Administrative Services Report: Electronic Systems and Procedures

This report delves into the multifaceted world of administrative services, exploring various aspects critical to business success. It begins by outlining the diverse services administration provides, emphasizing the importance of skills such as technology proficiency, communication, time management, planning, and problem-solving. The report then addresses common challenges faced by administrative professionals, including workload pressures and workplace dynamics. Furthermore, it examines legal requirements relevant to administrative roles. The report provides practical solutions, including an electronic filing system, stock control, and purchase order templates, to improve efficiency. The report also covers meeting management, communication skills, and the effective use of technology. The analysis includes a discussion on improving sales strategies and assessing the effectiveness of business meetings. The report concludes by highlighting the importance of administrative services in driving organizational success and offering practical, actionable insights for professionals and students alike.

Administrative Services

TABLE OF CONTENTS
INTRODUCTION......................................................................................................................1
TASK 1......................................................................................................................................1
1.1) Different administrative service................................................................................1
1.2) Knowledge and skills of effective administrative.....................................................1
1.3) Challenges faces by administrative...........................................................................2
1.4) legal requirements relevant to administrative services..............................................3
TASK 2......................................................................................................................................3
2.1) Letter to plumber to tell importance of keeping record system.................................3
2.2) Electronic filing system for plumber.........................................................................4
2.3) Stock control system..................................................................................................5
2.4) Templates for purchasing system..............................................................................5
TASK 3......................................................................................................................................6
3.2) as above discussion the purpose of meeting is to report on sales in branches. The
manger will also focus and discuss the ways to improve the sells...................................6
3.3) Analysis of Appendix 1 in order to assess their effectiveness..................................7
3.4) improvements to the policies and procedures............................................................7
TASK 4......................................................................................................................................7
4.1) Effectiveness of different communication skills.......................................................7
4.2) Role of technology in effective communication........................................................8
CONCLUSION..........................................................................................................................9
REFERENCES.........................................................................................................................10

INTRODUCTION
The report is based on the administrative service. This report will explain the different
administrative service. It will discus about the different skills of administrative. Administrate
plays a huge role in the success of business. They offer different and important services to the
organisation. This report will describe an important skill of administrative such as time
management, communication skill, technology skill and problem solve skill etc. this report
will focus on the different challenges which affect the administration. Moreover, this report
will also explain the different electronic filling system. These filling system used to store the
important documents in systematic manner. Further more this report will also describe the
importance of templates.
TASK 1
1.1) Different administrative service
The administration of a business includes management of business and its operations.
Through administration, business can achieve their success and goals. Administration
provides various services which helps an organisation to complete task on time. It includes all
supervising business operations and other related fields such as accounting, financing and
marketing(Barkin and et.al.,2017). Mostly administration focused on keeping important
documents and records. Administration also focused on managing people and their targets.
Administration offers broader management functions such as finance, personal and mis
services. The main responsibility of administrative is to ensure that business meets its goals
and is properly organized and managed.
Administration provides direction in recruitment of new employees in an
organisation. Apart from administration provides different trainings to new and old
employees to enhance their performance. Through trainings and development employees will
able to provide extra efforts to an organisation and this will improve the business growth in
desire manner. Moreover, administration also makes the different and effective plans to
develop and hire new opportunities in business. Administrative also monitors all operations
and functions on regular basis.
1.2) Knowledge and skills of effective administrative
Administration plays a huge role in the success of business because they monitor all
organisation function on regular basis and record all files and important documents. Different
skills and knowledge of effective administrative are as following-
1

