Business and Administration
Unit one: Principles of personal responsibilities and working in a business environment 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 8 pages and is made up of 7 Sections. Name: Section 1 – Know the employment rights and responsibilities of the employee and employer 1. Identify four main points that would be included in a contract of employment. If possible, use an example contract to support your answer (feel free to obscure any confidential information). When you working more than 2 month you have right to receive details of your terms and conditions of employment in writing. It must include : – Employer’s name – Employee’s name – Main place of work Duties and responsibilities – Hours of work 2a) List three key points of legislation that affect employers in a business environment. In the UK, the law applies to businesses and organisations of all sizes and in all sectors. Legislation which can affect employers are – Health and safety – Data protection – Pay and pensions 2b) List three key points of legislation that affect employees in a business environment. – Pension – Pay – Employment rights and responsibilities 3. Identify a range of places where a person can find information on employment rights and responsibilities.
You should identify at least two internal and two external sources of information. We can find useful information about employment rights and responsibilities in many different places. You can find information in your company (Line managers, Personnel specialists, Informed colleagues, Staff association representatives, Trade union representatives) or outside company Libraries, Citizens Advice Bureau, Legal professionals, ACAS. 4. Describe how representative bodies can support employees. One of the ways that employees can receive help and support in the workplace is through representative bodies like trade union or non trade union.
Trade union are e large organisations that represent the interests of their membership, Their members may share an occupation or a common industry, They can offer assistance through work based representatives. They help in areas as – Health and safety – Information and consultation representation – Workforce Agreement – Collective redundancy 5. Briefly describe employer and employee responsibilities for equality and diversity in a business environment. You should give at least two employer responsibilities and two employee responsibilities.
If possible, provide relevant equality and diversity procedures from your workplace (or place of study) to support your answer. These documents should be annotated to highlight the relevant sections. There is a lot of legislation aimed at preventing discrimination in the workplace and encouraging equal opportunities, everyone should have opportunity to start employment or shouldn’t be stop develop skills and progress at workplace. Employer responsibilities for equality and diversity: – Train staff on equality and diversity topics Develop policies and procedures to address equality and diversity issues I work voluntary in Citizens Advice Bureau , we provide to people leaflet about equality and diversity, Citizens Advice equality, diversity and discrimination policy publications (Access for all, Potential intersectional discrimination cases, Racist Incidents Monitoring) CAB also have FAIR equality and diversity strategy 2008 – 2011 The FAIR strategy aims to: •develop and deliver discrimination advice services, from first point of contact to resolution, in partnership with others •to make equality and diversity part of all we do
To achieve those aims, its three priorities for action are to: •increase the availability and quality of discrimination advice and policy work •diversify our trustee boards and management, and increase their knowledge of equality, diversity and human rights issues •develop a common understanding of greatest need and ensure this informs service and policy planning and delivery CAB is for all people give equal opportunity to everyone who needs advice and help. As a employee you must : Be polite, patient and treat people with the respect that you would expect – Be willing to learn about people ‘who are different – Be aware of judgements you make about others At my work place we sigh declaration that we will treat all colleague like we would like be treated. 6. Briefly explain the benefits of making sure equality and diversity procedures are followed in a business environment. Your answer should include one benefit for the employer, one benefit for the employee and one benefit for the overall organisation. There are many potential benefits of creating a diverse environment.
It helps with working condition people are more happy motivated to work and work more effective , keep low level of stress, more people want work and want apply for jobs to be a part of the company, building trust people more often will come for advice If the company will be discriminate or place certain people and groups at a disadvantage by law organisations can be ordered to make changes in their work practices and procedures or organisations can be forced to pay compensation to people who have been treated improperly and unfairly Section 2 – Understand the purpose of health, safety and security procedures in a business environment . Identify employer and employee responsibilities for health, safety and security. If possible, provide relevant health, safety and security policies / documents from your workplace (or place of study) to support your answer. These documents should be annotated to highlight the relevant sections. All employers and employees have a legal duty to ensure that working environments are safe and secure. According to the Health and Safety at Work Act etc 1974 Employers must safeguard, so far as is reasonably practicable, the health, safety and welfare at work of all the people who work for them and “other persons”.
