Principles of Administration NCFE L3 Diploma: Complete Solution

This document presents a complete solution to a workbook on the Principles of Administration, designed for the NCFE Level 3 Diploma in Business Administration. It covers key areas such as managing office facilities and legal requirements, describing typical office services, establishing office management procedures, managing office resources, and monitoring workflows. The solution also addresses health and safety in the workplace, including legal obligations and individual responsibilities, along with accident and emergency procedures. Furthermore, it delves into taking accurate meeting minutes, understanding legal implications, and gaining approval for bespoke documents. The document also explores chairing, leading, and managing meetings effectively, covering different meeting types, roles, and facilitation techniques. Finally, it touches on the supervision of an administration team, including explaining information requirements of a meeting before, during and after a meeting.

Principles of Administration
Title: Principles of Administration
Learner Name: …………………………………………………………
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Principles of Administration
NCFE Diploma in Business Administration (QCF - L3)
Principles of Administration (Workbook)
Learner
Name
ID Number
Assessor
I confirm that all the knowledge evidence presented is my own work, and that all the
competence evidence presented is representative of my current performance and is
valid, reliable sufficient and authentic.
Signature Date
LO AC Tasks Completed
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1.1 Task 1.1
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1.6 Task 1.6
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5.1 Task 5.1
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1. Managing an Office Facility
1.1. Explain the legal requirements relating to the management of office facilities
In any business organization the management plays one of the effective roles. Every
organization is bound to follow some legal acts in order to maintain a good business
environment as well as the work culture. By following proper legal acts, the business
organisations can easily maintain the productivity level.
Few effective acts are mentioned below:
Equality Act 2010- It is an act introduced to legally protect employees from any
discrimination done at the workplace (Cowley, 2015).
Working time Regulations 1998- The regulation is applicable for all the organizations.
The management must ensure that every employee should work only for 48hours a
week and it is mandatory to provide 4 weeks of paid annual leave per year (Emir,
2016).
Employment relation Act 2004- This act states that employees must be protected against
inducements offered by the employer (Atkin and Brooks, 2014).
1.2. Describe the typical services provided by an office facility
Every business organisation mainly follows proper management of maintaining
client records, different room and appointment making for foreign delegate, account
management, research in order to improve the business strategies, invoicing process
and many other services which makes an organization gain an advantageous
position with respect to the competitors (Peltier, 2016).
1.3. Explain how to establish office management procedures
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Principles of Administration
In order to establish office management every business organization needs to use proper
resources and different risk management assessments for maintaining a better environment
within the organization. There should be good facilities such as 24*7 first aid facilities, fire
extinguishers in every floor of the office and good network related to constant monitoring
of the employees both within the organization as well as the workers working in the
factories (Wallis, et al., 2015).
1.4. Explain how to manage office resources
Office resources can be managed by using proper equipment which can be used efficiently
to reduce the amount of expenditure on electricity, energy of the employees, etc.
Scheduling of regular maintenance for different equipment of the organization can ensure
more effective work output and the equipment’s can be long lasting (McNeil, et al., 2015).
1.5. Explain techniques to monitor and manage work flows
In most of the cases, it has been observed that most of business organisation uses different
techniques in order to monitor and manage the work flow such as setting of guidelines for
the future goals and objectives of the organization, maintaining of progress report to
analysis the market trends and the road map of the organization. By managing the work
flow, the any business organisation can easily fulfil its business goals and objectives.
Conducting several team meetings to analyse the work process of the organization helps in
assessing the right and wrong approach taken by the organization in a particular work
(Reese, 2015).
1.6. Explain typical support and welfare facilities for office workers
The business organisation is highly responsible to provide every kind of support to the
employees. Typical support and welfare facilities for the office workers include:
 Occupational health support like counselling helps the employees in getting
motivation when at times they feel demotivated due to several reasons.
 Financial assistance helps the employees to feel protected regarding the financial
issues of their individual life.