Technology skill: to accomplish the task and effective work, administration should have
proper knowledge of technologies. Person should be able to work on different software. He
should be able research on internet networking.
Communication skill: this is one of the most important skill which is required for effective
administration. Administrative should have good communication skill so that he can be able
to build a good relationship with his or her employees. Through a good communication skill
person can interact and exchange the information about the business operation with
employees easily.
Time management: an administrative must manage his or her own time to manage the task
and operations of corporations. He should be able to use an electronic calendar and email to
set meetings for his boss.
Planning skill: to create the office procedures such as record of documents, administrative
should have planning skill. Through planning skill administrative can be able to distribute the
work on priority base.
Problem solving skill: administrative should be able to solve the issues and conflict in
business environment.
1.3) Challenges faces by administrative
Administrative assistants are backbone of any organisation. As administrative focused on the
process of organisation and other activities (Torres and et.al., 2014). Some time they face
challenges from their co-workers and employees. Different challenges are as follows
 co-workers liberally assign blame and duties:
 Follower expect admins to be available at all times- many employees expect that
administrative should be available on all time. Many employees send emails after
work hours which creates conflict between employees and administrative.
 Employees do not take time to learn about office and it rules and regulations-
sometime employees behaving very rude and they think that they are not responsible
for knowing anything about the office space.
 High workload- due to lack of systematic business structure administrative faces high
work load pressure. Due to high this sometime they get frustrated and are unable to
complete the task.
 Lack the privacy at workplace- some time co-workers use administrative assistants'
desks as a common space where they dump newspaper, files etc.
2

1.4) legal requirements relevant to administrative services.
Legal department and business needs that their legal administrator have a bachelor's degree or
its equivalent in education and experiences. Legal administration means arranging law firm's
to- day operations.
TASK 2
2.1) Letter to plumber to tell importance of keeping record system
To
the owner
Dear sir,
Here I’m explaining you different filling system to record your documents and other
important information. These filling systems will help to record all information and data in
systematic manner. A well-maintained filling system allows vital information to be accessed
quickly and saves company money by saving time.
And you Wil not feel work pressure of storing the documents. To resolve your
problems and to get details of your customer back I am providing you different filling system
which are as following-
 Alphabetic filing system: in this system, arrange the records according to the name,
person and company or subject in according to the letters of alphabets (Bhattarai and
et.al., 2014). Through this system you can find any customer details very easily.
 Numeric filing system: in this system assign number to each file and arrange the
numbers in sequential order. This system is use when there are large volume of files
and records.
 Terminal digit filling system: in this filling system assign the file numbers in
sequential order and file them according to last two digits.
 Alphanumeric filling system: this system is combination of both letters and alphabets.
Furthermore, you need to focus on the importance of keeping accurate records.
Importance of keeping record are as follows-
1. keeping good record will help you to maximise all the expenses you claim and reduce
your tax obligation
2. it will help you to prepare your accounts at the end or year
3

3. provides the important information you need to run your firm
4. Keeping record in effective manner will help you to manages changes and
improvement in business environment.
5. It will help you to analysis business weakness and strengths.
2.2) Electronic filing system for plumber
To keep all documents and information in systemic manner electronic filing system is
used. In this system you can manage all information about your clients, supplier and
products.
 All employee details: in this process to maintain customer personal details you should
follow the table which are given below with example-
S.NO. Name of
employee
father's name Date of birth Contact no. Address
1 Mr. jack Mr. Thomas 05/08/90 58648125481 xxxxx
 All customer details: to record all clients detail you can use the same format which are
using in to record employee details-
S.NO Name of
customer
father's name Contact no. Address(perm
anent)
Product name
1 Mr. Thomas Mr. Thomas 25487212548
71
xxxxxxx xxxxx
 Product description and prices: in this system you have to put product details and its
cost. You have to mentioned old and new products in this system(Verklan and
Walden, 2014).
S.NO. Name of product Price of product quantity Advantageous
and quality of
product
4

 Current jobs: in this process you can use the following table. Through this list
candidate can get details about vacant post. And this process will help you to hire high
skilled and qualified employees in systematic manner.
Name of
organisation
Name of vacant
post
qualification salary location
2.3) Stock control system
Stock control is very important for the growth of business. To solve the pressure of
store products' problem you should follow stock control system(Hadjitchoneva,2015.).
Plumber can use computer software to control stock system.
Computerised stock control systems: this system are more flexible and information is
easily retrieved. Through this system chosen person can quickly get a stock rating. This is
one of the best system for plumber's organisation for business dealing with different types of
stock. Another benefit of these systems are as follows-
1. Through this system pricing and stock data can integrate with accounts.
2. In this system purchase order processing and sales order processing can be merged so
that Stock balance and statics are automatically updated.
3. It offers automatic batch control system
4. This software can print read bar codes form your computer. Bar code system will help
to increase the speed of processing and recording.
2.4) Templates for purchasing system
[Company Name] Purchase order
TO: Ship To: [P.O. number]
[Purchase Name] [Recipient Name]
[Company Name] [Company Name]
QTY UNIT DESCRIPTION UNIT PRICE TOTAL
[Description of
item)
5

