Principles of Administration: Health and Safety Course Workbook

This course workbook assignment focuses on the principles of administration, specifically addressing health and safety within a business environment. The assignment covers the Health and Safety at Work Act 1974, detailing the legal obligations of employers to provide a safe working environment, including safe systems, equipment, and welfare facilities. It also outlines the responsibilities of employees to take care of their own and others' safety and to cooperate with employers. The assignment explores accident and emergency procedures, including training, company rules, and emergency arrangements. It also touches upon data protection, emphasizing the importance of maintaining security and confidentiality of physical property and information. The workbook includes definitions of key terms, and requires the student to explain legal obligations, individual responsibilities, and describe accident and emergency procedures, referencing relevant regulations and policies. The assignment is designed for a Level 3 Diploma in Business Administration, helping students understand and apply health and safety practices in a professional setting.

COURSE WORKBOOK FOR
Principles of Administration
LEVEL3 DIPLOMA IN BUSINESS ADMINISTRATION
LEARNING OUTCOMES
1. Understand how to manage an office facility
2. Understand health and safety in a business environment
3. Understand how to take minutes of meetings
4. Understand how to chair, lead and manage meetings
5. Understand how to supervise an administration team
6. Understand how to organise events
©Results Consortium Ltd.
All rights reserved www.resultsco.org.uk

Page 2
HOW TO USE THIS WORKBOOK?
 Read each question carefully and highlight key words such as analyse, describe, discuss,
explain, identify, justify, and recommend with reasons and state. Please refer to the ‘Glossary of
Key Words’ below
 There is not always a single correct answer for a question and marks will be awarded for all
valid responses
 Penalties for contravention of the rules relating to plagiarism and collaboration - Please refer
to college’s plagiarism policy provided in the student handbook
GLOSSARY OF TERMS
Analyse: Find the relevant facts and examine these in depth. Examine the relationship between
various facts and make conclusions or recommendations.
Describe: Give an account in words of (someone or something) including all relevant, characteristics,
qualities or events.
Explain: To make something clear and easy to understand with reasoning and/or justification.
Identify: Recognise and name.
Justify: Support an argument or conclusion. Prove or show grounds for a decision. Recommend with
reasons: Provide reasons in favour.
State: Express main points in brief, clear form.
CONTENTS
Health & Safety Page 3 - 5
Data Protection
Equality
Systems & Procedures
Managing a Team
Meetings
Meeting Minutes
Organising Events
LEARNER DECLARATION
FULL NAME
STUDENT
ID BATCH
I declare that this
assignment is my own
work and that I have
correctly acknowledged

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HOW TO USE THIS WORKBOOK?
the work of others.
SIGNATURE DATE

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HEALTH & SAFETY
Health and safety within the business environment is often ignored or not seen as
important. Health and safety is crucial within any business environment whether it be an
office or an oil rig. What is important is to recognise the hazards and risks within each
environment and for employers to ensure they are dealt with accordingly.
Legislation is in place to ensure that all working environments are healthy and safe for all
who work in them or visit them. The main legislation in place is the Health and Safety at
Work Act 1974 and it applies to all workplaces and details what the responsibilities are of
all concerned; employers, management, staff, visitors and external contractors.
Health and Safety at Work Act 1974 (HASAWA) Find Out
Requires all employers to:
Ensure the health and safety and welfare at work of employees “so
far as is reasonably practicable”
 Provide safe systems of work and equipment
 A safe working environment and adequate welfare facilities
 Safe means of entry and exit to and from work
 Have in place (and regularly update) a written statement
on the health and safety policy of the organisation and this
must be known to the employees of the organization
 Provide information and instruction on health and safety
and the safe use of equipment
Requires employees to:
 Take reasonable care of their own health and safety
 Take reasonable care of the health and safety of others
affected by what they do
 Cooperate with their employer in carrying out the health
and safety requirements
To comply with HASAW, all
business must display the main
terms of the Act in a notice for
their employees to read, or
provide them with a leaflet
summarising the law on health
and safety. Can you locate
yours?
Explain the legal obligations of the employer for health and safety in the workplace?
2
.
1
There are various legal obligation of the employer for maintaining health and safety at
workplace, some of the major obligation which they need to follow are given below:-
 They need to provide and ensure safe system and equipment.
 They also need to develop and maintain safe working workplace as well as proper
welfare facilities.
 Provide proper as well as updated written statements or documents related to
health and safety policies of company.
 Provide employees proper informations as well as instructions related to health and
safety at workplace and how to use equipment safely.
These are the main legal obligations which are essential for employers to adopt as well as
maintain in order to ensure health and safety at workplace.

