Essay: Running an administrative facility – management, arranging meetings & supervising work

This unit is about the day to day running of an administrative facility from managing the facility, arranging meetings & supervising work.
1.1 Explain the legal requirements relating to the management of an office facility.
a. Health & Safety – Provide some examples of some statutory duties and responsibilities of staff & the employer.
1. Co-operate with the employer, making sure they get proper training and they understand and follow the company\’s health and safety policies.
2. Not to interfere with or misuse anything that’s been provided for your health, safety or welfare.
3. To take reasonable care of your own health and safety
b. Electricity at work act 1989 – look into this, what does it state? Electricity at Work Regulations 1989 is an act under the parliament of the United Kingdom established in 1989. This act was created to ensure the safety of plants to reduce risk of electrocution, fires or burns from live currents.
HSE states that the main hazards are:
• Faults which could cause fires
• Contact with live parts causing shock and burns
• Fire or explosion where source of ignition is electricity in a potentially flammable or explosive atmosphere
The regulations order that all transportable equipment must be reviewed regularly and tested to ensure that it is safe for use. This regulation covers items from computer systems and printers to kettles and televisions.
This is frequently referred to as portable appliance testing (PAT). There are three parts to the testing:
• visual inspection
• earth continuity test
• insulation test
The testing should be carried out frequently (usually every 12 months) and should be carried out by trained, authorised personnel.
The visual check looks at damage to the cable, damage to the plug, damage to the case, loose components and also that the environment the device is used in is suitable. The visual inspection also observes the plug for wiring or fuse difficulties such as an incorrect fuse or loose connections.
The earth continuity test checks for earth endurance between the plug and the appropriate parts of the device.
The insulation test checks the cable for weaknesses and hidden faults. In most workplaces you will see evidence of the testing through a small sticker placed on the device detailing, amongst other things, the date of inspection and details of who carried out the test.
c. Working time regulations 1998 – Look into this, what does it state?
Workers\’ Rights
The Regulations can be varied either by collective, workforce or individual agreements (dependent upon the Regulation concerned).
• Workers can agree individually or through a workplace agreement to exceed this limit, but an individual cannot be made to work more than the 48 hour average. The average is determined over a 17 week period.
• Night workers need not work more than an average of 8 hours in 24. This is based on an average over 17 weeks.
\’Night work\’ means working a number of hours between midnight and 5am as a regular course. Night workers have a right to receive free health assessments. Where a Registered Medical Practitioner has advised an employer that a worker is suffering from health problems, which are connected with working nights, and it is possible for the employer to transfer the worker to day work then the employer is under a duty to transfer the worker.
• Workers are entitled to 11 hours\’ consecutive rest in each 24 hours within which they are in employment.
• Workers are entitled to one period of 24 hours of uninterrupted rest in any period of 7 days or 48 hours in 14 days.
• A worker is entitled to 20 minutes unpaid break from work after 6 hours employment.
d. In relations to specific responsibility to comply with Health & Safety state two roles which may be delegated to an individual.
1.
2.
e. To minimise and reduce the likelihood of accidents occurring when there is a ‘risk’ what can be carried out and documented to help minimised, reduce or eliminate such risk?
Risk assessment. The purpose of this is to ensure the safety of employees whilst at work and, the protection of the public wherever they are.
1.2 Describe the typical services provided by an office facility. (List 5 things you may do as routine in an office),
Services offered by an office facility are agreed organisational procedures that support management. These include:
1. Receive & send Emails
2. Answering and transferring phone calls
3. File paper work
4. Organise meetings and events
5. Order new stock
1.3 Explain how to establish office Management procedures. Within an office there are several functions and aspects which will need to be managed. Explain in relation to the below and what will need to be considered in terms of staff responsibility and organisation.
It is vital to have set measures in an organisation in view of absence etc. Procedures are needed for tasks that are compound, lengthy, have serious penalties if not completed correctly or have to follow strict guidelines. An office manager has the accountability of making sure all staff have clear job descriptions and that these are updated whenever a system or process changes, or when new tasks are introduced. They also need to ensure their staff are well trained, and can carry out the tasks required of them. All data and records kept within an office needs to be extremely accurate and kept up to date at all times. Records should be updated regularly if possible. Any files kept on employees, and information about payroll, discipline and grievance also need to be kept up to date, as these not only affect pay but can also be used as evidence in the case of an unfair dismissal.
When creating a process for a task or responsibility, it is imperative to make sure it is clear, concise and to the point. Employees don’t want to spend time reading documents, but still need to be entirely informed. Managers need to ensure there is a suitable amount of detail and enough information for employees to carry out the task. Information should first be gathered on the topic to ensure employees are not educated wrongly, and that there is a strong understanding of what is expected.
