Administration Intermediate 1 Outcome 3

LO3 Mail Handling Filing Reprographics Reception Organisation Charts E-diaries Petty Cash

Incoming Mail It is important that mail received in the organisation is dealt with PROMPTLY It is not uncommon for mail-room staff to begin work early to ensure mail is available when other staff arrive for work In cases where normal mail delivery by postman is not early enough, the organisation may rent a post-office box so mail can be collected at any time

Incoming Mail Procedures: 1. Remove any envelopes that are marked private, personal or confidential – these should be delivered to the person named on the envelope (unopened) 2. Open remaining envelopes – at both ends – carefully so as not to damage the contents (in some organisations it will only be general mail which is opened in mail room and specifically addressed mail is delivered to individual or department unopened)

Incoming Mail Procedures: 3. The envelope may be kept for a few days in case of any queries, for example missing enclosures 4. Unfold the papers and apply a date stamp 5. Make copies as necessary for documents to be seen by more than one person, or use a circulation slip

Incoming Mail Procedures: 6. Check for enclosures, indicated at the foot of a page by ‘Enc’ for one enclosure or ‘Encs’ for a number of enclosures Any missing enclosures should be noted at the foot of the letter in pencil – any missing money enclosures should be reported to your supervisor Any cheques, postal orders or money should be recorded in the remittance book Attach letters and enclosures together

Incoming Mail Procedures: 7. Sort the mail into bundles ready for distribution to the various departments. To help you decide which department the mail should be sent to, look for: ‘For the attention of…’ typed above Dear Sir/Madam A subject heading below Dear Sir/Madam i.e. ‘FINANCE REVIEW’. If no subject heading then read the letter quickly

Incoming Mail Equipment (P30/31) Letter-opener (machine) Date-stamping

Incoming Mail Equipment (P30/31) PhotocopierTrolleyPigeon holes

Complete Task 1 of Outcome 3 pink task book Use pages 29 – 30 from your notes to help you

Complete Task 2 of Outcome 3 pink task book Use pages 30 – 31 of your notes to help you HOMEWORK: LO3 HOMEWORK 2 WEDNESDAY 14 TH JAN

Outgoing Mail To create a positive impression to customers and to ensure mail is delivered to the right people on time it is important that outgoing mail is dealt with very carefully Most mail rooms will have a deadline, the time by which all mail should have been sent to the mail room for processing

Outgoing Mail Procedures: 1. Check enclosures have been included, that letter has been signed and address on envelope matches address on letter 2. Fold and insert letters into envelopes 3. Seal envelope 4. Weigh bulky items 5. Affix correct stamp (or use franking machine to print postage rate) (After deadline)

Outgoing Mail Procedures: 6. Record value of stamps in postage book 7. Arrange into different categories (inland, overseas and letters which need to be taken to post office) 8. Take special-category mail to post office (After deadline)

Outgoing Mail Equipment: Folding and Inserting Machine Letter and parcel scales

Outgoing Mail Equipment Franking Machine Small Items (sundries) For example, stapler, hole punch, string, tape and scissors.

Special Post Services: Branch Direct Business Collection Business Reply Cash on Delivery Certificate of Posting Freepost Post Office Box Recorded Signed For Redirection Service Sameday Special Delivery

Filing All administration departments will need to file documents on a regular basis. This is likely to be undertaken by an administrative assistant at a junior level.

Filing The method of filing used will depend on the type of organisation. Whereas most organisations will file alphabetically, some organisations use different methods i.e. Banks may file customer details by account number (numerical) or utility companies such as Scottish Gas may file records by area (geographic)

Filing Alphabetical Numerical Geographical Chronological Subject Electronic

Electronic Filing P37 Advantages over manual filing: Improved presentation Easy to amend Sort order Improved accuracy Interrogation

Read over purpose and procedures on page 34 of notes Read over page 35 – methods of filing

Task 6 Open red task book at page 31 – task 6 Copy table into your jotter neatly and match the statements with the most appropriate method of filing Use page 36 of your notes to help you

Task 7 Open your red task books at page 32 – task 7 In your jotter put these customer details in ALPHABETICAL order from 1 – 12 Use pages 36 and 37 of your notes to help you

Task 8 Open your red task books to page 33 – task 8 Answer the questions neatly in your jotter Remember to use sentences!

Reprographics

The word reprographics comes from the word reproduce meaning to create a duplicate image or copy. Usually larger organisations will have a reprographics department. Sometimes reprographics duties will be done by Administration staff (i.e. School Office – photocopying room)

Reprographics Routine duties performed by reprographics department include: Making copies of letters, reports, booklets, important documents etc Binding pages Laminating covers or posters Scanning information Printing copies of documents from a computer

Reprographics Equipment Photocopier Laminator Binder Scanner Printer READ PAGES 38 AND 39 OF NOTES!

TASKS Complete Task 9, Page 34 (pink booklets) in your jotter. Copy out the crossword grid in Task 10 and complete in jotter Read your notes on reprographics (pages 38 and 39) to help you complete Task 11. Use your thinking skills!

HOMEWORK LO3 – HOMEWORK 4 DUE: NEXT THURSDAY (22 nd ) Monday – continuing with spreadsheets