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HEALTH & SAFETY
Explain an individual’s responsibilities for health and safety in the
workplace? 1.1 2.2
At a workplace there are various roles and responsibilities which are played by an
individual for ensuring health and safety at workplace. Some of the main responsibilities
which are played by a person are given below:-
 Individual must conduct those practices which help them in ensuring their own
health and safety.
 Individual's must also take responsibilities for others health and safety by
conducting practices in appropriate way.
 Individual's also need to conduct cooperation along with their employers for
accomplish work properly for insuring health and safety.
These are the main responsibilities of individual which they conduct for ensuring health as
well as safety at the workplace.
Health and Safety at Work Act 1974 (HASAWA) Did you Know?
 Reporting of Injuries, Disease and Dangerous
Occurrences Regulations (RIDDOR) 1992 – this covers the
reporting of accidents/incidents which cause injury or disease.
It covers what should be reported and how, and the
investigation that should take place.
 The Management of Health and Safety at Work
Regulations 1999 – this covers risk assessment and the
monitoring of health and safety. Risk assessments analyse the
hazards that exist in the workplace and assess the likely risks
from them (low, medium or high) and details how the risks can
be minimised or eradicated.
 Workplace (Health, Safety and Welfare) Regulations 1992
– this covers the condition of the workplace you are expected
to work in, complementing the Health and Safety at Work Act
and offering more detail.
 The Health and Safety (Display Screen Equipment)
Regulations 1992 – this covers what is necessary to make the
use of computers (recognised as VDUs – visual display units)
and the workstation you work in safe and comfortable.
 The Provision and Use of Work Equipment Regulations
1998 – these regulations cover equipment in use in your
organisation and require your employer to ensure that the
equipment you use is suitable, safe and properly maintained
and that you receive the required training on its use.
The safety policy states the
arrangements for putting the
policy into practice. Procedures
state what you must do in a
certain situation. These
determine working practices in
the workplace to ensure that the
aims of the policy and the firm’s
legal responsibilities are met.
Did you Know? ‘Six Pack’ Regulations relating to HASAWA
HASAW is an ‘umbrella’ Act under
which other regulations are
passed. These are introduced
and/or revised regularly top ensure
that health and safety; laws are
always up to date.

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HEALTH & SAFETY
Manual Handling Operations
Regulations 1992
Personal Protective Equipment
at Work Regulations 1992
Provision and Use of Work
Equipment Regulations 1998
Workplace (Health, Safety and
Welfare) Regulations 1992
Management of Health and
Safety at Work Regulations
1992
Health and Safety (Display
Screen Equipment)
Regulations 1992

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HEALTH & SAFETY
Area covered by policies Examples
Accidents and Emergencies  The procedures to follow in the case of a fire or
other types of emergency evacuation (e.g. gas leak)
 What to do if an accident occurs and accident
reporting
 First aid training, facilities and equipment
Employee Health and Welfare  Smoking, alcohol and drugs in the workplace
 Workplace bullying, harassment and victimisation
 Maximum working hours, break and rest periods
Employee Security  Cash handling and banking procedures
 What to do if you feel threatened by a customer
 Security and protection for late night working
Working Practices  The sitting, use and maintenance of machinery and
equipment
 General housekeeping and cleaning
 Use of computers and other IT related equipment
Legal compliance with specific Health
and Safety Regulations
 Risk assessments
 Maintenance and checking of electrical equipment
 First-aid training, regular assessments of facilities
and equipment
 Storage and handling of hazardous substances
 Use and storage of personal protective equipment
 Manual handling (includes lifting, moving and
stacking of materials and equipment
Find Out Describe accident and emergency procedures? 2.3
Your employer’s safety policy
should state the aims in relation to
the health and safety of
employees, the names of key
members of stand and
arrangements for carrying out the
policy. This is likely to include
 Training and instruction
 Company rules
 Emergency arrangements
 The systems for accident
reporting
 The identification of risk
areas
 There are numbers of accident and emergency
procedures which is essential for company
management to follow at different stages. Some
are given below:- Training and instruction: At this it
is important for employer to provide proper training
to staff so that they know instructions in
appropriate manner which will help in reducing
damage and accidents.
 Company rules: For a company it is essential to
follow rules and regulations properly because it
help in avoiding accidents or damages at the
workplace. In emergency situation company rules
also help in resolving issues properly.
 Emergency arrangements: For every company it is
essential to provide proper emergency services
and facilities so that they can deal accidents

