Дистанційне навчання 10-A (20.03.2021)
Lesson
Saturday, the twentieth of March
Theme: organization of professional activity of
office workers: work schedule, responsibilities of employees
Employees
– your responsibilities
As
an employee, you have a 'duty of care' responsibility for safety and health at
the workplace, your 'duty of care' means that you must:
·
work safely to ensure your own safety and
health;
·
make sure your actions do not cause injury
or harm to others;
·
follow your employer's instructions on
safety and health – ask for assistance if you do not understand the
information;
·
take care of any protective clothing and
equipment in the way you have been
instructed and report any concerns about it;
·
report any hazards, injuries or ill health
to your supervisor or employer; and cooperate
with your employer when they require something to be done for safety and health
at the workplace.
What
Does an Office Staff Do?
An
office staff is an individual employed as a clerical worker in an office.
His/her job description entails providing assistance to his/her superior
officers on assigned duties.
The
office staff should be well groomed in clerical occupations with good
understanding of office management practices.
He/she
will perform various office tasks and should be disposed to carrying out any
clerical duties assigned in accordance with the particular office procedures.
The
role of the office staff also includes filing document and performing office
machine operations.
Other
duties and responsibilities include stenography, word processing and typing,
bookkeeping, and answering of telephones.
He/she
is expected to be knowledgeable in as many of these skills as possible.
The
work description of most office staff also involves maintaining all operations
in the office.
He/she
is involved in distributing and receiving communication on behalf of the
superior officer who might be the office manager.
He/she
should maintain all the equipment and the supplies in the office.
Additionally,
the office staff is the one customers would likely meet first when they walk
into the office, therefore, he/she is expected to serve the customers in line
with laid down regulations.
The
office staff receives and mails correspondence on behalf of the superior
officer. He/she also maintains all office supplies to ensure the office is well
provided with all required equipment.
Other
duties and responsibilities in the office staff’s job description include
checking office stock as well as all expediting orders.
He/she
verifies receipts and also delivers all required supplies to the appropriate
work stations.
The
office staff is also saddled with the responsibility of completing all
preventive maintenance procedures, and also troubleshooting any failure
experienced in equipment.
They
are required to monitor operations of equipment too and also purchase meter
fund.
They
provide necessary back up for receptionists and help to answer questions related
to operation of the office.
They
also help in forwarding messages and confirming orders made by customers.
They
help in enhancing the reputation of the organization they work with; they do
this by executing various tasks and requests.
They
also explore various opportunities in order to add more value to the results of
the jobs they do.
Office
staff are involved in planning meetings for their superiors, and will need to
have good attention to details, as well as strong knowledge of various
office-related tasks, including the use of information technology.
He/she
should have good knowledge of both the hardware and software components of
computers.
He/she
is expected to prepare the agenda for any official meeting. Aside this, he/she
should also be in attendance at such meetings.
He/she
should oversee the transcription and recording of the minutes in such meetings.
Office
Staff Job Description Example
The work of an office staff entails various duties,
tasks, and responsibilities and is well described by the job description
example provided below:
· Disburse,
count, and collect money on behalf of the office
· Complete
all banking transactions and also carry out basic bookkeeping
· Communicate
with individuals related to his/her work, like the employees and customers
· Explain
or disseminate information to other office personnel
· Address
all complains and also take orders from superiors
· Take
messages, direct calls, and answer telephone calls
· File,
sort, copy, and compile records on various activities, like business
transactions and office activities
· Mail
and complete checks, invoices, policies, contracts, and bills
· Operate
and maintain machines in the office, like personal computers, voice mail
systems, facsimile machines, scanners, and photocopiers
· Proofread,
record, and compute various information
· Update
and maintain database, mailing, inventory, and filing systems, either by using
computers or manually
· Route,
sort, and open incoming mails
· Prepare
outgoing mails and also answer correspondence
· Run
errands and also deliver messages
· Order
services, supplies, and materials
· Arrange
appointments, manage calendars, and complete work schedules.
1.
Read the information about the main
responsibilities of office workers.
2.
Do Exercise 1
Homework
Write a dialogue about
the distribution of duties between company employees before an important
meeting.