1.4 Explain how to manage office resources. Think about delegation of tasks, when these are done and how this is managed / monitored, rotas, and staffing plans.
Resources – Managing resources is the course of making sure resources are used in the most effective way. Office resources include materials, staff, information and equipment. Managing resources covers making sure a business has enough physical assets, but not too many, and making sure workers are given tasks/duties which will keep them occupied throughout the day. Using resources proficiently helps cut costs to the business, as well as reducing energy costs. Welfares from managing resources efficiently include; longer working life for equipment, greater flexibility when using laptops instead of computers as well as less energy being consumed, and reduced need for mechanical ventilation as energy-efficient equipment runs at a lower temperature in standby mode, therefore creating lower carbon emissions with less impact on the environment. Managing resources also protects the environment in other ways, for example, using less paper not only saves forests, but saves water and electricity, reduces landfill and greenhouse pollution, and saves money. Resources to consider within an office are; space needed for computers, equipment etc., closeness to useful resources and locality of government facilities for the business, office furnishings and general office supplies/stationery. Employers can implement steps to aid managing office resources. These steps cost nothing or very little, but are extremely useful and can save a significant amount of energy and money. Ways to help include; making sure all computers, laptops and interactive whiteboards are switched when they are not in use (especially at the end of the day), similarly with printers, copiers, and any other equipment that does not need to be kept on.
1.5 Explain techniques to monitor & manage workflow.
Work flows are the processes in which tasks are completed, most processes include many steps, exchanging and passing on information, and interactions between different people in different departments. Workflow management is important as organisations need to be able to understand and determine what tasks need to be executed, what order they need to be completed in, who’s involved, what systems are being used and if the rules are being followed. Organisations need to adjust quickly when it comes to optimising operations in order to figure out new ways to raise productivity and lower costs. As technology has advanced, it is now a lot easier for work processes to be carried out, as information can be transferred directly to its intended receiver eg via email rather than through the post. The main advantage of successful workflow management is improved efficiency within the organisation. Workflow management also helps with tracking the performance of employees, as it enables employers to find out where the process was interrupted and gives them the opportunity to standardise working methods and ensuring all employees are working at the same level.
In order to monitor work flows, there are a number of techniques employers can implement, these include; team meetings, these give everyone working in the same department the chance to discuss how they manage their work and any problems they have encountered, observations by the employer/line manager, reporting progress regularly, monitoring any errors that may have occurred and checking any records/logs of data that may have been made. In my workplace, there are annual reviews for support staff. These reviews give staff the opportunity to discuss how they have been getting on with their work within the past year, and they allow the manager to make any changes to the work delegated if necessary.
Explain typical support and welfare facilities for office workers. Our offices have become more and more worker friendly to the point some now provide recreational areas for break times. Think back to basic requirements first and list welfare and also ‘support’ facilities available to workers.
All workplaces should offer suitable support facilities for its employees. This support may consist of advice and guidance to anyone affected by a personal or work-related problem, by helping them reach an optimistic solution. Support could also include giving information on matters surrounding healthy lifestyles, addiction, drug dependence, retirement, redundancy and bereavement. In my workplace, all concerns should first be reported to the line manager/head of department who will try to offer guidance for their employees.
An example of support comes below the Stress Policy. This policy outlines stress as “a natural human reaction to excessive pressure” and that employees “should be reassured that there are procedures in place to help […] resolve workplace stresses”. Any problems with stress should be discussed with the appropriate line manager who will be able to help with emotional provision or give practical help, such as urgent leave. The policy also states numerous methods to decrease stress, some of these include; adopting a regular sleeping pattern, creating a balance between work and recreation, and communicating more with friends, colleagues, managers and family members. As well as this, there are also many sources of help outlined in the policy. Externally, organisations such as the Department of Health and Social Security (DHSS) and the NHS provide advice and practical help for not only stress-related problems, but general health and domestic issues within the workplace.
It is a legal requirement to ensure there are appropriate welfare facilities provided for employees. These facilities must include; a toilet, somewhere to wash, rest and change if required (with an adequate supply of paper towels, toilet paper, and soap etc.) and a suitable seating area to eat and drink during breaks, where food will not get contaminated. The amount of toilets available should be reflective of the amount of workers within the business, for example, 1-5 workers means there should be at least 1 toilet, whereas 76-100 workers means there should be at least 5 toilets. The law also requires employers to provide clean drinking water which can be easily accessed by all staff. These facilities need to be kept clean and in good condition at all times. These responsibilities belong to the employer who should be inspecting the facilities regularly.
