Essay about Principles of Providing Administrative Services

3153 WordsNov 23, 201213 Pages
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.Conference calls Conference calls make it possible to speak to multiple people simultaneously. This is extremely useful when the people required to be involved in the call are based all around the country. 2. Call back Call waiting is extremely useful when you are waiting for an important call. When taking a call from one person, this feature alerts you if another person is trying to get through. 3. Answer phone An answer phone gives people the ability to leave a message…show more content…
Hand delivery 3. Hand delivery 4. Cloud computing (eg. dropbox) 4. Document exchange 3. Describe two methods that you can use to calculate postage charges for mail and / or packages. One method of calculating postage charges would be to weigh and measure the items. The cost of sending letters and packages varies greatly depending on the size and weight. If you were to send a letter or package by courier, getting a quote based on the size/weight is another way of calculating the cost. Franking machines can be used in companies with high postal levels to minimise costs, these are usually leased from suppliers like Pitney Bowes. 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. Computers are one of the main types of equipment found in offices. They enable you to carry out a multitude of tasks, including email, accounting, word processing and database creation/administration. Printers are another example of one of the main types of equipment found in an office, and depending of the number of employees requiring use of the printer and the volume of printing, would either be an inkjet printer or a laser printer. Used for converting documents to electronic files, scanners are a useful way of reducing paper-based filing. Franking machines can be used
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