This applies in particular to the provision and maintenance of safe plant and systems of work, and covers all machinery and equipment used at work. Other persons can refer to contractors and even customers. People at work also have a duty under the Act to take reasonable care to avoid harm to themselves or to others by their working practices, and to co-operate with employers and others in meeting statutory requirements. The Act also requires employees not to interfere with or misuse anything provided to protect their health, safety. My employer Fire Policy – Lymedale
The following policy covers the arrangements in place within the Lymedale distribution centres for: Identification of fire hazards Assessment of fire risks Implementation of fire safety procedures, including detection and protection systems Monitoring and reviewing procedures and arrangements to ensure their effectiveness Ensuring the safe evacuation of all staff, visitors and members of the public should a fire occur. This policy is to be used in conjunction with the following documents •Health & Safety Policy and Procedures •Fire risk assessment •Fire Log book •Maintenance Records •Emergency Plan
There are also dedicated Health and Safety noticeboards that will include important information regarding fire safety arrangements. This policy and the documented management systems are subject to an ongoing review process in order to comply with legislation and changing work conditions. All employees will be advised of any amendments. The review is undertaken as a result of a change in legislation, highlighted issue or change in internal procedures. The management of the company is fully committed to the highest standards in fire safety and encourages the co-operation of all employees.
Roles and Responsibility for Fire Safety: General Manager accepts responsibility for: •Providing resource and facilities to ensure all staff are inducted and made fully aware of the company’s fire procedures. •Providing sufficient on-going training to ensure employees at all levels are competent to carry out their responsibilities. Chief Financial Officer accepts responsibility for: •Providing resource to competently negotiate contracts when procuring services and equipment related to fire. •Providing a competent person to advise on fire regulations. Employees Responsibilities:
It is the responsibility of every member of staff to be aware of the safety of themselves and others. This includes: •Reading and understanding the Company’s Fire Procedures and associated documents. •Ensuring all fire doors are kept closed at all times unless auto release connected to fire alarm installed. •Reporting any defective equipment or issues that may result in a fire risk. •Ensuring that all fire escapes, emergency exits, doors and walkways are kept clear and free from obstruction. •Adhering to the No Smoking Policy. Engineering Manager Accepts Responsibility for: Ensuring maintenance of all fire safety systems are carried out in accordance with the Fire Safety Policy and internal procedures. •Appropriate signage is in place. •Any equipment purchased or designed for site is considered for its fire safety. •Managing all maintenance/Engineering contractors on site and ensuring site rules are followed at all times. NB each department are responsible for their own contractors. 2. Explain the purpose of following health, safety and security procedures in a business environment. Health, safety and security procedures clarify ‘who’ is responsible for ‘what’.
This ensures that an organisation has a structure to ensure a secure, safe and healthy business environment for everyone and it prevent accident at workplace. Legal reasons: Failure to follow health and safety procedures can result in reprimands, fines, closures and even prison sentences. Organisational rules: If staff or management fail to follow legal requirements, they could be subject to disciplinary procedures. Moral reasons: Employers and employees have a moral obligation to follow health and safety procedures to ensure no one comes to any harm.
Economic reasons: Economic consequences of not following procedures include fines for breaking the law, compensation payments to customers or staff, loss of customers who are aware that health and safety procedures are not being followed, increased costs and, potentially, even the whole organisation being shut down. 3. Describe three different ways of maintaining a safe and secure business environment. By having health, safety and secure procedure make sure that the business environment is a healthy, safe and secure place for everyone. Give all employers uniform and swipe card prevent buildings being entered by unauthorised people.
All employees are search randomly by security officers to minimise burglary/theft. Make sure that no one are under the influence of alcohol or other drugs. Keep things confidentially for example by Not allow computer screens to be seen by unauthorised people or never gossip or share confidential information. Section 3 – Understand how to communicate effectively with others 1. Complete the table below with descriptions of different methods of communication. You should include two verbal, two non-verbal and two written methods of communication. Methods of communication |Description | |Verbal communication |1. Face to face meetings | | |You never interrupt person who speaking | | | | | |2. rief to employees | | |don’t be afraid to ask for a summary if you think | | |you have missed something | | | | |Non-verbal communication |1.
Gestures | | | | | | | | |2.
Eye contact / movement | | | | | | | |Written communication |1. reports | | | | | | | |2. emails | | | | | | | 2.
Using two specific examples, explain how to choose the most appropriate method of communication to meet your needs and the needs of others. With so many communication methods you must choose the most effective option. First you must thing what target audience are. What level of detail will they understand. Second what time we have. How long will take to present all message. How quick people must know this information. And always we must thing about resources we can use to present message (computers, projectors, Microphones, photocopiers etc. ). 3. Describe at least two ways of actively listening.
One way of actively listening is be focus, think if you can repeat what you just heard. Avoid be distracted, disinterested or interrupting people. Make sure you have enough time to receive the information. Another way are questioning what you just heard. Is your responsibility to make sure that you fully understand what is being communicated? The best way is ask questions to clarify information. Section 4 – Understand how to work with and support colleagues 1. Explain the purpose of agreeing standards for your own work. Give at least two reasons. By agreeing work standards, everyone knows what is required of them and those around them.
