1. Functions of Departments
Administration Services Department

2. Administration Services Department
This department supports/assists departments within the whole organisation.

3. Main Tasks - Reception
The Reception is found at the front of the organisation. Its main function is to welcome and direct visitors to other departments within the organisation.

4. Dealing with incoming and outgoing mail in the organisation.
Main Tasks - Mail
Dealing with incoming and outgoing mail in the organisation.

5. Main Tasks - Filing
Storing and retrieving information for the organisation. The filing system may be manual or computerised.

6. Main Tasks - Reprographics
Reprographics copies documents for the organisation as required.

7. Main Tasks – Word Processing
The word processing service creates, edits and saves documents for the organisation eg letters, reports, memos.

8. Main Tasks – Stationery/Stock
Stationery is held in the organisation’s stock room. Stock will be issued to departments as they require it and records will be kept.

9. Job Titles & Tasks Administration Manager
Supervising the running of the Admin Dept
Receptionist
Dealing with visitors to the organisation
Switchboard Operator
Operating the phone lines – internally & externally

10. Job Titles & Tasks Reprographics Assistant
Photocopying/reproducing copies of documents
Mail Room Assistant
Dealing with incoming/outgoing mail.
Filing Clerk
Filing documents and retrieving files

11. Job Titles & Tasks Administration Assistant
Keying in routine documents
Proofreading documents
Photocopying documents
Answering telephone/directing calls
Opening & distributing mail
Transmitting s & faxes

12. Effective Admin Services
You can identify effective administration services by:
The use of standardised forms.
Appropriate use of Information & Communications Technology eg storing customer records on a computer database rather than on paper.
Using the most suitable channels of communication eg with attachments where appropriate instead of posting
Clearly stated procedures on how the organisation should be run eg a procedures manual on health and safety
Centralisation of services eg reprographics.

13. Effective Admin Services means…
accuracy, quality, uniformity and speed within the organisation.
staff can be moved from one department to another easily, as they will be familiar with the documents and procedures used throughout the whole organisation.

14. Now do
Tasks 8 & 9
in your booklet.