OCR Level 1 Award in Administration (Business Professional) 500/6218/9 = 8 credits Learner Workbook
Unit F/502/4009
Title
Level
Working in Business and Administration
Credit
1
3
M/502/4006 Welcome Visitors
1
2
K/502/4005
1
3
Creating Business Documents
Proposed end date
Achieved (Tick)
I confirm that the above units have been completed by the learner to the required standard and the file is ready for IV and certification Tutor/Assessor Name: MICHELLE WALSH
Signature:
I confirm that I have completed this workbook and it is all my own work Learner Name:
Signature:
Centre: WATERSIDE Start Date: IV Name:
End Date: Signature:
Date: 1
Welcome to your course delivered by Accrington and Rossendale College The OCR Level 1 Award, Certificate and Diploma in Administration (Business Professional) are part of a suite of administration qualifications available at levels 1, 2, 3 and 4 of the Qualifications and Credit Framework (QCF). The aims of these qualifications are to give candidates the opportunity to: develop their knowledge and understanding of routine administrative practices. develop their skills to carry out a range of practical administrative tasks, to the standard required by business. This will give candidates the opportunity to: prepare for employment in administrative roles achieve a nationally recognised qualification valued by employers. Candidates achieving one of the qualifications can progress: to employment To achieve this qualification you will need to complete the three units with a total of 8 credits. You will be required to work through this workbook completing the tasks and activities set by your tutor. In addition to the taught sessions you will need to work independently or with others to carry out practical tasks and role-play scenarios. Your tutor will need to observe some activities that you take part in. There are varied tasks and activities that contribute to achieving the learning outcomes. During the sessions you will receive support and guidance for the following three units:
Working in Business and Administration Welcome Visitors Creating Business Documents
2
Tracking sheet Working in Business and Administration (F/502/4009 Level 1) 1. 2. 3. 4. 5.
Understand the role of an administrator within an office Be able to carry out routine administrative tasks Be able to present themselves positively Be able to organise their work effectively Know the importance of confidentiality of information
Criteria / Exercise 1.1 Describe different activities carried out by administrators
Assessment method
Evidence details
Portfolio reference
Workbook AE
Page 7
Workbook AE
Page 7
Workbook AE
Page 8
Workbook AE
Page 8, 9 & 11
Workbook AE
3.2 Adopt a positive manner in dealings with colleagues and/or customers
Observation
Workbook AE
4.1 Use simple tools to organise their time
Observation Written task
Workbook AE
Page 9, 11 & Pg 15 of WV unit Page 9 & Pg 15 of WV unit Page 8
4.2 Prioritise tasks in discussion with their supervisor or manager
Discussion Observation
Workbook AE
Page 8
5.1 State the reasons why it is important to keep some information confidential 5.2 Give examples of information that should be kept confidential
Discussion Written Task
Workbook AE
Page 10
Discussion Written Task Q&A
Workbook AE
Page 10
1.2 State how the work of an administrator helps a team achieve its goals 2.1 Follow instructions to complete routine administrative tasks 2.2 Use key equipment according to organisational procedures 3.1 Dress appropriately
See assessment feedback sheet for learner’s completion date = Pg 6
Discussion Written Task Visitor Discussion Written Task Visitor Practical Q&A Observation Discussion Practical Observation Observation
Completion date
The above evidence has been assessed against the standards and has been judged for validity, authenticity, currency, reliability and sufficiency. Learner Signature – see workbook. Assessor signature ………………………………………………………… Date …………………………………….. Internal Verifier
………………………………………………………… Date ……………………………………..
