Principles of providing administrative services
Unit two: Principles of providing administrative services
Assessment
You should use this file to complete your Assessment.
The first thing you need to do is save a copy of this document, either onto your computer or a disk
Then work through your Assessment, remembering to save your work regularly
When you’ve finished, print out a copy to keep for reference
Then, go to www.vision2learn.com and send your completed Assessment to your tutor via your My Study area – make sure it is clearly marked with your name, the course title and the Unit and Assessment number.
Please note that this Assessment document has 9 pages and is made up of 9 Sections.
Name:
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. Answer phone/Voicemail
The answer phone allows the caller to leave a message when their call is not being answered or the office is closed. After a set number of rings the caller will hear instructions on leaving a message usually after a tone. The message can be listened to by the recipient to action.
The voicemail facility on a mobile is similar; the caller can leave a message whilst the recipient is receiving another call.
2. Call transfer
Calls can be transferred from extension to another internally.
2. Prepare a brief report advising people on:
How to follow organisational procedures when making and receiving telephone calls
The purpose of giving a positive image of yourself and your organisation when making and receiving telephone calls.
If possible, use specific information from procedures in your own organisation (or one that you are familiar with).
When making a telephone call:
Prepare to make the call, have all the information needed at hand such as who you are calling, their number and why you are calling.
Speak at the
Assessment
You should use this file to complete your Assessment.
The first thing you need to do is save a copy of this document, either onto your computer or a disk
Then work through your Assessment, remembering to save your work regularly
When you’ve finished, print out a copy to keep for reference
Then, go to www.vision2learn.com and send your completed Assessment to your tutor via your My Study area – make sure it is clearly marked with your name, the course title and the Unit and Assessment number.
Please note that this Assessment document has 9 pages and is made up of 9 Sections.
Name:
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. Answer phone/Voicemail
The answer phone allows the caller to leave a message when their call is not being answered or the office is closed. After a set number of rings the caller will hear instructions on leaving a message usually after a tone. The message can be listened to by the recipient to action.
The voicemail facility on a mobile is similar; the caller can leave a message whilst the recipient is receiving another call.
2. Call transfer
Calls can be transferred from extension to another internally.
2. Prepare a brief report advising people on:
How to follow organisational procedures when making and receiving telephone calls
The purpose of giving a positive image of yourself and your organisation when making and receiving telephone calls.
If possible, use specific information from procedures in your own organisation (or one that you are familiar with).
When making a telephone call:
Prepare to make the call, have all the information needed at hand such as who you are calling, their number and why you are calling.
Speak at the