust and loyalty
to foster positive relationships at the workplace. Lastly, this proves beneficial in understanding
the administrative services and developing the related skills to flourish the business environment.
3.4 Recommend improvements to policies and procedures
The improvements must be done on the basis of effective communication systems to
arrange a robust and proficient system for conducting the meetings and events. When the
taskforce provide any recommendation or suggestion regarding any sector and propose changes
then the management must listen and accordingly plan. Human Resource Department of an
organization must ensure that the each individual is aware about the policies and procedures to
support in the overall maintenance of the business environment (Noe and et.al., 2017).
Nonetheless, these are applied to form boundaries but it must be outlined on the basis of flexible
approach so that during the time of emergency or challenging situation, the management show
good administrative skills and help the employees in solving the issues.
4.1 Suitability and effectiveness of different communication systems
Effective communication systems are beneficial for the overall development and growth
of an organization. It emphasis on managing the work allocation and administrative services at
the workplace under desired conditions and enhancing the business environment in forwarding
direction. There are several types of communication systems like formal and informal which
connects the employees through proper channels (Hu and Kapucu, 2016). The suitability of such
different systems enable standardised channels of communication to bring reliability and
transparency to improve the overall effectiveness of the work-environment. Nevertheless, the
managers and departmental employees favour the dissemination of information through authentic
and legal frameworks in both types of communication networks. It helps in transmission of
updates and latest news without any interruptions and is based on accuracy and clarity to
maintain the services by exercising the powers to attain the objectives under legislative
frameworks. Moreover, the entire suitability of different systems impact the standards and
enhances the coordination between departmental managers at workplace. The exchange of
message bridges the gaps and clarify meanings and assist in promoting understanding and mutual
exchange of ideas.
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4.2 Role of technology in supporting effective communication
Technology has played important role in maintaining the effective communication at the
organizational levels for executing the administrative services. It helps in socio-economic
improvements in terms of productivity, maintaining quality and leading to higher employment.
Herein, ICT (Information and communication technology) influence the monitoring and
supervision components in compact manner and leads to access the departmental linkage in
better ways. Use of emails, telephones, faxes, printers, video conferencing etc. aid the
administrative services to grow and support the innovation and provide assistance in quick
decision-making.
Moreover, technology leads to efficiency by ensuring robust approaches in conducting
procedures and overall flow of information through methodologies like horizontal, outward,
downward and upward (Collis and Moonen, 2012). With implementation of information systems
at workplace, the activities have been made simpler, faster and easier. Tasks are ranged on the
basis of requirements of the clients or the product, thus setting up of computing and websites
with building presentations through different modes of communication at both formal and
informal levels is essential. Along with, the taskforce and managers can search relevant and valid
data to gain competitive advantages to reach their goals and improve the customer-base.
CONCLUSION
It has been summarized that administrative services are important part for the managers
to coordinate and direct the practices and operations of an organization without any delays.
Moreover, it assisted in understanding the various aspects such as communication systems, role
of technology, filing systems, purchasing system, meetings and events etc.
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REFERENCES
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Beach, J. and Oates, J., 2014. Maintaining best practice in record-keeping and
documentation. Nursing Standard (2014+).28(36). p.45.
Bennett, J.D. and Winslade, C.C., Enpulz LLC, 2012. Online purchasing system supporting
sellers with affordability screening. U.S. Patent 8,177,124.
Collis, B. and Moonen, J., 2012. Flexible learning in a digital world: Experiences and
expectations. Routledge.
Heidbreder, E.G., 2014. Administrative Capacities in the EU. The problem-solving capacity of
the modern state: Governance challenges and administrative capacities. p.218.
Hill, M. and Varone, F., 2014. The public policy process. Routledge.
Crabb, A. and Leroy, P., 2012. The handbook of environmental policy evaluation.
Routledge.
Hirmukhe, J., 2012. Measuring internal customers’ perception on service quality using
SERVQUAL in administrative services. International journal of scientific and research
publications.2(3). pp.1-6.
Hu, Q. and Kapucu, N., 2016. Information communication technology utilization for effective
emergency management networks. Public Management Review.18(3) pp.323-348.
Husted, P.J. and et.al., 2013. Method and system for optimizing gain changes by identifying
modulation type and rate. U.S. Patent 8,498,368.
Jemai, Z., Rekik, Y. and Kalaï, R., 2013. Inventory routing problems in a context of vendor-
managed inventory system with consignment stock and transshipment. Production
Planning & Control.24(8-9). pp.671-683.
Noe, R.A. and et.al., 2017. Human resource management: Gaining a competitive advantage.
New York, NY: McGraw-Hill Education.
Silberschatz, A., Gagne, G. and Galvin, P.B., 2018. Operating system concepts. Wiley.
Silvers, J.R., 2012. Professional event coordination (Vol. 62). John Wiley & Sons.
Online
Titner,E., 2019. Top Challenges Faced by Administrative Assistants. [online]. Available
through:<https://www.thejobnetwork.com/top-challenges-faced-by-administrative-
assistants/>.
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