 Reasonable working temperature must be provided to the employees such as air
conditioners must be installed during the summer seasons to give the employees a
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pleasant environment to work in.
2. Health and Safety in a Business Environment
2.1. Explain the legal obligations of the employer for health and safety in the
workplace
Every employer must ensure that they provide proper health and safety in the workplace
which includes legal acts such as:
 Health and safety at work Act 1974- It ensures that every organization must provide
proper health and safety measures for the workers at the work place (Rabadán,
2016).
 Health and Safety Regulations 1981(first aid)- This act states that every organization
must provide first aid to every worker who meet accident while working for the
organization (Kingston, et al., 2017).
2.2. Explain an individual’s responsibilities for health and safety in the workplace
As an employee there are several responsibilities that one should incorporate while working
in an organization such as:
 To take reasonable care of individual health and safety.
 Must wear necessary clothes if operating machinery.
 Must wear a scarf or cap if having long hair as it could get caught in the
machinery.
 To take reasonable care not to put fellow employees and members at risk by
individual work output.
 To co-operate with the employer and make sure of getting proper training and
understanding regarding the organization's health and safety policies.
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2.3. Describe accident and emergency procedures
Health and safety regulations must offer sufficient first aid personnel; equipment and
facilities that help to maintain a proper environment within the organization. Such as-
 First aid boxes must be available at various work places.
 Tie-up with recognized hospitals within the locality.
 Proper access to ambulance.
 Proper setup of fire alarm in each floor of the office.
 Developing of an emergency plan.
3. Taking Minutes of Meetings
3.1. Explain the purpose of meeting minutes
Meeting minutes or the minutes of meetings refers to the record of meetings where people
has to be reminded of several actions that they have collectively agreed to take on some legal
implications which needs to be accurate and must bring out the summary along with the main
objectives from the meeting (Moretti, et al., 2014).
3.2. Explain the legal implications of meeting minutes
Organisational requirements will provide that minutes which are taken at formal meetings,
where some meetings will be highly important for the legal requirements where the Freedom
of Information Act 2000 or Companies Act plays a vital role (Barratt, et al., 2017).
The Freedom of Information Act 2000 is applicable for:
Government
Houses of the parliament
Different schools and colleges, and
Local bodies having several authorities
3.3. Explain the importance of accuracy in minute taking
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Maintaining accuracy in minute taking ensures proper analysis of data and information that
has been collected from different individuals at the meeting. It also helps to demonstrate the
facts which tend to deteriorate the output of the organization and further work on those issues
to improve the situation.
3.4. Describe what should and should not be included in different types of meeting
minutes
The different types of meeting minutes include:
 Resolution minutes- It refers to those record decisions where not much detail
about the discussion surrounds the decision.
 Narrative minutes- It refers the summary of the key points of the discussion and
the decisions that has been taken.
 Action minutes- It refers to the brief report of the proceedings and the name of the
delegates associated to understand the action.
 Verbatim minutes- It refers to the recording of the discussion in the form of audio
equipment as it will be otherwise impossible to record every word that has been
said.
3.5. Explain how to gain approval of bespoke documents
A document that is made individually to serve a particular requirement or purpose within the
existing business is known as bespoke document. Corporate, resources available and the
audience need to be taken into consideration for gaining approval of the bespoke documents.
Gaining of approval also depends upon discussing the documents where it needs to be
relevant and appropriate for the task. The steps are:
 Initial proposal
 Drafting the document
 Edited version of the document
 Changes that has been placed in the document
 Final version of the ready document
3.6. Describe how to take notes during meetings
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For taking good notes during the meetings, it is essential to include only the relevant
comments. Seating plan of the meeting must be excluded. Record must be there of the
individuals who arrive late for the meeting. Good ideas should be always recorded for better
analysis in future.
4. Chair, Lead and Manage Meetings
4.1. Explain the features and purpose of different types of formal and informal
meeting
Every business organisations conducts different kinds of meeting in order to manage an d
control the business activities and performances.