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HEALTH & SAFETY
properly.
 System for accident reporting: Every firm need to
conduct proper reporting of past so that they can
develop strategies accordingly in order to avoid
respective accidents.
 Identification of risk areas: Management of a firm
need to conduct proper analysis of their workplace
for identifying risky areas. This will help them in
developing strategies in order to ignore accident
and emergency situations.
These are the main accidents and emergency procedures
which is essential to adopt for company management.
Unless there are fewer than five
employees, this is a legal
requirement. Find a copy of the
policy that is in operation in your
firm and examples of the
procedures that you have to
follow in an emergency.
 A company may adopt various rules, regulations
and policies at the emergency situation, from
which some major are given below:- Reporting of
injuries, disease and dangerous occurrences
regulation (1992): through this company able to
covers reporting about the accident which may
cause disease or injuries. This will also help in
explaining about incident that how it occur, how
to resolve it and so on.
 Workplace regulations (1992): This regulation
help company management in ensuring health,
safety and welfare at the workplace. This will
provide various practices which is essential for a
company to adopt in order to conduct work
properly.
One of the responsibilities of all employees is with regard to maintaining security and
confidentiality in terms of
 Physical property
 Information
Physical property comprises the building and the equipment and property (including
personal) within it. Personal information, such as contact details, date of birth or financial
details, about customers, clients, employees may all be held on file and should be
considered confidential. Apart from contravening data protection law, disclosing information
about individual people to others may result in, at worst criminal actions such as ID or
financial fraud, or even just unsolicited contact or nuisance calls.
The Data Protection Act 1998 Did you Know?
The act has been written to protect any living, identifiable individual
from the misuse or unauthorized disclosure of personal data. The
term personal data also covers any expression of opinion about
the individual. The Act covers both paper and computer files, and
states the amount of information that may be held, how long it can
The Copyright Designs and
Patents Act 1988 limits what you
can copy or distribute to others.
An author owns the copyright to
any material/book they write. You

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HEALTH & SAFETY
be held and what it may be used for.
The principles of the Act
 All data must be obtained and processed fairly and lawfully
i.e. that the individual has given consent and has not been
misled
 Personal data will be obtained and used for only one or
more specified and lawful purpose and should not be
processed for any other purpose
 Personal data should be adequate, relevant and not
excessive
 Personal data should be accurate and where necessary
kept up to date
 Personal data should be kept no longer than the
purpose(s) requires
The rights of individuals
 Data should be processed in accordance with the data
subject’s (individual’s) rights, these being e.g. the right to
access held about them
 The right to prevent processing which would cause
damage or distress
 The right to prevent processing for direct marketing
purposes
 The right to compensation if damage is suffered as a result
of the Act not being followed
can only use extracts from the
material or book if you
acknowledge the source of the
material i.e. the author, the title,
the date it was published and the
publisher’s name. Photocopying
also is not permissible unless the
document or book states
otherwise. Using newspaper or
magazine cuttings also requires
that you obtain the permission of
the newspaper or magazine the
article appeared in. Copyright
also covers music, films and TV
broadcasts.
Find Out
Find out the security procedures
that are in force in your
organisation - including who
locks up, who sets the alarm,
who the nominated keyholders
are for responding if the alarm
sounds out-of-hours, and what
protection there is for anyone
who work during a weekend.

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HEALTH & SAFETY
Equality means everyone having the same chances to do what they can. Some people
may need extra help to get the same chances.
 In the 1960s new laws said people of different races must be treated fairly
 In the 1970s new laws said men and women must be treated equally and get the
same pay for the same job
 In the 1990s new laws said disabled people must be treated fairly
 In 2004 new laws gave lesbian, gay and bisexual people the right to become
partners, like married people
In 2010, all the previous discrimination laws were combined and replaced with ‘Equality
Act’ or ‘the Act’. The Equality Act brings together 9 big equality laws and about 100 smaller
laws.
The Equality Act 2010
The Equality Act protects people from discrimination in relation to
following characteristics:
 Age
 Disability
 Gender Reassignment
 Pregnancy and Maternity (which includes breastfeeding)
 Race
 Religion and Belief
 Sex
 Sexual Orientation
An individual or organisation that provides services to the public
must not treat someone worse just because of one or more
protected characteristics (this is called direct discrimination).
Examples
 A shop will not serve someone because of their ethnic
origin
 A nightclub charges a higher price for entry to a man
because of their sex where the service provided to a woman is
exactly the same
An organisation must not do something to someone in a way that
has a worse impact on them and other people who share a
particular protected characteristic than it has on people who do not
share that characteristic. Unless the organisation can show that
what they have done is objectively justified, this will be what is
called indirect discrimination. ‘
Example
A shop decides to apply a ‘no hats or other headgear’ rule to
customers. If this rule is applied in exactly the same way to every
customer, Sikhs, Jews Muslims and others who may cover their
heads as part of their religion will not be able to use the shop.
Unless the shop can objectively justify using the rule, this will be
How this Might Work?
For older people, a local council
might put extra seats in a park so
older people can enjoy the park
as well as younger people.
For lesbian, gay and bisexual
people, a school might do more
to make sure lesbian, gay and
bisexual children are not bullied.
For people with a religion or
belief, a local council’s meals on
wheels service might cook
different meals for people who
need to eat special food because
of their religion. For example,
they might make special meals
for Jewish people and special
meals for Muslim people.

