Business Admin Level 2 Essays

2732 Words May 7th, 2013 11 Pages
BUSINESS ADMINISTRATION Level 2
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
1.
Computer telephone integration

This option links two systems together, the computer and the telephone systems. When someone calls up, the telephone rings and a dialog box will appear on the computer screen with options for answering it.

2.
VoIP

This option allows the business to enjoy free calls and voicemails sent by the internet. Therefore it needs a fast and reliable internet connection.
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For instance websites such as www.courier- comparison.co.uk will offer us different options of shipping an item. We just enter the dimensions and weight of the item plus how soon this item needs to be delivered.
Royal Mail is the major postal service provider in the UK and it is always a good idea to check price on their website first before going for others as their prices are usually more competitive.

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.

Main types of equipment used in an office are:
• Telephones for voice communication, phone calls and phone messages (voicemail);
• Fax machines for paper communication in real time with other businesses that still use fax machines as well;
• Computers for all IT business needs (central to any business);
• Copy machines to make photocopies (black and white and/ or colour);
• Scanners to scan documents digitally, which once scanned can be stored in a computer, emailed or printed;
• Printers to print on paper anything that the business might need, from envelopes to formal letters to posters etc.
I would add that computers are absolutely essential to the management of any business, regardless of its size and level of