There are also necessities concerning the health and safety of employees, which include; making sure there is a good airing system with windows that can be opened and cleaned safely, a sensible working temperature, appropriate lighting and a tidy workplace. The manager must also make sure the grounds and any work equipment are correctly maintained, as well as making sure the floors and walking areas are free from obstacles and hazards such as loose wires.
2.1 Explain the legal obligations of the employer for Health & Safety in the workplace. (Covered in: see 1.1)
Legislation: This requires employers to meet the obligations of the health and safety legislation. This includes factors such as maintaining safe equipment, safe us, handling, storage and transport of articles and substances (COSHH legislation). This also requires employers to carry out regular risk assessments and ensure that there is always somebody in the workplace that knows how to carry out first aid and that there’s a first aid kit accessible at all times.
Legal processes, documents and notices: health and safety policy document (including management of health and safety, responsibility of individuals and commitment to health and safety) must be provided to all employees and accessible at all times. You should display a health and safety law poster and comply with external health and safety Inspections i.e. Fire Services and the Health and Safety Executive.
Health and safety information: Employees should be shown how to identify and assess/respond to risks. Full training should be provided in the following; assessing risks, using specific equipment and materials, keeping self and others safe. Adequate protective clothing should also be provided for those who work in a dangerous environment. For example, if somebody is working on ladders or somewhere high up, they will need a hard hat to ensure they don’t receive any damage to their head if they fall off or something falls onto them.
Maintain a safe workplace: As an employer you need to conduct regular risk assessments and address any risks that are identified. You need to ensure that there is safe access to emergency exits. For example, in the event of a fire, if the door is blocked by objects such as boxes then it will take time to clear it and by then somebody could be hurt. Safe use of equipment in the workplace and regular testing of electrical equipment should be carried out to ensure that there are no malfunctions that could cause an injury. A regular computer risk assessment should also be carried out. This should assess the position of the monitor, the height of the chair, position of the arms, etc. This can tell you the jobs being done, the user’s posture, the need for rest breaks and the general office environment. There should be regular fire drills in order to ensure that all staff know how to comply with the procedures. Fire extinguishers also need to be tested regularly to ensure they are in good, working condition for the event of a fire.
2.2 Explain an individuals’ responsibilities in relation to Health & Safety in the workplace. – We are all responsible for health & safety, list 3 things that are in your control as an employee and are also your responsibility.
1. Comply with company health and safety procedures. Take reasonable care of own health and safety and always be alert to effect of yourself on others. You must follow manufacturers’ instruction manuals and wear protective clothing when necessary. You need to comply with procedures when accidents occur, maintain personal hygiene and behave in a safe manner. Equipment and materials should be stored without causing a hazard to yourself or others.
2. Health and safety officer. Must ensure a health and safety policy review is put in place, must carry out regular risk assessments and report to employer on hazards, dangerous occurrences and general matters affecting groups of employees.
3. Co-operate with your employer. You must at all times comply with the health procedures and attend all training sessions on the correct use of equipment. Report all hazards and accidents in the accident book. Take part in fire drills and have regular eye checks to ensure you’re suitable to be doing the job you’re doing.
2.3 Describe accident and emergency procedure. – Write what you would need to do if the following events were to happen.
1. Fire alarm – On hearing a fire alarm, all staff/visitors must immediately leave the building through the closest exit. All people from the building should then meet at the fire assembly point. Any missing persons should be reported to the Fire Safety Manager/Fire Marshal for communicating to the fire service on arrival.
2. Someone slips and is unconscious on the floor – If witnessing an unconscious person you need to identify whether they are unconscious and breathing or unconscious and not breathing. The safest thing to do is get professional help as soon as possible.
Unconscious and breathing –
While waiting for help to arrive, you should follow the primary DRAB survey steps – Danger, Response, Airway, and Breathing.
Danger – Check that neither you nor the unconscious person are in any danger. If necessary make the area safe and then assess them.
Response – if you are alone, shout for help – see if the person responds. Or shout things to them such as ‘Can you hear me?’ and gently shake their shoulders. If the person who fell was an infant you would need to tap or flick the sole of their foot to try to elicit a response – never shake an infant.
Airway – If they respond, they are breathing but check for severe bleeding and other injuries. You may need to help them to breathe by opening their airway by placing one hand on the forehead and, using two fingers, lifting the chin.
Breathing – If the person does not respond, you need to check if they are breathing. If they are – place them in the recovery position.
Unconscious and not breathing –
After completed the DRAB survey steps and have identified that the person is not breathing, you must give CPR.