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HEALTH & SAFETY
indirect discrimination.

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HEALTH & SAFETY POLICIES & PROCEDURES
Scenario 1.1
Describe the type of
discrimination you think is
being shown
Identify which current
legislation would cover this
type of discrimination
Jenny is hearing impaired. At a
recent in-house training course,
she found it very difficult to
understand what was going on.
Another training course is
coming up and although she has
communicated her concerns to
her supervisor, no action has
been taken and the supervisor
has said that there are no
facilities at the venue to
accommodate her disability.
This case is showing
discrimination related with the
disability of a person. It is so
because firm is not providing
special training programs for
their disable employees due to
which they are facing issues
while understanding the things
in effective manner. This type
of discrimination directly
impact on the disable staffs
performance.
The legislation which a
company can adopt in
respective case is The
Equality Act 2010. This is so
because through it they need
to develop different strategies
and facilities for different
types of employees at
workplace.
Given below are the various employment related keywords. You are required
identify the relevant legislation each keyword is related to 1.1
HSAWA 1974 Equality Act
2010
Working Time
Regulations
1998
Data
Protection Act
1998
1.Holiday Pay
Entitlement ☐ ☐ Yes ☐
2. Risk Assessment Yes ☐ ☐ ☐
3.Use and storage of
confidential information ☐ ☐ ☐ Yes
4. Health & Safety Policy
Statement Yes ☐ ☐ ☐
5.Protected
Characteristics ☐ ☐ ☐ Yes
6.Direct & Indirect
Discrimination ☐ Yes ☐ ☐
7.Working Conditions ☐ ☐ Yes ☐

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HEALTH & SAFETY
Links between aims, objectives, values and policies
What the business want to do How is it going to do it
Mission Statement = Purpose Values = Beliefs and ethics of business
Aims of business = Long-term Policies = State how values are put
into practice
Organisational objective = Short-term
targets
Systems = A formal way of carrying out
complex tasks to achieve objectives
Team objective = Targets for specific
group
Procedures = Step-by-Step information
on what staff must do for system to
work
Your role = To help achieve your
team objective
Your role = To put your organisations
values into practice by applying
policies and following procedures
What are systems and procedures?
A system is a formalised method of doing something. It is devised so that a large number of people
will do the same thing in the same way.
For example, organisations have a system to respond to the customer enquiries in order to achieve
the best customer satisfaction.
A procedure support a system because they tell users what to do.For example, all customer service
executives are instructed specific procedures when responding to customer enquiries such as;
answer the call after the second ring, then greet the customer, say your name and the name of the
organisation and end the sentence with ‘how may I help you’.

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HEALTH & SAFETY POLICIES & PROCEDURES
Find Out Explain the step by step procedure to answer
telephone in your organization? 1.3
Identify the systems and
procedures that relate to your role.
The easiest way to start is to think
about the main procedures that
relate to the tasks you do - and
which system they support. As an
example, every office has a filing
system. When you add or remove
documents from a file you should
follow the same procedure as
everyone else.
Check the office handbook and
manuals you refer to. These will
contain procedures that you
probably carry out every day
without thinking. For example,
there will be a particular procedure
to follow to send a fax, clear paper
jam in the printer or to take double
sided copies.
While answering a phone call at the workplace an
individual need to take care of various factors so that they
can effectively communicate to another person. The step
by step process of answering telephone is given below:-
 Step 1: Always pick up phone call after 2 or 3 rings
so that person at another hand compose their
thoughts properly.
 Step 2: Greet another person professionally like by
“Good Morning”, “How may I help you sir/ ma'am”?
 Step 3: Provide introduction of yourself and
organization.
 Step 4: Ask who is calling if employees didn't know
about it.
 Step 5: It is essential for employee to speak
directly into the mouthpiece of phone so that
another person understand message properly.
 Step 6: It is also essential for an individual to avoid
using profane or slang languages.
Explain various procedures with which your manager
and you monitor if the correct procedures have been
followed?
1.5
Did you Know?
There are several procedures that a company manager and
employees can adopt in order to monitor as well as ensure
the correct procedure are followed, from which some are
given below:-
 Management must conduct proper analysis of whole
procedure.
 Evaluation must be conducted at each and every
level for ensuring work is done at appropriate way.
 Train employees so that they know how to conduct
work effectively without wastage or damage.
There are various techniques to
monitor workflows within
organizations. At departmental
level, your manager set targets,
schedule the work activities and
prioritise the work as part of
managing workflows.However,
as individuals each team
member can manage and
monitor workflows by
understanding the aim and
objectives of the tasks, setting
individual action plans and
having an awareness of own
responsibilities.