Tracking sheet 3
Welcome Visitors (M/502/4006 Level 1) 1. Be able to welcome visitors in a positive way 2. Know why it is important to an organisation that visitors are made welcome Criteria / Exercise
Assessment method
1.2 Follow organisational procedures for receiving visitors 1.3 Answer routine questions
1.4 Make visitors feel welcome during any period of waiting
Discussion Observation Visitor Discussion Observation Visitor Practical Q&A Observation Discussion Practical Observation Observation
Portfolio reference
Workbook AE
Page 14 & 15
Workbook AE
Page 14 & 15
Workbook AE
Page 14 & 15
Workbook AE
Page 14 & 15
Completion date See assessment feedback sheet for learner’s completion date = Pg 12
1.1 Welcome visitors and establish the purpose for their visit
Evidence details
1.5 Use appropriate tone and Workbook Page 14 & language, including body AE 15 language, when dealing with visitors 2.1 State how treating visitors Written task Workbook Page 15 politely and in a positive way AE benefits the organisation The above evidence has been assessed against the standards and has been judged for validity, authenticity, currency, reliability and sufficiency. Learner Signature – see workbook.
Assessor signature ………………………………………………………… Date …………………………………….. Internal Verifier
………………………………………………………… Date ……………………………………..
Tracking sheet 4
Creating business documents (K/502/4005 Level 1) 1. 2. 3.
Know that there are different types of business documents Know why it is important to use the right communication style in business documents Be able to produce routine business documents Criteria / Exercise
Assessment method
Evidence details
Portfolio reference
Discussion Written Task
Workbook AE
Page 18
1.2 State why templates are used for some business documents
Discussion Written Task
Workbook AE
Page 18
2.1 Give examples of when to use a formal or informal communication style
Discussion Written Task
Workbook AE
Page 19
2.2 State why some businesses adopt a ‘house style’ for certain documents
Discussion Written Task
Workbook AE
Page 19
3.1 Produce routine business documents using the appropriate communication style
Discussion Written Task Observation Observation
Workbook AE
Page 20
Workbook AE
Page 20
3.2 Check documents for accuracy
See assessment feedback sheet for learner’s completion date = Pg 16
1.1 Identify different types of business document and when they might be used
Completion date
The above evidence has been assessed against the standards and has been judged for validity, authenticity, currency, reliability and sufficiency. Learner Signature – see workbook. Assessor signature ………………………………………………………… Date …………………………………….. Internal Verifier
………………………………………………………… Date ……………………………………..
5
Working in Business and Administration
Assessment Feedback Learner name: Qualification:
OCR Level 1 Award in Administration (Business Professional) 6
Unit /module number & title:
F/502/4009
Assignment title:
Working in Business and Administration
Target learning aims
1,2,3,4,5
*NB: do not split learning aims
Issue Date:
Target criteria
Achieved
Not yet achieved Actual submission date:
Submission Date:
Criteria achieved Y/N
1.1 1.2
Y/N
2.1 2.2
Y/N
3.1 3.2
Y/N
4.1 4.2
Y/N
5.1 5.2
Y/N
Assessor’s Feedback You may give general comments about the overall performance and conduct of the learner during an assessment and advice on how to improve in the future You may give specific guidance on how the learner may improve evidence for resubmission and to improve the grade awarded
General comments Comment on the quality of the learner work, development of literacy and numeracy skills and the accuracy of spelling, grammar and punctuation
Assessor declaration
I certify that the evidence submitted for this assignment is the learner’s own. The learner has clearly referenced any sources used in the work. I understand that false declaration is a form of malpractice
Assessor’s name: (print)
Michelle Walsh
Assessor signature:
Date:
Working in Business and Administration Suggested evidence collection Learning outcome 1 Understand the role of an administrator within an office List 5 different activities carried out by administrators and describe each one (1.1) Activity
Description 7
1.
3.
5.
7.
9.
State how the work of an administrator helps a team achieve its goals (1.2) Write this in sentences please
Learning outcomes 2 and 4 Be able to carry out routine administrative tasks/Be able to organise their work effectively
8
Tutor Observation I confirm that
has;
Followed instructions to complete routine administrative tasks (2.1) Used key equipment according to organisational procedures (2.2) Used simple tools to organise their time (4.1) Prioritised tasks in discussion with their supervisor or manager (4.2) Tutor comments:
Learner Name
Learner Signature
Tutor Name
Tutor Signature
List at least 2 things that you could use to organise your time (4.1) 1. 2. 3.
