sp sow business admin

Scheme of Work….

Title of Learning Programme: Study Programme

Level: 1 Tutors: Annie Rice

Unit/Subject:BTEC Level 1 Diploma in Business Admin (Pearson)

Academic Year:2014/15

Programme Aim: To give learners knowledge and skills applicable in a work-based environment

CORE AIMS Explain the role of an administrator within an office Be able to carry out routine administrative tasks Be able to present themselves positively Be able to organize their work effectively Know the importance of confidentiality of information Be able to communicate electronically Be able to use the internet securely Be able to make calls Be able to receive calls Know why it is important to an organization that calls are handled appropriately Be able to welcome the visitors in a positive way Know why it is important to an organization that visitors are made welcome Know what is required to hold a business meeting Be able to set up a room a meeting Be able to support a meeting Be able to complete follow-up activities after a meeting Enter, edit and combine text and other information accurately within word processing documents Structure information within word processing documents Use word processing software tools to format and present documents Connect to the internet Use browser software to navigate web pages Use browser tools to search for information from the internet Use browser software to communicate information online Follow and understand the need for safety and security practices when working online Know about job opportunities in business administration Know about terms and conditions of employment within business administration Know about the qualifications and skills needed for jobs in business administration Be able to plan how to start work within business administration Be able to reflect on what has been learned from the work placement Know how tasks could be undertaken differently or improved Be able to use learning from work placement to set short term goals Know how to select a suitable enterprise activity Know appropriate roles and skills required for the enterprise activity Know the costs involved in producing and selling a product or service Be able to use an appropriate promotional technique Know how to increase the likelihood of success in an enterprise activity

Scheme of Work….

Be able to complete an enterprise activity Be able to review the success of the enterprise activity Know that effective teamwork requires team members to behave in certain ways Know how to contribute to a team task Know the roles and responsibilities of team members (including their own) in relation to a given task Be able to work positively as a member of a team Be able to review own performance as a member of a team Be able to select an appropriate project topic Be able to investigate the project area Be able to produce a project report Be able to identify own work skills Be able to identify areas for development Be able to prepare a realistic personal development plan

EQUALITY & DIVERSITY Joint Learning celebrates the differences we hold as human beings. As such, we operate a strict ZERO TOLERANCE policy on any form of discrimination, be that due to disability, race, religion, gender, culture, creed or background. Learners will have this policy made clear to them at the outset of their time with us at Joint Learning. Learners who fail to follow this policy and/or engage in any kind of negative behavior with regards to this issue will be immediately removed from the session. This too is in accordance with our policy on Safeguarding.

SAFEGUARDING Learners will be in a safe working environment at all times. Tutors are enhanced CRB checked and will be in the company of learners at all times.Learners will be inducted in the methods of staying safe in the learning environment, and will be asked to report any safeguarding issues to a tutor or a member of the safeguarding process (flow chart featuring Sam Lowe as point of contact).Violent or aggressive behaviour will never be tolerated in a safe learning environment.

HEALTH & SAFETY Learners will have fire exits and smoking policies laid out to them during their induction at Joint Learning. They will be advised to work and behave in a safe manner and to inform a member of staff at any point if they notice something hazardous. A first aider will be on site at all times. Ant minor breach of health and safety will be brought to the groups attention for discussion and consideration. Any major breach will result in the learner being ejected from the group for safety reasons.

EVERY LEARNER MATTERS

Week Topic & Outcomes Teaching & Learning Teaching Strategies / Resources

Assessment/ Attainment

Functional skills embedding L1/L2

SOW TTMS.

Scheme of Work….

1 (whole day)

Unit

describe different activities carried out by administrators

state how the work of an administrator helps a team achieve its goals

Small-group discussion on types of administrative tasks that may exist in an office – learners to jot ideas onto Post-it notes and place on Thought Wall

Now take some post-it notes and place them into groups – large businesses, small businesses and both

How do the activities that you could undertake as an administrator benefit people you will work with? (Look back over activities and write down ways in which these activities will benefit)

Learners to produce a job description for an administrative role. Learners must describe at least four different activities that someone in that administrative role would need to carry out.

