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Summary of OA topics for csec-revision (2)

The document outlines key concepts in office administration, including the definition and functions of an office, types of office layouts, and essential communication channels. It also covers recruitment processes, records management systems, and the organization of meetings, detailing roles, required documents, and characteristics of effective systems. Overall, it serves as a comprehensive guide for understanding office operations and management.

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Sian K Ravello
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213 views

Summary of OA topics for csec-revision (2)

The document outlines key concepts in office administration, including the definition and functions of an office, types of office layouts, and essential communication channels. It also covers recruitment processes, records management systems, and the organization of meetings, detailing roles, required documents, and characteristics of effective systems. Overall, it serves as a comprehensive guide for understanding office operations and management.

Uploaded by

Sian K Ravello
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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SUMMARY REVISION FOR OFFICE ADMINISTRATION

I. OFFICE

What is an office?
A portion of the company where they conduct business relating to the nature of the
company.

Roles and Functions


 Productivity – this involves dealing with orders, purchases, sales and
preparing documents.
 Distribution and Exchange of Goods and Services – this involves preparing
documents and transport arrangements for goods.

What is meant by nature of a business?


This is what the business itself does in order to make money or in order for the
business to run.

Types of Office Layout


 Traditional – (enclosed, cellular) this is a singular office.
Advantage: It can help noise reduction and allowing workers to
perform more effectively.
Disadvantage: it may be difficult to get in contact with other people
in the office

 Open plan – (Modular) this is a large office space sectioned off for workers.
Advantage: easy to communicate with other workers.
Disadvantage: because of many people working together in
one space, it may be hard to focus/get personal privacy.

 Virtual – this is an online space of conducting work


Advantage: less chance of dispute between workers
Disadvantage: difficulty with internet issues

Attributes of Clerk in Office Skills


Punctuality Time management
Positive work ethics Problem solving
Integrity computer literacy
SUMMARY REVISION FOR OFFICE ADMINISTRATION

II. COMMUNICATION

What is communication?
This is when a message has been sent from a sender to a receiver and has been
understood by the receiver.

What does channels of communication mean?


This is the way in which communication can be done and sent to the receiver.

Channels of communication

Oral – this involves communication through interviews, television, telephone,


radio.

Electronic – this involves communication through the internet via email, tele –
conferencing, social media.

Written – this involves communication through letter, memorandums, agendas,


reports.

Visual – this involves communication through picture, charts, body language,


signals.

Factors to consider when choosing communication channel

Cost – which is the cheapest and best way to send your message.
Genre – what channel of communication are you going to use.

Telephone Techniques

Telephone etiquette
Receiving and delivering messages
Record System
SUMMARY REVISION FOR OFFICE ADMINISTRATION

III. REQURITMENT AND ORIENTATION

Sources of Information About Job Opportunities


 Newspaper – some jobs that are looking for workers can advertise their
vacancy on the newspaper
 Internet – some businesses have online business pages where they may also
advertise job information

Factors to Consider When Seeking Employment


 Qualifications – do you have the necessary skills and knowledge required
for the business.
 Personal taste – do you like the job
 Location – is the business located somewhere easy for you to access.

Documents required for when applying for a Job


 Resume – this is a document that gives information about the applicant. Ex
name, D.O.B, education, school, skills work experience.
 Cover letter – this is a letter requesting the job positon.
 Portfolio – this is a folder consisting of literary work

Factors to consider when applying for job interview


 Selection of attire – dressing appropriate
 Type of questions that may be asked – the interviewee may ask a question
pertaining to why they should hire you in their organisation.

Follow – up letters involved


 Non – acceptance of job
 Letter of acceptance for job
 No reply received from application

Type of letters involved


 Application for leave: this form of letter is written my employees
who requesting to leave the job for some days/weeks.
 Resignation from job: this is a letter for permeant leave from the
job.
SUMMARY REVISION FOR OFFICE ADMINISTRATION

IV. RECORDS AND INFORMATIONG MANAGEMENT SYSTEM

Characteristics of Information Management System


 Data input – entering data into the system
 Data storage – storing/holding the information in the system
 Retrieval of information – being able to find information.

Characteristics of an effective records management system


 Accessing protocols – not allowing every and anyone access information
 Accountability- being responsible for records

Duties of record management clerk


Prepare documents – organizing documents
Managing record – maintaining folders/keeping records up to date

Classification of records management


 Alphabetical – where docs are stored according to the first letter of their
name
 Geographical –

Methods and Procedures for dealing with inactive files


 Retention periods – outline how long the doc
 Disposal of files – outdated files (dead files) is usually destroyed by
stredding.
SUMMARY REVISION FOR OFFICE ADMINISTRATION

V. MEETINGS

Terms associating with business meetings


 Ad hoc – may be set up at short notice to resolve a particular issue
 Verbatim – noting word for word what is being spoken
 Quorum – the minimum number of people that can be in attendance for the
meeting to begin.
 Casting vote – where an item under discussion at is meeting is subject to a
vote.

Prepare documents associated with meetings


 Notice – a document which contains the date, time, place and person holding
the meeting
 Agenda – a list of items to be discussed at a meeting .
 Minute – taking note of what is discussed at the meeting

Roles of people associated with meetings


 Secetary – take minutes, prepare in advance for mtg., type agenda.
 Treasurer – person who deals with financial statements, financial matters
and collects money.
 Ex – officio – a person who is not a member of a particular committee but is
in the meeting for a specific reason/ contribution.

Types of meetings

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