Administrative services Assignment sample

Pages: 10 Words: 2578

Introduction

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Task 1

The training manual for administrative assistants is as follows with which the organization can easily clear its roles and responsibilities while satisfying the clients according to their needs.

Administrative Services	Skills required	Legal Requirements
The first important administration service that has been providing by the organization is financial management. It has been analyzed that the company is dealing with financial services to keep a healthy balance between profit and risk to the local businesses. The three key elements of this administrative service are related to financial planning, financial control, and financial decision-making.	Problem-solving, creativity, and analytical thinking skills are required for this administrative service.	The legal requirements for this service include that the company has been legally registered in the country while providing the services to local businesses.
The other administrative service that has been providing by the organizations is related to marketing management which includes company analysis, competitor analysis, collaborator analysis, and customer analysis (Antun 2021).	Many skills are required for this administrative service which includes leadership skills, people skills, communication skills, negotiation skills, creative skills, and so on.	They have a licensed logo and name of the company which cannot be used by the other companies.
Human resource management is the other administrative service that is provided by the company. For this department, the organization is focusing on the management of the employees and recruitment which include safety & wellness, hiring, benefits, and other aspects of employee administration.	Communication skills, administrative expert, recruitment & selection, HRIS knowledge, coaching skills are required for this administrative service.	The Maternity benefit act, 1961, The factories act, 1948, Sexual harassment act, 2013, and the employee provident fund act, 1947
Strategic management administrative services have also been providing by an organization which helps them with the formulation of organization goals and taking the external factors into account such as technology, regulation, and competition.	Organizational skills, negotiation skills, willingness to work, and ability to think strategically, and so on.	Have the legal notice to check the company's strategic management process for providing better guidance to them.

Task 2

The letter which includes the explanation about how to maintain the records of customers accurately is as follows:

Hello,

This letter is to inform the administrative service company who has providing all types of administrative services to help the local businesses in their operations or all types of works to gain a competitive advantage in the market (Papanthymoy and Darra, 2018). This letter is to inform you that there are many different types of filling systems that can be used by them to record the customer's data by a plumber. I have found that you have recorded all the information in a diary which has been lost due to the piles of paper spread in the room. It has been analyzed that there are different types of filling systems with which the plumber can maintain the records of customers easily which include filling by subject/category, filling in Alphabetical order, Filing by places and geographical order, filing by dates/chronological order. It has been identified that filing means keeping the documents safe place and being able to find them easily whenever needed. As an administrative assistant, it will recommend that the plumber should maintain the records online by filling them with the sub-category. The plumber has to keep the records according to the geographical order and alphabetical order which will help him to find out the details of customers whenever the plumber wants. It has been identified it is important for all people to keep accurate records of the customers because it will enable them to get things easily (Ernayati, Samahuddin and Suryadi, 2021). While keeping the records accurately, local businesses like plumbers will be able to find out the details easily without having any confusion. Without proper records, it can be difficult for an organization to monitor its performance at the end of the financial year. Keeping good records of the customers allows the organization to have all the necessary business information. It has been identified that keeping records of all the transactions and customers' information will help the plumber next time to get access easily even which the piles of papers spread in the room.

Task 3

The plumber has agreed to set up the filing system for maintaining the records of customers through an electronic filing system. For the setting of the filing system, the administrative assistant has been gaining knowledge about the requirements of a plumber. It has been identified that the filing system is a type of system with which the organization can maintain and record important information in the office. In this case, the filing system is needed by a plumber to maintain the records of customers that can be accessed easily by them. It has been identified that the important documents must be filed in the first place because it is not important that all the files are important for the plumber. The second procedure for filing the system is related to the preparation of main documents that should be read by the plumber and ascertain its classification (Zadoia et al, 2021) After the coding and cross-referencing, it has been identified that the administrative assistant asks for sorting and filing the files and remove the unnecessary folders. Follow up slip is required by the plumber for instance orders, bills, and payments. With the help of this step, an extra copy of the bills has been made by the plumber. This is how the administrative assistant set up the filing system for a plumber to maintain the record effectively which can be accessed easily by them. The basic filing system aspects that can be used by the plumber are conditioning, releasing, Index and coding, sorting, storing, and filing. All the files and folders that have been made by the administrative assistant are to be stored on a memory stick.

