Administration – Intermediate II
OUTCOME 2
Describe factors affecting the administrative
assistant in the work environment
Administration – Intermediate II
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
Administration – Intermediate II
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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Administration – Intermediate II
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
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5 half days per week
Administration – Intermediate II
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 prorata 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.
Administration – Intermediate II
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
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Most staff appreciate the
advantages of flexitime
Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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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Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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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Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
Types of Contract
Temporary
A temporary contract is one that does not last
indefinitely but the date at which the
employment ends is not stated.
Permanent
A permanent contract is one that does not have
an end date – it is a safe, secure job.
Fixed-Term
This is similar to a temporary contract,
however the difference is that an end date will
be stated.
Full-time
If you are employed for, on average, 41 hours
per week, you have a full-time contract.
Part-time
If an employee is employed for less than the
full-time hours, they are said to have a parttime contract.
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Administration – Intermediate II
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.
Administration – Intermediate II
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.
Administration – Intermediate II
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
Administration – Intermediate II
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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Administration – Intermediate II
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
Administration – Intermediate II
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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Administration – Intermediate II
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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Administration – Intermediate II
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
Administration – Intermediate II
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
Administration – Intermediate II
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
Sanitary
Conveniences
Drinking
Water
Fire
Precautions
Administration – Intermediate II
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
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Drinking water
Administration – Intermediate II
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
Administration – Intermediate II
Health and Safety at Work Act 1974
Space/Storage
Adequate space for each person
Storage space for work/outdoor
clothing for each worker
Lighting
Natural light or adequate artificial light
Administration – Intermediate II
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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Administration – Intermediate II
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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Administration – Intermediate II
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 50-100
employees is recommended in an
office)
The Health and Safety Executive
must approve any first aid training
and qualifications
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Administration – Intermediate II
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
Administration – Intermediate II
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
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Administration – Intermediate II
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.
Administration – Intermediate II
Question 1
Full time working is not
considered a flexible
working practice.
Explain what is meant
by full-time.
Administration – Intermediate II
Question 2
Flexible working
practices take place in
most organisations.
Describe what is meant
by:
A Part-time
B Flexi-time
Administration – Intermediate II
Question 3
Flexible working practices
form part of routine business
practice.
Describe what is meant by:
A Homeworking/Teleworking
B Hot-desking
Administration – Intermediate II
Question 4
Describe 2 types of Contract of
Employment.
Administration – Intermediate II
Question 5
Describe 2 measures an
organisation could put in place
to ensure the security of staff.
Administration – Intermediate II
Question 6
Describe 2 measures an
organisation could put in place
to ensure the security of its
property.
Administration – Intermediate II
Question 7
Describe 2 measures an
organisation could put in place
to ensure the security of its
information.
Administration – Intermediate II
Question 8
Give 2 examples of how
current legislation relating to
health and safety helps to
protect employees.
Administration – Intermediate II
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
Administration – Intermediate II
Question 10
Employees who operate
VDUs are protected by
current legislation. Outline
two features of this
legislation.