TASK 3
 Local venue and cost- according to brief 35 members will attain the meeting.
According to numbers of person we will provide a venue plan
Location Menu of food Cost of food Date and time
Rocks restaurant £15 per person 30 December 2017
11.00 AM
This is one of the simplest and effective plan. This plan includes the location where
the meeting will organize. Apart from this it provides the menu of food which includes
different types of food products, soft drinks, water etc (Moura, 2016). moreover, this also
include the price of food according to plan individual has to pay £15. This plan also describes
time and date of meeting. The date and time of meeting should be properly indicated. The
meeting will be organising on 30 December 2017 at 11.00 AM.
3.2) as above discussion the purpose of meeting is to report on sales in branches. The manger
will also focus and discuss the ways to improve the sells
 An agenda- the purpose of the meeting is to improve the sell and marketing. Meeting
will organize to discuss on the ways through which employee can increase sells and
marketing. Manager will discuss the technologies and ways to improve the business
productivity(Dobrivskyy,2015). These techniques will help employees to enhance
their performance. So, to achieve all this factors manager firstly collect all
information about the situations and collect the previous data of sales.
 A register of attendees- this process will provide the knowledge about the number of
employees who attend the meetings. Manager will follow the below list-
6

S.NO. Name of employee Time arrival Mark if present in
meeting
3.3) Analysis of Appendix 1 in order to assess their effectiveness
According to appendix 1 effectiveness can bring out in the business.
Meetings time- in this process organisation examine the meeting time. Through this analysis
manager are able to organise meeting according to employees comfort (Nickel and et.al.,
2017). Meetings will not organize on Sunday or any other holiday.
Contact- through this process owner of meeting is able to inform every one about the
meeting.
Confirm date- through this manager are able to know that who will come or not
because this process uses attendance procedure. Every employee will become ready for the
meetings.
Find venue for the meetings or event- in this process employee get to know the place where
meeting will be organised.
3.4) improvements to the policies and procedures
To improve the above policy and procedure we will develop a plan. According to this
plan there should be some changes in appendix 1. Firstly, manager should collect the
information about the employees that who are able to attend meeting or not (Band, Assa
Abloy, 2015). Apart from this food venue and cost should also discuss in the appendix.
Moreover, send a small draft on individual email id.
TASK 4
4.1) Effectiveness of different communication skills
 Face to face communication-it is very powerful manager can communicate with the
words he speaks as well as non-verbally through body language. Effective
communication skill is very important for manager. Through effective communication
skill, manager can enhance his performance in desire manner. Through different
communication skill manager can build a good relation with clients and guest.
Through good and different communication skill manager can perform in seminar and
concurrence. He can satisfy his or her clients and customers. Apart from this
communication is very important to build a good relation with each other. Through
7

communication skill manager can satisfy his or her employees. As workers are the
backbone of an organisation because all productivity and benefits of business depends
on employee's performance. When employee provides extra efforts to an organisation
then productivity and business will increase. Through different communication skill
manager can enhance the performance of employees and it will improve the business
productivity. Effective Communication is dynamic process which affect the business
in positive manner. Communication is process of exchanging of information by
speaking, writing or using some other medium. Ways to improve the effective
communication skill are as follows-
 Active listening: this improve the communication skill. Manager has to think twice
before speaking. Being a good listener is one of the best ways to be a good
communicator.
Effective communication system in organisations- different type of communication medium
help in effective communication system. If a person use wrong medium for communication it
will generate miss understanding. Different types of communication mediums are as follows
 Audio and video communication-In this system manager can communicate with client
and supplier with video and audio calling. Examples are voicemail, podcasts and
YouTube videos etc.
 Social media communication- it is combination of written communication and two-
way remote communication. Examples of this communication medium are Facebook,
share point, LinkedIn, twitter etc.
 Two-way remote communication- this medium includes video conferencing, cell
phone calls etc.
Manager of chose organisation can manage his business and task through different
communication medium.
4.2) Role of technology in effective communication
Technology plays a crucial role in the effective communication. People communicate
through emails, faxes, mobile channels. Manger of chosen company can improve its
communication medium through technology (Partridge and Outreach, 2016.). Manager has to
improve technology to increase the sales and marketing. Impact of technology in
communication to a business are as follows-
8