Whilst completing job description, learners to have a 121 with tutor discussing how an administrator can help a team achieve its goals

Post-it notesPaperPensPCs (if available)

Formative:Tutor observationsDiscussionsQ&APost-it notes (photos)

Summative:Completed Job DescriptionTutor feedback and notes from 121

English: Reading & Writing, Listening

ICT: Word Processing

SOW TTMS.

Scheme of Work….

2(whole day)

Unit

follow instructions to complete routine administrative tasks

use key equipment according to organisational procedures

Tutor-led discussion on importance of communication and active listening. Why is communication so important in administration? Why is it important to listen to instructions, and to confirm that you have understood them? What happens if you don’t listen? – Learners to create a summary chart of the discussions in groups on flip chart paper

What equipment is used in an office environment? What responsibilities do colleagues have when using them? H&S: Many H&S issues to be considered here. Ensure learners cover responsibility to colleagues and visitors, their working environment etc.

Tutor to lay out a range of organisational procedures for using basic office equipment, such as telephones, fax machines, computers, photocopier, filing equipment etc. – learners to study two of these and be clear on how to use the equipment. – (Learners will have time prior to assessment to get used to using equipment)

Learners to roleplay (in pairs with regards to telephones) how to use different equipment. Video to be taken.

Flip Chart paperMarker pensVarious office equipment – Fax Machine, PC, Telephones, Printer/Copier,

Formative:Tutor observationsDiscussionsQ&A

Summative:Video recordingsTutor feedback & assessment sheet

English: Reading & Writing, Speaking & Listening

ICT: Word Processing, PowerPoint

SOW TTMS.

Scheme of Work….

3(whole day)

Unit

dress appropriately

adopt a positive manner in dealings with colleagues and/or customers

Group discussion on the importance of presenting oneself positively. Tutor to provide examples of company dress codes to aid discussion.

Learners to have a range of clothing and some mannequins if possible. Learners to create outfits to match the dress code for an office environment

Why might it be important for staff to be positive when dealing with customers and/or staff? E&D: Consider how actions may be perceived if you are rude or insensitive to someone of a different creed/culture? What impact would this have? Note answers on Flipchart in groups

Learners to watch videos showing different attitudes when dealing with staff

Role-play activities – in pairs, learners take it in turns to play the administrator and client in a range of situations provided by the tutor. Learners to practise adopting a positive manner - videoed

Flip chart paperMarker pensIWB (video)ClothesMannequins (if poss)


Summative:Final dress code (photo)Completed flip chartsVideo of role-play


SOW TTMS.

Scheme of Work….

4(whole day)

Unit

use simple tools to organise their time

prioritise tasks in discussion with their supervisor or manager

How do you stay organised in life? What tools do you use? What is available to you in the workplace? What happens when you miss deadlines / don’t get things done on time?

Show learners Outlook on IWB. How does this help me with my organisation? Learners to peruse Outlook and be used to how Outlook works. Learners to create a timetable of activities for the week on the calendar, and send each other email requesting different things to be completed. Learners to then flag these in order of needing completion.

Exercise – tutor to provide a list of tasks that need to be completed. In small groups, learners practise completing work schedules or task lists, and placing the work in correct order of priority. Use Pareto Principle-20% of what needs completing will have 80% of the impact if left undone

Discuss why learners have put different tasks in the positions they have

PCsOutlookIWBWork Schedule sheets


Summative:Completed work schedulesOutlook calendar

English: Reading & Writing

Maths: Numeracy, Division, Addition

ICT: Word Processing, PowerPoint, Outlook & Internet

SOW TTMS.

Scheme of Work….

5(whole day)

Unit

state the reasons why it is important to keep some information confidential

give examples of information that should be kept confidential

Tutor-led discussion- what types of information need to be kept confidential? Why important to keep information confidential?

Exercise – tutor to give learners different types of information. Learners to decide whether the information should be confidential in groups. Disc & FB

Exercise – learners to think of something about themselves that they would rather other people in the class did not know. How would they feel if that information was made public? Record answers on post-it notes. SG: Learners do not have to disclose anything they do not want to reveal.

