Unit Two: Principles of Providing Administrative Services

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1. Explain the purpose of correctly receiving, checking and sorting mail and packages (both incoming and outgoing).

Professional handling of mails is vital within an organisation since it is widely used for transfer of equipment and material in the business. Improper handling of mails could result in loss of business / customers / suppliers and economic losses.

This can be due to loss to vital documents, delays in mails, delivered to wrong person, inefficient service being delivered, payment being lost (incoming and outgoing), materials / parts not being delivered on time, dissatisfied customer / supplier which could leave poor image about the organization. Hence making sure that mails are delivered to correct person as soon as possible is vital within a business.

2. Complete the table below with the following information:

At least two examples of internal mail services that are available to organisations •At least two examples of external mail services that are available to organisations

Internal mail servicesExternal mail services
1. Internal post: This is used to transfer documents and circulate information around departments and different branches within an organization usually within A4 envelope. Confidential letters are labelled.

1. Royal Mail: This is most widely used mail service. It offer wide range of mailing options at competitive prices to suit customers needs.

2. Intranet: This is more popular means to communicating the messages to large number of people within an organization these days.

2. DHL: This is private courier service which gives high quality service to its customers. It is a bit expensive than Royal Mail but renowned for its service. It also offer wide of delivery options to suit customer requirements.

3. Describe two methods that you can use to calculate postage charges for mail and / or packages.

Postage charges are based of the type of service you require. There are number of factors to consider before calculating postal charges such as urgency of delivery, destination, dimensions, weight, insurance, proof of delivery and tracking service.

Once these questions are answered there are two ways to calculate the postal charges as follows, 1.Use of comparison websites.
2.Comparing few (about 2-3) service providers.

Section 3 – Understand how to use different types of office equipment

1. Describe the main types of equipment found in offices and how they are used. Include examples of at least three different types of office equipment.

Some of the key equipments used in most offices day to day are as follows,

Computers: They are vital piece of equipment in most offices. Computers are used for variety of things such as drafting letter / reports, database storage, creating customised programs, animations, accounts, finding information, publishing, etc.

Printers: This is another piece of equipment used in most offices to produce the hard copies of files from computers. Most businesses have their printers networked and people can print using same printer to produce number of copies of documents / images they want. It can also print in colour and print on both sides on various sizes of paper.

Scanners: these are used to convert documents / images from paper into electronic files which can be saved on the computers. They work opposite to printers. Documents stored electronically reduces paper based filling, makes it easily accessible for many users and can be shared / sent anywhere around the world

Photocopier: This is another important piece of equipment used to produce exact copies of documents. It can be used to produce many copies of same document. Copies could be produced in colour, both sided, size enlarged / reduced, on various sizes of paper.

2. Explain the purpose of following manufacturer’s instructions when using equipment.

Manufacturer’s instructions provide guide to installation, functions, most efficient use,...
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