1. OUTCOME 2
Describe factors affecting the administrative assistant in the work environment

2. Working Practices
Flexible Working Practices take place in most organisations. This has led to a move away from the normal 9 am – 5 pm 5 days a week. A wider range of working practices are now available eg:
Full Time
Part Time
Flexi-Time
Homeworking
Teleworking
Hot Desking

3. This is NOT a flexible Working Practice!
Full-Time
Employees are required to work a set number of hours per day – commonly 9 am – 5 pm, five days per week
The average full-time week in the UK is 41 hours, the longest in Europe
This is NOT a flexible Working Practice!
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4. Part-time
Part-time working refers to weekly basic hours that are less than full-time
The number of hours worked will depend on the nature of the job and will be agreed by employer and employee.
Examples of part-time hours:
3 full days per week
5 half days per week
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5. Part-time Part-time hours commonly cover peak periods eg
First thing in the morning for covering the mail
Lunch time
Part-time employees are entitled to the same wage rates, working conditions and benefits received by full-time employees
However, they receive these benefits on a pro-rata basis ie in relation to the number of hours worked eg
If a part-time employee only works half a week they will receive half the wages.

6. Flexi-Time Often large, modern businesses operate flexitime
This allows employees to start early or work late to build up hours which they can take at a later date
All employees must work between certain time(s) each day
This is known as Core Time
Most staff appreciate the advantages of flexitime
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7. Flexi-Time
Cost
May be a cost saving as overtime may not be needed
Business premises may need to be open longer therefore costs, such as electricity, may be higher
Time
Specific staff may not always be able to deal with tasks
Controls, such as timesheets must be carefully monitored

8. Flexi-Time – Benefits to Employee
Employees feel trusted resulting in high staff morale
As employees choose what hours they work they may work more efficiently
Employees working longer hours must take longer breaks and be aware of guidelines if using ICT equipment

9. Job-Sharing
Job-sharing is a voluntary arrangement in which one full-time job is shared between 2 (or sometimes more) employees, each working on a part-time basis
The pay and benefits will be shared between each employee in proportion to the hours each works
Offering job-sharing is a way of recruiting or retaining an employee who otherwise would not be able to work for the organisation eg due to family commitments
Job-sharers may work split days, split weeks, alternate weeks or their hours may overlap

10. Homeworking/Teleworking
Involves using ICT to carry out tasks away from the office
Workers need a computer connected to a modem
Allows files to be sent electronically
Allows workers to live further away
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11. Issues affecting Homeworking/Teleworking
Staff must be willing to homework
Employees may need technical assistance
Employees may feel isolated
Any ICT equipment must meet health and safety requirements

12. Homeworking/Teleworking
Cost
Employees need equipment
Equipment must be maintained
Employees must be trained to use the equipment and software
Time
Employees need time to be trained and gain new skills
Employees need to be able to do the work within the required timescale

13. Hot Desking
To allow flexibility, companies may have computers and desks available
These are not allocated to any specific employee
Allows staff to use these when needed
Must be booked in advance
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14. Hot Desking Management Issues
Cost
Initial cost of equipment and furnishing
Savings may be made as equipment is shared
Employees must be trained to use new equipment
Equipment must be maintained and technical support provided
Time
Access to shared equipment may cause time delays

15. Flexible Working Practices
Benefits to the Employer
Staffing levels can be set to handle busy periods
More satisfied and motivated workforce should lead to:
Increased job performance and productivity
Lower staff turnover
Lower absenteeism
Ability to attract wider range of applicants to the job

16. Flexible Working Practices
Benefits to the Employee
Helps to improve work-life balance – employees can manage their work as well as meet family responsibilities and personal interests
Leads to more satisfied and motivated employees
Reduction in stress created from having to cope with personal and work commitments
Employees should benefit from improved skills and experience, as a result of being able to remain with the same organisation longer

17. Contracts of Employment
The Employment Rights Act 1996 requires that employers give employees, who are employed for one month or more, a written statement of their terms and conditions of employment and their rights as employees.
This Contract of Employment should be issued within 2 months of the employee starting work.
Types of Contract
Temporary
Permanent
Fixed-Term
Full-time
Part-time

18. Types of Contract Temporary Permanent Fixed-Term Full-time Part-time
A temporary contract is one that does not last indefinitely but the date at which the employment ends is not stated.
Temporary
A permanent contract is one that does not have an end date – it is a safe, secure job.
Permanent
This is similar to a temporary contract, however the difference is that an end date will be stated.
Fixed-Term
If you are employed for, on average, 41 hours per week, you have a full-time contract.
Full-time
If an employee is employed for less than the full-time hours, they are said to have a part-time contract.
Part-time
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19. Types of Contract Benefits to the Organisation
Short-term contracts can be used to employ staff only when they are needed eg Post Office employee additional staff at Christmas
Organisations can buy in specialist staff for short-term projects without having to retrain/re-skill existing staff
Organisations can retain workers whose personal circumstances have changed (new mothers) rather than lose the knowledge and skill of these experienced staff
Savings can be made in terms of occupying building space
Working methods will suit employees lifestyles better which will lead to better morale, motivation and productivity.

20. Types of Contract Effects for the employee:
Greater choice and flexibility to suit changing needs and lifestyle
However, there is the question of job security if contracts are increasingly of a temporary or fixed-term nature
There are serious implications for pensions and even the ability to get a mortgage if you do not have a guaranteed salary each month.