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HEALTH & SAFETY
Scenario Explain how to set targets for the sales
team? 1.4 5.1 5.2
Maria works at Audi Dealership as
a sales manager. Her yearly target
is £1 million. There are five sales
executives in Maria’s team.
Three of them are experienced and
one of them is the best sales
person in the previous year.
Two of the sales executives are
new employees who just
completed their internal sales
training.
For setting targets for the sales team respective company
need to consider several factors such as they must
evaluate capabilities as well as abilities of each and every
team members which help in estimating how much target
they may achieve. Along with this target may also set
according to person's experiences and past work record.
This will also help in identifying new interns working
capabilities under their superior or senior of the team.
Explain various methods with which Maria can
manage the performance of her team 5.3 5.4 Did you Know?
Maria can adopt numbers of methods or practices in order to
conduct management of performance of her team, from
which some are given below:-
 Analyses regular process and target: According to
this method Maria may conduct regular evaluation of
process and target in order to ensure they are
conducting work effectively.
 One to one update meetings: In respect of this Maria
may also conduct one to one interaction with their
team members in order to know their work for
attaining goal.
 Conduct team meeting: Maria can also organize
team meeting so that they can discuss issues or
problems effective which arise in the process of
attainment of goal. Through this they also able to
develop new effective strategy according to staffs or
team members.
These are the some main methods which Maria may adopt
in order to manage their team performance in effective as
well as appropriate manner.
Formal methods of progress
reporting are:
 Regular progress/target
reports – these may be
produced on an individual or
team basis with
contributions requested from
all team members
 One-to-one update
meetings – it is common to
have a regular ‘slot’ for a
short meeting with a
supervisor or manager to
find out about progress and
notify any problems
 Progress/team meetings
– these allow for discussion
and reallocation of work
where there is a problem.
Team meetings keep the
whole team motivated and
focused on the overall team
target.Shared project
planners – these are useful
for large projects that take
place over a period of time.
Progress on individual tasks
can be viewed at a glance.

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MAINTAIN SECURITY & CONFIDENTIALITY
Meetings are a particularly useful method of face-to-face communication between a group
of people who may meet to:
 Share, discuss and exchange information
 Benefit from each other’s views and opinions
 Decide upon the best action to take
 Analyse and solve problems
 Talk about planned new developments and exchange ideas and suggestions for
action
 Discuss issues of mutual concern
Types of Meetings
Meetings may be formal or informal. Formal meetings follow a strict
set of procedures and a complete written record must be made. Even
informal meetings are likely to incur some paperwork, for example a
list of things to be discussed or information to circulated at the
meeting.
Informal meetings are usually groups of people meeting to discuss
their work, for example departmental or team meetings. They may
occur regularly, e.g. team or progress meetings, or as one-off
occasions. While notes of what happens in the meeting may be taken,
they are likely to be briefer and not subject to the same regulations as
a formal meeting.
Formal meetings will follow set procedures in terms of documentation
and processes involved. There will be an appointed Chairman to run
the meeting and a secretary to take notes of what is discussed and
agreed at the meeting. Depending on what the meeting is about, there
may also be a Treasurer to put forward any financial points. Examples
of formal meetings may be a Health and Safety meeting, an Annual
General Meeting or a committee meeting.
Annual General Meeting (AGM) – This is a meeting held once a year
by all public limited companies (and many other limited companies) to
declare the profit/loss of the company and the share dividend and to
elect the board of directors and the auditors. All the shareholders must
be invited with at least 21 days’ notice of when the meeting will be.
Extraordinary General Meeting (EGM) – This formal meeting occurs,
as the name suggests, when there is urgent company business to
discuss with shareholders that cannot wait until the next AGM. For
example, a director may suddenly retire from the board or there may
be financial problems or the possibility of a company takeover.
What types of
meeting do you
attend? How
frequent are they
and what types of
documentation is
included?
4.1
There are mainly two
types of meeting which
are conducted at the
workplace i.e. formal
and informal meeting. In
formal meeting
members need to follow
strict set of rules and
regulations, on the other
hand in informal meeting
there is likely to incur
few documentation
work. Formal meeting is
generally conducted or
organized by company
seniors for taking
decision or developing
strategies. Documents
which are included in
this are agenda, code of
ethics, code of conduct,
attendance sheet and so
on. Along with this
informal meeting is
conducted frequently for
discussing issues,
strategies or any other
factors. In this not
specific documents are

