Office Management

• Business Administration
• Further Education (Key Stage 5)

Principles of Administration LO1

Office Management

What is the one thing your office could not function without?

List the tasks your manager undertakes to ensure the smooth running of your office

Name a service that your office provides

Explain a procedure that you must follow in your office

Name a resource that you use in your office

Service

Procedure

Resource

Document Production

Audio Transcription

Data Entry

Photocopying and binding

Travel arrangements

Invoicing

Bookkeeping/accounts

Document control

Filing/client records management

Stationery issue and stock control

Petty cash and expenses

Room booking and appointments

Reception

Dealing with incoming/outgoing mail

Safe systems of work and risk assessment

Fire, accident and emergency

Security-information and physical property

Resource use and stock control

Purchasing - equipment, consumables, service contracts

Monitoring and maintenance of equipment

Sending, receiving and storing information

Staff movement/absence control

Progress reporting and productivity management

Use of telephone, internet and emails

Paper

Ink

Laptops

Printers

Staff

Information

Pens

Whiteboards

Reprography

Which of the following information is contained on a stock control card?
1. Price
2. Balance held
3. Minimum Level
4. Supplier's address
5. Amounts issued

1. 2,3,5
2. 1,2,3
3. 3,4,5
4. 2,3,4

Which one of the following would be the best way to ensure the team can follow new systems?

1. Include it in the staff handbook
2. Send an All Staff email
3. Display instructions on a notice
4. Set up a training course

Which one of the following is the purpose of having a preventative maintenance plan for equipment?

1. To avoid invalidating warranties
2. To enable tracking of faults and errors
3. To ensure it remains in good working order
4. To schedule work around servicing

How is a budget used to manage workloads?

1. It sets a timeframe and resources for achieving objectives
2. It acts as a motivator for achievement of targets
3. It ensures money is available for unexpected events
4. It controls the way money is spent

Which of these methods will be used by a team leader to manage workflows within
their team?

1. Setting measurable targets
2. Cost budget analysis
3. Sales forecasting
4. Strategic vision planning

Why will an office supervisor insist on approving staff annual leave requests?

1. To review bonuses
2. To manage absence
3. To analyse sickness rates
4. To assess efficiency

A team leader analyses the attributes of their team during the workflow
management process.
How should this analysis be used?

1. To spend unused budgets
2. To criticise slower workers
3. To design motivation methods
4. To identify learning styles

Which of these is a typical service provided by a junior administrative assistant?

1. Chairing monthly team meetings
2. Setting departmental budgets
3. Dealing with correspondence
4. Deciding team objectives

A large organisation has a facilities department.
In what circumstance should the office staff call on this department for support?

1. The first aider is required
2. Salaries have been paid late
3. The heating is not working
4. Post has not been delivered

A growing business needs to introduce a procedure for managing office equipment.
Which of these will be included?

1. An agreement of responsibilities
2. A fraud detection system
3. A confidentiality agreement
4. A secure storage system

Employment Law

These questions will test your knowledge on Employment law

Which one of the following allows for time off for parenting

1. Employment Rights Act
2. Employee Relations Act
3. Working Time Regulations
4. Equality Act 2010

Which one of the following describes indirect discrimination

1. Unwanted behaviour that violates someone's dignity
2. A condition with which some groups cannot comply
3. Treating someone unfairly who has complained about harassment
4. Treating someone unfairly on the basis of race or gender

What is the minimum number of days of paid annual leave full-time workers are entitled to under UK law?

1. 20 days
2. 5.6 weeks
3. 25 days
4. 28 days

Which of the following is not a protected characteristic under the Equality Act 2010?

1. Age
2. Employment type
3. Disability
4. Religion or belief

What is the maximum number of hours an adult can legally be required to work per week, on average, under the Working Time Regulations 1998?

1. 35 hours
2. 40 hours
3. 48 hours
4. 50 hours

How long must an employee work before gaining the right to claim unfair dismissal (ex NI)?

1. 6 months
2. 1 year
3. 2 years
4. Immediately

What document must an employer provide to a new employee outlining terms such as pay, hours, and duties?

1. Job offer letter
2. Payslip
3. Written statement of employment particulars
4. Induction checklist

Which piece of legislation gives workers the right to join a trade union and take part in union activities?

1. Employment Rights Act 1996
2. Equality Act 2010
3. Employment Relations Act 2004
4. Health and Safety at Work Act 1974

What is an example of indirect discrimination?

1. Refusing to promote someone because of their religion
2. Mocking an employee’s disability
3. Having a dress code that unintentionally disadvantages one gender
4. Paying women less for the same job

Which of the following is not typically included in implied terms of an employment contract?

1. Mutual trust and confidence
2. Right to a lunch break
3. Obeying lawful and reasonable instruction
4. Duty of care