21. SECURITY
The extent of an organisation’s security arrangements will depend on the type of organisation, its size and the nature of its activities.
Security measures should be taken for various reasons:
To protect and reassure staff
To prevent theft of stock and equipment
To maintain confidentiality of information
The organisation will need to implement security measures for the entry and movement of staff, visitors and access to information

22. Staff Entry and Movement
To ensure that only authorised personnel have access to the premises an organisation can use a combination of the following methods:
Intercom and/or security doors
Identification passes – which may contain an electronic strip which needs to be swiped for entry
Careful handling and issue of keys
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23. Visitors
To ensure that only genuine visitors enter the premises an organisation can use a combination of the following methods:
Visitors should report to reception
The reception should be located at the main entrance and constantly staffed
Visitor passes should be issued and displayed
Visitors should not be left unsupervised
The receptionist should ensure that all visitors leave the building and that passes are returned

24. Access to Information and Technology
In accordance with the Data Protection Act an organisation should use a combination of the following methods to ensure the security of information:
Passwords – these should not be obvious and should be changed regularly
Read-only files – some files can be read but not amended
Virus screening software to ensure that files are not lost
Lock rooms, filing cabinets and computers
Confidential documents should be discarded appropriately
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25. General Security Measures
Other security measures that can be taken to protect staff, equipment and information include:
The use of specialist security firms
The use of CCTV
Keeping a register of serial numbers of computers and the use of ultra-violet markers to identify equipment
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26. Health and Safety Legislation
All employees must be given training on health and safety issues as part of their induction training.
Under the Health and Safety at Work Act 1974, an organisation with 5 or more employees must have a written health and safety policy.
This policy should clearly set out what is required by the employer and employee with regards to health and safety and show that the organisation tries in every way to reduce accidents and ill health within the workplace
All employees should read, understand and follow the health and safety policy

27. Current Legislation Offices, Shops & Railway Premises Act 1963
Health and Safety at Work Act 1974
Health and Safety (First Aid) Regulations 1981
Fire Precautions (Places at Work) Regulations 1995
Health & Safety (Display Screen Equipment) Regulations 1992

28. Offices, Shops & Railway Premises Act 1963
The purpose of this Act is to ensure that employers provide minimum health and safety standards including:
Cleanliness
Heating, Lighting and Ventilation
Prevention of Overcrowding
Fire Precautions
Sanitary Conveniences
Drinking Water

29. Health and Safety at Work Act 1974
This Act outlines the responsibilities of both employers and employees. Key points include:
Temperature
Minimum temperature of 60˚F
Windows must open or suitable ventilation eg fans etc
Toilet facilities
There must be toilets available
They must be kept clean
Well-maintained
Hot and cold water, soap and towels must be available
Drinking water
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30. Health and Safety at Work Act 1974
Premises
Floors and corridors must be kept clean, level and unbroken
First Aid
First aid box must be provided
Trained first-aiders must be available
Seating
Adequate seating must be provided

31. Health and Safety at Work Act 1974
Space/Storage
Lighting
Adequate space for each person
Storage space for work/outdoor clothing for each worker
Natural light or adequate artificial light

32. Health and Safety at Work Act 1974
Employers’ responsibilities
To make sure that the workplace is safe
To control dust, fumes and noise levels
To look after employees’ welfare eg Health checks
To provide, free of charge, protective clothing and equipment
To provide first aid facilities
To keep records of accidents and injuries
To prepare a Health and Safety policy
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33. Health and Safety at Work Act 1974
Employees’ responsibilities
To take care of their own health and safety
To take care of other peoples’ health and safety
To work with the employer to maintain health and safety, eg attending training courses
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34. Health and Safety (First Aid) Regulations 1981
These regulations were introduced to ensure that employers provide first-aid equipment, facilities and staff in the event of an accident or incident.
Employers must provide enough first aid qualified people for their business (one for every employees is recommended in an office)
The Health and Safety Executive must approve any first aid training and qualifications
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35. Fire Precautions (Places of Work) Regulations 1995
These regulations ensure that employers take reasonable steps to protect employees in the event of a fire.
Employers should:
Assess fire risks in the workplace
Check fire detection times and warning systems
Check evacuation routes
Provide reasonable fire-fighting equipment
Check employee knowledge of fire procedures
Check and maintain fire-safety equipment
Pupils should design a poster illustrating this act

36. Health and Safety (Display Screen Equipment) Regulations 1981
This legislation was introduced to ensure employers provide comfortable working conditions for computer users.
Employers must:
Make sure that workstations and equipment meet minimum requirements
Make sure that employees have built-in breaks or changes of activity
Train employees in health and safety
Check that equipment is safe
Provide eyesight tests and glasses if needed for VDU work
Provide information about Display Screen Equipment Regulations
Pupils should design a poster illustrating this act
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37. Questions Answer the following questions on the worksheet provided.
Use the forward arrow to take you to the first question.
Use the help button to take you to the required slide.

38. Question 1
Full time working is not considered a flexible working practice. Explain what is meant by full-time.

39. Question 2
Flexible working practices take place in most organisations.
Describe what is meant by:
A Part-time
B Flexi-time

40. Question 3
Flexible working practices form part of routine business practice.
Describe what is meant by:
A Homeworking/Teleworking
B Hot-desking

41. Question 4
Describe 2 types of Contract of Employment.

42. Question 5
Describe 2 measures an organisation could put in place to ensure the security of staff.

43. Question 6
Describe 2 measures an organisation could put in place to ensure the security of its property.

44. Question 7
Describe 2 measures an organisation could put in place to ensure the security of its information.

45. Question 8
Give 2 examples of how current legislation relating to health and safety helps to protect employees.

46. Question 9
Current legislation states the responsibilities of the employer and the employee in relation to health and safety in the workplace. Give one example of such a responsibility for each of the following:
The Employee
The Employer

47. Question 10
Employees who operate VDUs are protected by current legislation. Outline two features of this legislation.