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MAINTAIN SECURITY & CONFIDENTIALITY
required because it can
be related to work or
occasion.
Did you Know?
There are various
documents involved in the
meeting. Notice gives date
and time of meeting and
agenda lists items for
discussion in the meeting.
Minutes documents things
discussed and agreed in a
meeting.

Page 3
HEALTH & SAFETY
Scenario Explain Jack’s roles and responsibilities in the
meeting? 4.2
Jack is the supervisor at Car
phone warehouse. Apple
has recently launched a new
smartphone which is highly
rated by the consumers.
Company has announced a
double bonus for sales team
who sells the most apple
phone in the release month.
Jack called in his team for a
meeting to inform all team
members about the bonus
scheme and discuss
strategies to become the top
sales team.
Jack played numbers of role and responsibilities in the
meeting in order to ensure that their team attain goal properly,
from which some major roles and responsibilities are given
below:-
 Main role and responsibilities of Jack is to effectively
communicate about bonus scheme to their team
members so that they feel enthusiastic.
 He will also discuss and develop strategies with the
team members that how they can attain their goal or
objective effectively.
 Jack also need to motivate as well as encourage their
team members so that they give their full efforts for the
attainment of target in given time period in effective
manner.
These are main role and responsibilities which are played by
Jack in his team.
Explain team member’s role in the meeting? 4.3
While meeting team members also played various roles in
order to ensure that team will attain their goal as well as
objective in effective manner. Some main roles are mentioned
below:-
 They effectively interact in meeting so that they can
ensure that they understand strategy as well as
scheme in effective manner.
 They must also participate decision making process
for understanding whole process or strategy for
attaining target effective.
 Team members must also conduct their work in
effective manner so that team can attain target of
bonus scheme in appropriate manner.
These are major role which are faced by team members of
Jack for attaining goal or target in effective manner.
You work in Jack’s team. Jack approached you to get some help in
organising the meeting. How will you organise this and what information
would you require before, during and after meeting?
4.4 4.5

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EQUALITY
For organizing meeting in effective manner I will contact to each and every members of
team through mail or phone call. In this I will communicate them about the meeting date,
agenda, location, documents required and so on. For conducting meeting in proper way I
will also provide written information to all team members through email so that they can
get prepare in effective manner. Along with this there are several information which I need
to consider or required before, during and after meeting, from which some are given
below:- Before meeting:
 I need to know about why meeting is being held.
 I need to gather information about how many member are attaining meeting.
 I also need to conduct gather information about how long will be meeting will last.
 Understand goal or target of meeting and identify big or small it is so that
strategies can plan accordingly.
During meeting:
 Identifying that meeting is one sided or collaborative so that interaction conducted
in effective manner.
 Evaluate regularly that meeting is conducting in proper manner or it is one the
track.
 I also need to collect information related to each and every members are engaging
in meeting effectively.
After meeting:
 I need to collect information, feedback and suggestion from all team members so
that next meeting can be improved.
 Gather information related to effectiveness of the team meeting.
These are main informations which I need to gather before, during and after team
meeting.
Following is a verbatim extract from the meeting of Jack and his team. Please read the
extract and convert this into a minutes of the meeting.
Jack: Good morning everyone. The purpose of today’s meeting is to inform you all about the new
bonus scheme the company has announced on the new apple phone. Company has declared a
double bonus for the team which sells the highest number of phones in the release month. As you
all know, we have outperformed most of the other sales teams in the past six months and we stand
a good chance to grab the bonus if we all put our minds together coming up with an innovative sales
strategy.
Melisa: I think the new apple phone has some excellent reviews and most consumers do not require
to be told about the quality of the product. They are all concerned about the price and we have to
come up with a new strategy to overcome this barrier.
Robert: I agree with Melisa. I think we must focus on providing customers with appropriate plans
which suite their needs which at the same time fit within their budget.
Joe: I think we must focus on acquiring new customers as the upgrade options and plans do not
seems to be appealing. Also, the upfront cost is higher compared to other phones which makes it
difficult to sell. However, we could send mail shots to all the existing customers, perhaps, with some
discount codes. We could also look into options of offering gifts for this model.
Jack: I think that’s a brilliant idea. We will make attempts to send the mailshots within 2 days.
Melisa, could you please work out the mailing list and submit it to me by tomorrow evening. In the
meantime, Joe could finalise on the gift options by end of the day. It is important we finalise the gifts