Research: Legally, what laws are in place to prevent data breaches? Find out the laws, what information they protect, and any news stories of breaches they can find and create a collage in small group

Assessment – in a one-to-one discussion with the tutor, learners must give examples of types of information that must be kept confidential, and say why this is important.

Post it notesPCsBig paper

Formative:DiscussionsQ&APost its

Summative:121 discussionCollages


Maths: Facts & Figures


SOW TTMS.

Scheme of Work….

6(whole day)

Unit

state the reasons why it is important to keep some information confidential

use simple tools to organise their time

prioritise tasks in discussion with their supervisor or manager

give examples of information that should be kept confidential

dress appropriately adopt a positive manner in dealings

with colleagues and/or customers describe different activities carried out by

administrators

state how the work of an administrator helps a team achieve its goals

Assessment – the tutor must give learners instructions to complete a series of administrative tasks. Learners must complete the tasks demonstrating the following:

□ carrying out the task correctly, according to instructions□ use of key equipment where appropriate (at least two tasks)□ a positive manner□ appropriate dress□ use of tools to organise time□ correct prioritisation of work.

Assessment feedback from work completed, review and evaluate unit on reflective log.

Reflective logPaperPCs


Summative:.Abcdef


Maths: Numeracy, Division, Addition


SOW TTMS.

Scheme of Work….

7(whole day)

Unit

Be able to communicate electronically Tutor lead discussion as to what do we mean by electronic communication. Learners to give answers and tutor to place on IWB, learners to make notes in work books

Tutor to introduce unit as all administrators need to be able to communicate electronically and learners need to identify appropriate methods of communication and correct ways of using various methods.

Work booksIWB

FormativeTutor discussionsQ and A

Tutor lead discussionQ and A

English reading, speaking and writing

English speaking and listening.

Be able to send, receive and forward emails.

Tutor to split learners into pairs and to record answers on flip chart as to what sort of different people they would communicate to via an email. Main answers external and internal customers.

Flip chart paper pens.

Learners presentations

English writing reading and speaking.

Unit 1Day 7 Set up email accounts for purpose of

training session. Tutor to ask each learner

to set up a third party email account eg Hot mail for purpose of this unit.

Tutor to stress importance of passwords and user names and to get used to all email services.

P.C ‘sEmail accounts

ICTEnglish speaking

SOW TTMS.

Scheme of Work….

Unit

Day 7

Sending emails Tutor to prepare and handout various types of emails eg to a colleague, to a manager, customer, supplier. Discuss with group differences in language most appropriate in above situations.

Learners to work individually to prepare emails to send to colleague, manager, customer and supplier examples/topic given out by tutor.

Learners to ensure all emails are saved and then to have a group discussion each learner to share with group content of their work and make notes re ideas shared.

Tutor to discuss correct use of forwarding emails, learners to give answers/ideas including pit falls of such, confidentiality, checks in work place as to who receives which emails.

Email handouts

PC’s.Examples of emails

EmailsWork books

Work books

Group discussion.

Email accounts

Group discussion

Tutor lead discussion

English speaking, listening.

ICT

English speaking, reading writing.

SOW TTMS.

Scheme of Work….

Day 8Unit Receiving emails, sending and

receiving attachments.

Sending attachments.

Tutor to discuss with learners importance of checking when receiving emails. Eg know the sender, when received, actions needed, confidentiality, any deadlines and flag indicators to be aware of.

Tutor to send various emails to learners containing eg’s of above for them to complete.

Learners to discuss and share one example of their work with group. Tutor to ensure correct answers.

Tutor to ask group what are attachments in emails and learners to give examples. General discussion as to uses of such re content and process used when sending attachments. Learners to make notes in work books.

Tutor to give topics for learners to prepare 2 different types of attachment documents.

Tutor lead discussion.

Completed email responses.

Learner work books.

Examples of attachment documents

Group discussion

Notes completed in work book.

Attachment documents completed

English speaking, listening

ICT


English speaking, listening and writing.

ICTEnglish writing

SOW TTMS.

Scheme of Work….

Day 8Unit

Receiving attachments.

