Unit Two: Principles Of Providing Administrative Services
Unit two: Principles of providing administrative services
Section 1 – Understand how to make and receive telephone calls
1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.
|Feature |How / when used |
|Transfer of calls. |This feature allows a switchboard operator or receptionist to |
| |transfer calls to the required extension numbers. Extension numbers |
| |are usually used when the Company has a large number of employees |
| |who frequently need to conduct business over the phone. I receive a |
| |number of calls on a daily …show more content…
This in turn can undermine the long term future of the business.
Most companies have a cut off time for outgoing mail to be given to the mail room. This allows for the mail to be sorted into first/recorded or special delivery.
To eliminate delays, the company which I work for, has a policy for all our standard mail to be sent as first class. For courier requirements we try to make sure that all requests are made at least 24 hours in advance. This gives the mailing team time to confirm the address and contact person. We already have an account with a dedicated courier, however sometimes we need to find a cheaper deal for destinations not covered in their service
Section 1 – Understand how to make and receive telephone calls
1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.
|Feature |How / when used |
|Transfer of calls. |This feature allows a switchboard operator or receptionist to |
| |transfer calls to the required extension numbers. Extension numbers |
| |are usually used when the Company has a large number of employees |
| |who frequently need to conduct business over the phone. I receive a |
| |number of calls on a daily …show more content…
This in turn can undermine the long term future of the business.
Most companies have a cut off time for outgoing mail to be given to the mail room. This allows for the mail to be sorted into first/recorded or special delivery.
To eliminate delays, the company which I work for, has a policy for all our standard mail to be sent as first class. For courier requirements we try to make sure that all requests are made at least 24 hours in advance. This gives the mailing team time to confirm the address and contact person. We already have an account with a dedicated courier, however sometimes we need to find a cheaper deal for destinations not covered in their service