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EQUALITY
today because gift options can be included in the mail shots. Thank you all for your valuable inputs.
Meeting Title Inform about new bonus scheme
Meeting Date 29th November 2019 Meeting called by Jack
Facilitator Jack
Attendees Jack team members
Topic of discussion About the bonus scheme
Discussion In meeting Jack introduce new bonus scheme of company i.e. firm
will double the bonus of that sell highest amount of apple phone and
it this Jack also discuss about the strategies through which they can
attain their target in effective manner. Team members Melisa, Robert
and Joe advice different strategies through which they can increase
their sells. At last Jack like idea of Joe that is related to enhancing
customers base.
Conclusion By conducting meeting it can be conclude or summaries that Jack
team may focus on the enhancing their customers base by offering
some discounts or offers. Along with this for this Jack also need to
train their team members in effective way so that they can conduct
work accordingly for attaining target effectively.
Action Action which is conducted by Jack team for attaining target of highest
sell they may focus on new customers as well as they also need to
focus on their upfront cost because it is higher as compare to other
phone companies which is hinder for company. Along with this they
may also provide different offers or discount codes to their existing
customers. So that they can attract existing customers to buy new
products.

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HEALTH & SAFETY
Now you have completed the meeting minutes for Jack, based on your experience
complete the following questions.
Did you Know? Explain the legal implications of meeting minutes? 3.2
Under the Freedom of
Information Act 2000, some
minutes are legally required
due to the nature of the
meeting; this is so
information can be
accessed by the public.
This applies to
governmental bodies (both
local and central), police
authorities, health and
education departments etc.
Companies Act 2006 which
states “Every company
must cause minutes of all
proceedings at meetings of
its directors to be recorded”
Government developed Freedom of information Act 2000,
according to which every firm need to develop meeting
minuted after the meeting which can be accessed by public
and government bodies (local as well as central). The main
legal implication of meeting minutes is to gather or aside
information which can be shared by public. This will help
society in getting authenticate information about the meeting
which is conducted at the workplace on a particular topic.
Along with this company also able to confirm about the
decision which is developed or taken.
Explain the importance of accuracy in the meeting
minutes?
3
.
3
Meeting minutes is every essential for a company because
through it they able to clear various aspects. Some of the main
importance of accuracy in meeting minutes are given below:-
 Develop of meeting minutes lead to legal protection for
a company decision.
 It will also provide proper as well as systematic
structure to the company decision, meeting and
process.
 Meeting minutes of an organization also drive action for
their leaders, manager and employees.
 This will also used by a firm for measuring or
evaluation stick.
 Meeting minutes also help in stating ownership of
particular firm.
These are the main importance of accuracy in the meeting
minutes which are gain by an organization by developing it
effectively.
Explain what to include and what not to include in meeting minutes 3.4
3
.
5

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EMPLOYMENT LEGISLATIONS
There are several factors which are include in meeting minutes as well as these are
some factors which are not consider, from which some major are given below:- Factors
which are include in meeting minutes:
 Conduct recording of date, location, time and type of meeting which is conducted
at the workplace.
 Consider agenda as a guidelines because it help in determining what need to be
discussed as well as decided at meeting.
 Develop list of member who attend meeting.
 Record number of votes on the decisions or strategies.
 Develop meeting minutes as soon as possible after the meeting so that every
things can be include in it properly.
Factors which are not include in meeting minutes:
 Developer of meeting minutes must not switch tenses in document. They must
use one tenses.
 Developer must not include what everyone said. They need to develop
summarized document that include information about meeting.
 One should never distribute copies of meeting minutes to everyone.
Depending on your job role and your organisation, you may be required to help in
organising a business event. Businesses arrange a variety of events, which include:
 Conferences
 Seminars
 Promotional Events
 Product Launches
 Training Courses
 Formal Meetings
 Forums and Advice Sessions
Supporting Events
There is a range of support activities that may be required
when organising a business event. You may have to carry out
agreed tasks, and work to an agreed budget in assisting in, for
example:
 Researching suitable venues
 Arranging hire of venue
 Ensuring health, safety and security requirements are
met
 Promoting the event
 Organising resources such as delegate packs
 Arranging catering
 Accommodating special requirements
 Making travel arrangements
Explain the
characteristics,
requirements and
purposes of different
types of events?
6.1
 There are different types
of events and they have
different characteristic,
requirement and
purpose, from which
some major are given
below:- Formal meeting:
Characteristic of formal