Formal meeting: Formal meeting is the pre-planned gathering or accumulation of more than
one people, specifically for the purpose of attaining a common goal in official or related
purpose. This is always done through the verbal interaction. Formal meeting is guided by a
chairperson (Williams et al. 2014)
Purpose: The main purpose of formal meeting is to converse about several predetermined
topics for promoting accountability and transparency in some companies.
Informal meeting: Informal meetings are not heavily regulated and planned just like the
formal ones.
Purpose: The main purpose of this meeting is to consider various issues in informal manner.
All the participants get more flexibility and spontaneity while speaking their mind.
4.2. Explain the role and responsibilities of the chair
The principle authority of the chairperson is to ensure the management committee works
properly. According to O’Donoghue et al. 2014 the main roles and responsibilities are to
check whether all the external organisational representations are done well or not. These are
included in the following,
 To provide the leadership
 Organisational management is managed properly or not
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 To provide proper supervision and support to the senior team or officer
 Represent the company as its figurehead
4.3. Explain the role of others in a meeting
The main role of the participants is to achieve the goals and all urgent needs of the
companies they work at. They must be present at the meeting to take the created suggestions
from facilitators (Hoffmann et al. 2014)
All the individual members share their ideas among themselves to cope with several
organisational issues, thereby take joint decision for the betterment of their company.
4.4. Explain techniques to facilitate a meeting
Different techniques to facilitate the meeting in an organisation are listed in the following,
 Initiate the meeting with rapid check-in
 Practice energetic listening
 Assign different meeting roles (Mueller et al. 2014)
 Review genuine agenda items and desired outcomes as well
 Encourage and maintain active participation
 Take break and simultaneously re-energize
 Providing closure
4.5. Explain the information requirements of a meeting before, during and after a
meeting
When it considers the ‘before’, in a business meeting, it involves the good preparation of
high-quality speech demands. According to Leon et al. 2014, all the different purposes and
objectives should be well known.
During meeting, various tools of speaker’s trade including openings, closings and transitions
should be used. Formalities must be maintained.
Post-meeting requirements include commitments of the people, future actions of the group
that has been taken, and summarise the conclusions.
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5. Supervision of an Administration Team
5.1. Explain the use of targets and budgets to manage workloads
Budget and timescales should always be projected in order to manage the overall workloads
in a company. While working with a project of a client, extra equipment, materials, software,
plug-in and other several important things should be purchased. So, budget managing should
always remain as a top priority. Targets play another vital role here to organise the
workloads.
5.2. Explain how to allocate work to individual team members
According to Leins et al. 2014 there are certain keys by which work allocation within the
team can be easily understood. It depends on,
 Availability
 Skill sets
 Top priority
 Interest
 Development
After considering all these above mentioned things, work distribution within the whole team
can be easily allocated
5.3. Explain different quality management techniques to manage the performance of
an administrative team
Different performance management techniques are listed in the following,
 Monitor the performance of the staffs (Mueller, 2014)
 Highly prepared for the meeting of performance review
 Hold the motivational meeting of performance review
 Use all the consequences and results
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 Discussions of performance improvement
 Provide clear and non-judgemental languages to explain the performance feedback
5.4. Explain the techniques used to identify the need for improvements in team
outputs and standards
There are some quality improvements techniques that include,
 Process capability
 Lot sampling
 Control charts
 Value analysis
Six sigma and Total Quality management techniques are equality important to evaluate the
standards and outputs.
6. Organising Events
6.1. Explain the characteristics, requirements and purposes of different types of
events
There are several characteristics of a successful event. As per O’Donoghue et al. 2014,
volunteer involvement, correct resources, keeps the right plan, rapid follow-through, active
post-even analysis, and solid objectives are involved.
The major needs include,
 Display and store all information
 Share all these with many other calendars
The main purpose includes systematic examination of average impacts of events as corporate
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