Task 4

The stock control system is also known as an inventory control system. This system is used to show how much stock have at the plumber at one time and how he can track it to minimize the problem of being out of stock. It has been identified that this stock control system has been applied in all the products or services from raw materials to finished goods. As an administrative assistant, the plumber will update the stock control system in the computer system that will update him after a certain amount of stock (Contreras-Castañeda et al., 2019). It has been analyzed that the objective of the stock control system is to make sure that the plumber has always enough stock for the customers while spending a limited amount on buying and strong in stock. The stock control system work while keeping the tack on it manually. With the help of the stock handling procedure, the administrative assistant will help the plumber to update all the information as per the stock. The procedure of stock control system for maintains the stock by a plumber is as follows:

The first step that has to be monitored by the plumber is related to receiving stock. At the first stage, the plumber has been receiving the stock. The stock is depending on the size and nature of the business. It has been identified that the plumber has no large business so he has the small room to stock the goods according to the needs and wants of the customers. The plumber must order the stock while seeing the past months' records of the customers.
The second step is related to checking merchandise. It has been analyzed that there are four methods of checking merchandise which include blind check, direct check, spot check, and quality check. The merchandise directly checks the stock with the purchase order or invoice order. With the help of the quality check method, the administrative assistant will help the plumber to know about the characteristics of the received goods. If in case goods are damaged, then a damage report will be prepared by the owner of the small business (Trashlieva and Radeva, 2018).
The next step of stock handling process with which the plumber can easily mark the goods with the required information. This will help him to easily access the stock from the godown.
In the last stage, it has been analyzed that plumber will deliver the goods at a safe place to the customers or in the storage.

With the help of this procedure, the plumber can control the stock while keeping track of the stock. All this process has been done in the computer system to check the records of the stock.

Task 5

An Agenda

Meeting time:

Meeting Place:

The topic of the meeting: Budget discussion for the event

The objective of the meeting: The objective of this meeting is to solve the problem of the local estate agent while discussing with all the branch managers.

Timing	Topic	Description	Responsible person
9:30 to 10:30	The setting of the budget	At this time the national sales director first set the budget for the event which will be organized with the 35 branch managers of a town (Bakhareva 2021).	Meeting head
10:30 to 11:30	Briefing about the company's policies and procedures.	The national sales director will brief about the policies and procedures of the company through which they have to work accordingly.	Meeting head

A template for taking minutes

Meeting title: Budget discussion for the event
Date:		Meeting time:		Meeting Location:
Type of Meeting:		Formal Meeting
Facilitator:		National Sales Director
Notes taker:		Assistant of Meeting head
Attendees		30
Time Keeper		Meeting head
Agenda Topic 1: Budget discussion for the event
Time: 9:30 to 10:30	Speaker		National Sales Director
Discussion	It has been discussed in the meeting that the budget of the meeting could not be so much high as per the estate agent. So they have fixed Euro 500. It has been identified that this budget will be enough for organizing an event for all the branch managers to solve the problem (Nguyen 2019).
Agenda Topic 2: Briefing about the policies and procedures of the company
Time: 10:30 to 11:30	Speaker		National Sales Director
Discussion	The national sales director has a briefing about the policies and procedures of the company to make them understand the problems facing by the estate agent.

It has been identified that the estate agent has been reviewed the policies and procedures to make sure the problem that is facing him will be eliminated by doing the practical analysis. With the help of procedures of setting up meetings or events given in Appendix 1, the estate agent will confirm all the things.

Task: 6

It has been identified that effective communication is important for managers in the organization because it removes the chance of miscommunication between the clients and managers. From the given case, it has been analyzed that the local estate agent has been facing the problem of communication because the communication has been done through emails and some clients are not checking and responding on time. So there is a lack of communication (Soare et al, 2017). To remove this problem, the local estate agent has to set the goals and expectations on which the client will be worked upon. He must clarify all the problems that have been facing them in between the working. It has been analyzed that the local estate agent has to schedule regular meetings for monitoring the performance of all the clients while satisfying them. The local estate agent has to provide clear information to all the clients while delegating clear roles and responsibilities to them.

It has been identified that for the provision of administrative service, different communication methods will be used by the legal estate agent who includes oral, written, and face-to-face communication. Face-to-face communication is the best method for priding the administrative services and if the clients are not physically present then will be done by video calling.