National 5 Administration and IT SQA
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Content Overview
36 topics in 6 modules
☑️ Administration Theory in the Workplace 9 topics
- Tasks (Duties) of Administrators
- Skills/Qualities of Administrators
- Customer Service
- Health and Safety
- Security of People, Property and Information
- Sources of Information from Internet
- File Management
- Corporate Image
- Electronic Communication
☑️ Word-processing and/or Desktop Publishing 9 topics
- Creating and Editing a Range of Documents
- Complying Consistently with House Style
- Using a Variety of Word-Processing Skills
- Creating and Enhancing a Table
- Importing Data from IT Applications into a Document
- Merging Appropriate Data from Spreadsheet
- Database Application into a Business Document
- Using Comments
- Printing Documents and Extracts of Documents
☑️ Spreadsheets 7 topics
- Creating, Editing and Formatting a Workbook
- Applying Advanced Functions and Formulae to a Workbook
- Using Comments
- Creating a Chart using Data from Columns and Rows
- Labelling Charts Meaningfully
- Printing Worksheets, Extracts of Worksheets and Charts
- Merging Appropriate Data with Word-Processing/DTP Documents
☑️ Databases 6 topics
- Creating Forms, Reports and Labels
- Editing a Relational Database using Tables and Forms
- Searching Information in a Relational Database
- Sorting Information in a Relational Database
- Printing
- Merging Appropriate Data with Word-Processing/DTP Documents
☑️ Presentations 2 topics
- Using Functions of Multimedia Applications to Create and Edit Presentations
- Printing a Presentation in Different Format
☑️ Electronic Communication 3 topics
- Searching for and Extracting Relevant Information from the Internet
- Using Email and Ediary
- Using Tasks/To-Do Lists and Reminders
National 5 Administration and IT SQA Revision Content
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National 5 Administration and IT SQA - Administration Theory in the Workplace - Tasks (Duties) of Administrators Content Preview
Administration Theory in the Workplace
Tasks (Duties) of Administrators
Understanding the Role of Administrator
- Administrators coordinate and manage organisational resources efficiently and effectively.
- They ensure smooth execution of administrative duties, including answering phone calls, booking appointments, and sorting mail.
- Administrators may be assigned specific responsibilities based on the nature of the organisation.
General Administrative Duties
- Handling incoming and outgoing communication: This can include sorting mail and responding to emails.
- Meeting coordination: This involves scheduling and preparing for meetings, including booking venues and sending out invites to participants.
- Managing databases and filing systems: Administrators often store, process, and manage data.
- Providing customer service: They may also be responsible for dealing with customer enquiries and complaints.
- Administrators often take on the role of liaison between different departments within an organisation.
Specific Responsibilities
- Financial Management: In some cases, administrators may be responsible for bookkeeping, budgeting, and other financial matters.
- Human Resources Management: This can include drafting policies, managing recruitment, and handling employee records.
- Procurement and Inventory Management: They may also manage the acquisition of supplies, oversee storage and distribution, and maintain inventory records.
- Facilities Management: In some roles, administrators may oversee maintenance and cleaning operations, manage building security, and ensuring the office environment complies with health and safety regulations.
Organisational and Interpersonal Skills
- Administrators need excellent organisational skills to manage tasks effectively and efficiently.
- Interpersonal skills are essential for dealing with employees, customers, and suppliers.
- Strong communication skills are needed for written correspondence, telephone dealings, and face-to-face interactions.
- Problem-solving skills are beneficial when addressing unexpected issues or conflicts.
The Impact of Information Technology (IT)
- IT literacy is important for modern administrators due to increasing reliance on computer systems and software.
- Familiarity with Microsoft Office suite (Word, Excel, Outlook, etc.) is typically expected.
- Database management often involves the use of specific software systems.
- Email and online communication tools have become standard in most professional settings.
Question: Explain one way an administrator might use information technology to manage an organisation’s database and filing system efficiently.
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