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EMPLOYMENT LEGISLATIONS
 Coordinating the activities and required resources
 Sending out invitations
 Logging replies
 Solving problems before and during the event
The support you provide will be required before, during and
after the event being organised, and may incorporate all or
some of the following:
 Before: you may need to research the venue and
book if required; liaise with the venue to confirm event
requirements; send out invitations and follow up any
unanswered ones; organise catering, speakers and
equipment required; arrange any travel/accommodation;
reconfirm arrangements and check contracts; prepare
delegate packs and send out joining instructions; rehearse
arrangements to make sure the event runs smoothly.
 During: arrive early if attending, check all
arrangements have been met, check delegate packs have
been delivered, meet and greet the delegates if required
and respond to their needs/answer questions; be on hand
to resolve problems as they occur.
 After: clear and vacate venue, return any hired goods,
collect and collate event evaluations, send out certificates
of attendance if appropriate, settle accounts.
meeting is that it is
conducted by an
organization with their
clients, employees,
stakeholders and
shareholders. Its
requirements are quite
room, projector, paper,
pens and so on. The
main purpose of this
meeting is to discuss
about company benefits
or issues.
 Product launch: It is
conducted for launching
products of a company
so that society know
about it. Requirement of
this event is big stage,
lights, posters, mics,
media and so on.
Characteristics of this
meeting is it is
conducted at the large
level.
Scenario
You are in charge of organising a two-day conference to take place in London at the end of next
month.
Delegates are to be invited from sister companies in Manchester and Brussels, and there are likely
to be between 30 and 50 attendees.
Draw up a list of items for consideration in relation to planning the
conference, and key factors within each item. 6.2 6.3 6.4
Item Key Factors for Consideration
E.g. Venue E.g. Must be large enough to accommodate at least 60 - 65
people. The venue must be hired from a preferred supplier in
accordance with the company policy.
Accommodation Accommodation should be full of various amenities and with
proper sanity so that people not face any kind of problem while
availing services.

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EMPLOYMENT LEGISLATIONS
Transportation The another major factor is transportation that helps to
transmit people from one place to the venue and vehicle
should be as per the no. of availing services and properly
clean and well maintained.
Catering Appoint one of best caters well behaved and able to serve the
food and other services to the consumers in proper manner.
Marketing To gain potential outcomes it is very crucial to market the
conference and its purpose so that authorized party can gain
more appointments that helps in their growth and profitability.
Team members To meet the goals of conference it is very essential to allocate
the tasks and responsibilities to each and every individual in
order to gain potential outcome.

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HEALTH & SAFETY
Draw up a list of as many resources you can think of that may be required
at the event and state why? 6.3 6.4
There are various kinds of resources which is must for an event management in order to
gain potential outcomes that are tech assessment, event software buyer's guide, event
sponsorship, aligning organization to the event strategy in order to reap important
outcomes. Respective factors are very much essential for an organization to generate
awareness, manage registrants, engage attendees and measure the success. The
software proved useful to select one of best event and select one of best sponsors for a
event.
Describe the likely types of information needed by delegates before, during and after an
event.
6
.
5
Before During After
 Develop a checklist
of to do's activities.
 Conduct delegation
of responsibilities
among staffs.
 Advertise about the
event.
 Develop plans
according to
budget.
 Conduct pre event
committee meeting
with all staffs or
team members.
 Be ensure that every
things is good an
and conducted
according to plan.
 Send thank you
notes to all peoples
who attend event.
Take feedback and
suggestions.
 Share pictures as
well as videos to
peoples who attend
event through mail or
social media.

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HEALTH & SAFETY
STUDENT NAME
ASSESSOR NAME

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HEALTH & SAFETY
STUDENT SIGNATURE DATE
ASSESSOR SIGNATURE DATE

Page 10
THE ROLE OF SYSTEMS & PROCEDURES
STUDENT NAME
ASSESSOR NAME
FEEDBACK &
JUDGEMENT
STUDENT SIGNATURE DATE
ASSESSOR SIGNATURE DATE

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HEALTH & SAFETY