 Easy product launch- as above manger plays difficulties In informing their customers
about new products. To come out from this problem manage can use email
subscriptions. In this process manger can draft email with details about a new service
or products and that message will be delivered to all customers in a minute. Through
this technology manager can improve its sales and marketing.
 Product or service survey- taking a survey is very important through a survey
organisation can provide the products according to customer needs and desire
(Hellsten and Sheehan, 2016). When organisation will offer the products and service
according to customer desire than it will improve the marketing and sales.
 Use of digital networks- now days with satellite and broadband transmission manager
can communicate with anyone at work or off work via their mobile phones.
CONCLUSION
From the above report it has been concluded that administrative plays a crucial role in
the success of business. Administrative should have different communication skill to build
good relationship with employees. This report concluded that administration faced different
challenges. This report explained the system of stock control. At the end this report described
the importance of technology in communication.
9

REFERENCES
Books and Journals
Barkin, J.R., Chyung, S.Y.Y. and Lemke, M., 2017. Following a 10‐Step Procedure to
Evaluate the Administrative Services Qualification Card Program. Performance
Improvement.56(8). pp.6-15.
Torres, N.D., Cavallo, J., Prabhakaran, A. and Devor, T., 2014. Administrative
Consolidations, Administrative Services Organizations, and Joint
Programming. Partnerships for Health and Human Service Nonprofits: From
Collaborations to Mergers. p.129.
Bhattarai, G., Ozminkowski, R. and Den Hartog, K.S., 2014. Engagement In And Financial
Perofrmance Of A Transitional Case Management Program Among Members
Enrolled In Administrative-Services-Only Insurance Arrangements. Value in
Health.17(3). p.A20.
Verklan, M.T. and Walden, M., 2014. Core Curriculum for Neonatal Intensive Care Nursing-
E-Book. Elsevier Health Sciences.
Hadjitchoneva, J., 2015. Administrative Services and Business Conditions: the Point of View
of the Business.
Moura, E., 2016. BRAZILIAN ADMINISTRATION, ADMINISTRATIVE REFORM AND
THE NEW STATE&58; THE ROLE OF ADMINISTRATIVE APPARATUS IN
VARGAS ADMINISTRATION. Revista de Estudos Institucionais.2(1).pp.367-400.
Dobrivskyy, T., 2015. State policy in administrative services. Management.10(2).pp.58-67.
Band, J.A., Assa Abloy Ab, 2015. Automated security token administrative services. U.S.
Patent Application 14/937,984.
Nickel, N., MacWilliam, L., Eukema, O., Prior, H. and Nepon, J., 2017. Social outcomes
associated with alcohol-related diagnoses: a population-based analysis using linked
administrative data. International Journal for Population Data Science.1(1).
Band, J.A., Assa Abloy Ab, 2015. Automated security token administrative services. U.S.
Patent 9,215,224.
Hellsten, E. and Sheehan, K.J., 2016. Health Services Information: Key Concepts and
Considerations in Building Episodes of Care From Administrative Data.
Partridge, D. and Outreach, A., 2016. F8: Providing Grief Services to Very Young Children:
Information for the New Provider. 2016 COURSE BOOKLET.p.106.
Aiken, A.B., Mahar, A.L., Kurdyak, P., Whitehead, M. and Groome, P.A., 2016. A
descriptive analysis of medical health services utilization of Veterans living in
Ontario: a retrospective cohort study using administrative healthcare data. BMC
health services research.16(1).p.351.
10