Using cc, bcc.

Tutor to build on previous session with group discussion as to content of attachments. What sort of information would be sent in an attachment and why?

Tutor to email examples of 2 different attachment documents for learners to study content of and decide how they need to action.

Learners to make notes and discuss with group. Some attachments should be needed to be placed in public area of work place for general attention. Discuss presentation of document for staff to read.Eg to be placed on staff notice board.

Tutor to explain meaning of cc and uses of such when sending emails.

Learners to send email including cc, tutor to give 2 examples for learners to work from and complete.

Tutor to explain meaning of and uses for bcc on email.

Examples of attachment documents.

Examples of cc emails.

Group discussion

Group discussion

CC emails completed

English speaking and listening

English speaking and listening

ICT

SOW TTMS.

Scheme of Work….

Day 8Unit

Overall use of emails.

As above learners to send email using bcc

Tutor to summarise all of

past 2 days learning including range of people emails are sent to, tone of emails, formal and informal language. Aware of risks such as sending emails to or receiving emails from unknown users, downloading attachments, sharing information. Learners to give answers Tutor to place on IWB. Learners to make notes in workbooks.

Tutor to split learners into pairs to practise creating, sending and receiving emails to each other including attachments, cc and bcc.

Examples of bcc emails

Tutor lead discussionLearner work booksIWB

PC’s

Bcc emails completed.

Q and A

Completed emails

ICT

English speaking, writing listening.

ICT

SOW TTMS.

Scheme of Work….

Day 9Unit

Learners work placement day. Tutor to ask learners to send emails with enough content to evidence all of learning from past 2 days.

Learners to ask for witness statements from supervisors/managers as to their competency in all of these areas.

Emails completed correctly.

Witness statements

ICT

Day 10

Unit

Sending Faxes. Tutor lead discussion on when and how to send a fax. Answers on IWB learners to take notes in work books.

Tutor give hand outs for faxing. Learners to complete own copy ensuring neat handwriting etc. use of fax cover sheets and confirmation sheet fax successfully sent.

Learners to practice sending a fax.

Tutor lead discussion.IWBWork books

Fax completed

English speaking, writing listening.

SOW TTMS.

Scheme of Work….

Day 10

Unit

Text messages. Tutor to discuss when to use a text message in a business situation, ask group for ideas put on IWB.

Discuss need for clear and accurate language when sending text.

Tutor to give scenarios and learners in pairs to text each other twice giving instructions.

Learners to feed back to group.

IWB

Text scenarios

Group discussion

Learner feedback

English listening

English speaking

English speaking

SOW TTMS.

Scheme of Work….

Day 10

Unit

Emails, faxes, texts. Tutor to explain all different methods of communicating electronically have a place in modern business life. Each have own disciplines, however what is most important is knowing when to use each in business.

Tutor to give examples of pieces of communication for learners in pairs to decide what to use when.

Tutor to ensure each pair of learners completes 2 differing emails, 2 faxes and 2 texts. Learners to feed back to group explaining there decision as to why they chose which option. Tutor to summarise ensuring all pairs used the right method.


SOW TTMS.

Scheme of Work….

Day 11

Unit

The use of the internet. Tutor lead discussion on JLP’s IT and internet use agreement policy.

Tutor to give hand outs of above.

Further discussion based on types of service, levels of service, importance of logging on, passwords. Use of search engines, saving results of searches, use of appropriate web sites using safe searching and adult filters.

Learners in pairs complete searches on subjects supplied by tutor and save results of search

Learners have 1 to 1 with tutor able to show correct and responsible use of the internet. Tutor to evidence through a witness statement.

JLP Hand out

Group discussion

Witness statement1 to 1

Searches saved correctly.

ICT


Use of appropriate website with security awareness.

Tutor lead discussion re passwords secret, software issues, viruses, firewalls.

Learners to work in pairs researching on PC’s examples of all above. To Save on pc’s and feed back for further discussion.

DiscussionQ and A’s

PC’s

English speaking, listening

ICT

SOW TTMS.

Scheme of Work….

Day 11

Unit

Further discussion lead by tutor looking at risks on web site use.eg dangers of file sharing, making personal details known leading to identity theft, loss of information.