This allows people to work together effectively. Quality standards is identify how a product or service is fit for purpose. Identify acceptable behaviour in the work environment and agree with behaviour standard. Keeping standards help monitor performance 2. Explain the purpose of taking on new challenges and being able to adapt to change at work. Good businesses constantly improve and adapt to new technologies and challenges. Sometimes, changes are sudden while at other times they can be introduced slowly over time Some changes are require by customers. If company want be on a market must follow customers requirement.
Introduction of new technologies and working practice can help improve performance of work and help protect environment. Also any legal changes affect all businesses for example when max working hours change by law all employers must follow this changes. 3. Explain the purpose of treating others with honesty and consideration. The behaviour of one person is likely to influence another. If you want honest, trustworthy and helpful colleagues, you must behave in the same way towards them. When you honest to people they start trust you, it make people happier. Honesty involves telling the truth and keeping to your word.
You should consider another people’s views, they can bring new things to company. It help people be more motivated, energised and look forward to working. Section 5 – Know how to plan own work and be accountable to others 1. Explain the purpose of meeting work standards and deadlines when completing tasks in a business environment. Clear standards and deadlines encourage people to complete work more effectively. With set up standards customers and clients getting service they expected. Each person has a responsibility to complete their job to a set standard, and if this is not met it has a knock-on effect on other mployees and therefore customer. Deadlines help with completing a task on a time avoid any delays. 2. Describe two different methods that you can use to plan your own work in a business environment. Planning your work is important in a working environment, it help work more effectively. Plan your daily workload and before work we always should prioritise your work appropriately, think what is urgent what is important. Be always preparing for the unexpected; allow a slack in your plans so that changes will not disrupt the entire plan. 3. Describe ways of keeping other people informed about progress and compare their effectiveness.
What are the benefits and drawbacks of each approach? You can use many different communication methods it depends who will be a audience. You can pass a message by business letters, emails, fax, instant messaging, memo, report and briefing. There are many reasons why you should keep people informed of your progress. You must notify the right people if things change and you will pass info it give time to adjust their own plans around these changes. Keeping people informed of progress has many benefits: – Help build better working relationships and more effective working practice. If problems arise, other people can help you solve the problem – Senior managers can analyse the problem Section 6 – Understand the purpose of improving own performance in a business environment and how to do so 1. Explain the purpose of continuously improving your performance in a business environment. It’s important to continuously improve your own performance in a business environment. All businesses want to produce the highest quality goods and services and by improving performance is possible. People who continually improve have greater job satisfaction.
Also people who improve their work can earn more rewards. 2. Describe at least two ways of improving your performance at work. Where relevant, illustrate your answer with specific examples from your own experience. Learn from your mistakes. Sometimes your performance may be a problem. At my company we have audit checks and when we made some amount of mistakes they take off our bonus from us. it encourage us to not make the same mistakes twice. Performance reviews involve taking a systematic look at what an employee does, and allows areas for improvement to be identified.
In my company all managers do a meeting with us in every 6 weeks to inform how looks to our performance. All employees must have minimum 65% if not we getting warning. 3. Briefly describe at least two different types of career pathways that may be available to you. After this course in short term I can develop in my career in my organisation. I can become team leader in my department or higher administrative worker . In long term I would like become HR Manager to get there I need do more training and get some experience. Section 7 – Understand the types of problems that may occur in a business environment and how to deal with them . Identify at least two different types of problems that can occur in a business environment. At work place we can occur two main categories of problem: minor problems and major problems. For example: a lot of colleagues are absent at work and we not able finish task or we don’t have equipment to do task or some equipment are failure. 2. Complete the table below by describing at least two specific problems that can occur at work and how they can be dealt with. |Problem |Dealing with the problem | |1.
Equipment failure |Using own experience try recognise problem if is major problem refer| | |problem to engineers to repair equipment | | | | | | | |2. olleague performance are low |Try speak with colleague and check if the problem isn’t occur by | | |lack of training, try encourage colleague to work more effectively | | | | | | | . Complete the table below by listing at least two problems you are able to deal with yourself and two problems you would need to refer to others to deal with (and how you would refer these problems). |Problems I can deal with: |Problems I would need to refer to others: |How are problems referred to others? | |1. printer run out of ink |1. olleague are without required training |Contact with training department to solve a | | | |problem by direct call or email | | | | | | | | | | | | |2. go to break time later if task must be |2. ome object are block mechanism( long |Contact operation control room for get | |finish earlier |trolleys lane) |permission to take out object or refer to | | | |engineer’s department to solve problem | | | | | | | | | | | | | Once you have completed all 7 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.