Use equipment according to organisational procedures (2.2) Complete tasks 1, 2 & 3 and add the evidence to your file NB. A photo will be used for added evidence
9
After using selected administrative equipment, list below at least 3 of the things you did to follow organisational procedures (2.2) 1.
2.
3.
4.
Learning outcome 3 Be able to present themselves positively List at least 4 things you need to do in order to dress appropriately for a Business Administration role (3.1) Use this list to dress appropriately when you start the ‘Welcome Visitors’ unit (3.1) A photo will be used for added evidence (Pg 11) 1.
2.
3.
4.
5.
6.
List at least 3 skills and qualities you may have when dealing with colleagues and/or customers in a positive way. Describe why each one is important (3.2) Evidenced in Observation (Pg 15) Skills & Qualities
Why is this important?
1.
3.
5.
7.
Learning outcome 5 Know the importance of confidentiality of information 10
List at least 3 examples of information that should be kept confidential when working in Business Administration (5.2)
1.
2.
3.
4.
State the reasons why is it important to keep some information confidential (5.1) Write this is sentences please
Photographic evidence page AE – Use key equipment according to organisational procedures (2.2) 11
Annotation
AE – Dress appropriately (3.1)
Annotation
12
Welcome Visitors
13
Assessment Feedback Learner name: Qualification:
OCR Level 1 Award in Administration (Business Professional)
Unit /module number & title:
M/502/4006
Assignment title:
Welcome Visitors
Target learning aims
1,2
*NB: do not split learning aims
Issue Date:
Target criteria 1.1 1.2 1.3 1.4 1.5 2.1
Achieved
Actual submission date:
Submission Date:
Criteria achieved Y/N
Not yet achieved
Assessor’s Feedback You may give general comments about the overall performance and conduct of the learner during an assessment and advice on how to improve in the future You may give specific guidance on how the learner may improve evidence for resubmission and to improve the grade awarded
Y/N
Y/N General comments Comment on the quality of the learner work, development of literacy and numeracy skills and the accuracy of spelling, grammar and punctuation
Assessor declaration
I certify that the evidence submitted for this assignment is the learner’s own. The learner has clearly referenced any sources used in the work. I understand that false declaration is a form of malpractice
Assessor’s name: (print)
Michelle Walsh
Assessor signature:
Date:
Welcome Visitors Learning outcome 1 Be able to welcome visitors in a positive way Welcome visitors and establish the purpose for their visit (1.1) Follow organisational procedures for receiving visitors (1.2) Answer routine questions (1.3) 14
Make visitors feel welcome during any period of waiting (1.4) Use appropriate tone and language, including body language, when dealing with visitors (1.5) To evidence this unit you will be based at our reception desk
Complete the visitors log below to evidence learning outcome 1
Visitor’s Log Name of visitor: (1.1) Who is the visitor here to see? (1.1) Is that person free? (1.2)
Yes
No
(Circle one)
How will you let that person know they have a visitor? (1.2)
Where will the visitor wait? (1.2) How has the visitor signed in? (1.2) What questions were asked by the visitor and how did you answer them? (1.3) Question 1: Answer 1: Question 2: Answer 2: List 3 things that you did to make the visitor feel welcome (1.4) 1. 2. 3. List 3 things you did to demonstrate appropriate tone and language (1.5) 1. 2. 3.