Learners to see if any stories recently in the media research on PC’s feed back to group. Make notes in work book.

Tutor lead discussion Q and A

English speaking listening.

Day 12

Unit

Making and receiving calls Tutor to introduce the unit and importance of being able to make and receive calls in a business like way.

Learners to split into groups and on flip chart list what type of information is it necessary to have to hand before making a call.

Tutor to list answers on IWB- id purpose of call, ask name and number of person calling, ask questions summarise action points/ information re call, give clear accurate information.


Flip chart and learner presentations.

Tutor checklist

Flip chart and pens

IWB

English speaking , listening and writing.

English listening and speaking.

SOW TTMS.

Scheme of Work….

Day 12

Unit

Making and receiving calls. Each learner to be given a scenario to practice and to act as the caller and then the receiver as a role play exercise.

Tutor to summarise main points at end of exercise on IWB. Learners to make notes in learner files on PC’s.

Learners to use peer evaluation sheet and complete and discuss with learner partner

Role play

IWBPC’s

Peer evaluation sheets

Role play scenarios

English reading, speaking and listening

ICT and English writing

English writing and speaking

Day 13 Making and receiving calls Tutor to introduce

discussion ‘ why is it important to answer calls according to organisational procedures’ Include confidentiality and security issues. Tutor to put answers on IWB learners to make notes in work books.

Tutor lead discussion re tone of voice, language used and importance of professionalism on telephone. Points on IWB.

Tutor lead discussion.Q and AIWBLearner work books


IWB

English reading, speaking, writing.


SOW TTMS.

Scheme of Work….

Day 13

Unit

Making and receiving calls Learners split into groups and present flip charts re ‘list of telephone techniques when receiving calls’ Learners to present to group.

Tutor to list answers on IWB and discuss with group; learners to make notes on PC’s.

Answers to include, answer within set time, give correct greeting, id caller, where are they calling from, caller’s needs, tone of voice, clarity, listening, questioning, checking, giving accurate and up to date info, summarising at end of call.

Learners to list in work books in pairs main points concerning organisational procedures relating to confidentiality and security.

To discuss with rest of group. Tutor to list answers and discuss with learners on IWB. Answers to include types of confidential info, personal calls.

Flip charts and pens

PC’sIWB

Work books

Tutor lead discussionIWB

English speaking and writing

ICT and English speaking and writing.

English reading speaking and writing

SOW TTMS.

Scheme of Work….

Day 13

Unit

Making and receiving calls. Calls containing personal information, awareness of giving confidential details over the telephone, calls concerning company sensitive information, org procedures re confidentiality eg only certain people have access to some types of info, some types of info not given over the phone.

Learners to role play in pairs scripts provided by tutor re answering calls.

Learners to peer assess each other with evaluation sheet

Tutor to summarise main points of session.

IWB

Role play

Peer evaluation sheet

English reading writing and speaking.

English speaking and writing.

SOW TTMS.

Scheme of Work….

Day 14

Unit

Making and receiving calls. Tutor to re cap on unit content so far.

Group discussion re taking messages. Learners to discuss in groups the do’s and don’ts when taking messages and feedback.

Taking messages, summarising call, note time date caller’s name number, main purpose of call, need to take clear messages, any deadlines, action needed.

Tutor to ask for any learners personal experiences re mix ups when wrong messages have been taken.

Learners to role play with scenario’s from tutor re taking 2 messages each

Tutor to play DVD re good telephone techniques w.h.


Q and A

Group discussion

Role play

DVD

English speaking and writing

SOW TTMS.

Scheme of Work….

Day 15

Unit

Making and receiving calls. Tutor to discuss importance to an org re calls are handled appropriately.

Learners to understand how to create a positive impression during a call and to benefit the org.

Benefits gives caller confidence in org; lead to repeat business.

Tutor to repeat role playing exercises with each learner for making calls, receiving calls and taking messages. Learners to evaluate each others work.


Role playPeer assessment sheet

SOW TTMS.

Scheme of Work….

SOW TTMS.

sp sow business admin

Documents