15
Tutor’s Observation I have observed that
has;
Welcomed visitors and established the purpose for their visit (1.1) Followed organisational procedures for receiving visitors (1.2) Answered routine questions (1.3) Made visitors feel welcome during any period of waiting (1.4) Used appropriate tone and language, including body language, when dealing with visitors (1.5) Adopted a positive manner in dealings with colleagues and/or customers (Working in Business Administration 3.2) Dressed appropriately (Working in Business Administration 3.1) Observer comments:
Tutor Name: Michelle Walsh
Tutor Signature:
Learner Name:
Learner Signature:
Learning outcome 2 Know why it is important to an organisation that visitors are made welcome State how treating visitors politely and in a positive way will benefit an organisation (2.1)
Write this in sentences please
16
Creating Business Documents
17
Assessment Feedback Learner name: Qualification:
OCR Level 1 Award in Administration (Business Professional)
Unit /module number & title:
K/502/4005
Assignment title:
Creating Business Documents 1, 2, 3
Target learning aims *NB: do not split learning aims
Not yet Achieved
Achieved
Issue Date:
Target criteria
Submission Date:
Criteria achieved
Y/N
Actual submission date:
Assessor’s Feedback
You may give general comments about the overall performance and conduct of the learner during an assessment and advice on how to improve in the future You may give specific guidance on how the learner may improve evidence for resubmission and to improve the grade awarded
1.1 1.2 2.1 2.2 3.1 3.2 General comments Comment on the quality of the learner work, development of literacy and numeracy skills and the accuracy of spelling, grammar and punctuation
Assessor declaration Assessor’s name: (print)
I certify that the evidence submitted for this assignment is the learner’s own. The learner has clearly referenced any sources used in the work. I understand that false declaration is a form of malpractice
Michelle Walsh
Assessor signature:
Date:
Learner comments
Learner signature:
Date:
18
Creating Business Documents Learning Outcome 1 – Know that there are different types of business documents List 5 different types of business documents and suggest when they might be used (1.1)
Type of document
When they might be used
1.
2.
3.
4.
5.
State at least 2 reasons why templates are used for some business documents (1.2)
1.
2.
3.
19
Learning Outcome 2 – Know why it is important to use the right communication style in business documents Give at least 2 examples of when to use a formal communication style (2.1)
1. Formal communication style
2. 3. 4.
Give at least 2 examples of when to use an informal communication style (2.1)
1.
Informal communication style
2. 3. 4.
State why some businesses adopt a ‘house style’ for certain documents (2.2)
Learning Outcome 3 – Be able to produce routine business documents 20
You must produce at least 2 different types of routine business documents. Documents must be checked for accuracy. These will be assessed by your tutor and added to your file as evidence. (3.1, 3.2)
21
Please ensure you have attached all of your added evidence (photos and hand-outs) to your workbook and have signed and annotated each copy. This makes your evidence authentic and robust ď Š Your notes; _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________
Learner signature
Date
Tutor Signature
Date
22
Recap Quiz 1. List 2 activities that are carried out by an administrator 1. 2.
2. List 2 skills and qualities that an administrator might have 1. 2.
3. List 2 things you could use to prioritise your time 1. 2.
4. List 3 things you need to do to dress appropriately for a Business Administration Role 1. 2. 3.
5. List 2 examples of information that should be kept confidential 1. 2.
23
Definitions Explained: Concise Oxford English Dictionary.
Explain
Make (something) clear by providing more detail.
Outline
A brief description of something that really only looks at the main topic or item
Describe
Give a detailed account of something) in words.
List
A number of connected items or names written consecutively
Define
(someone or
State or describe exactly the nature, scope or meaning of > give a meaning of ( a word or phrase )
Give Examples
A thing characteristic of its kind or illustrating a general rule
Identify
Point out (choose the right on), give a list of the main features
State
Express something definitely or clearly in speech or writing
24
Well done on completing your course! Please go back to the Assessment Feedback pages on Pg 6, 13 & 17 to complete your signature and comment boxes.
With the work you have produced and the evidence you have added, you have achieved a Level 1 Award in Administration (Business Professional)
Good Luck in the future! ď Š
25
26