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1 MADRAS COLLEGE FACULTY OF TECHNOLOGIES DEPARTMENT OF BUSINESS AND ENTERPRISE NATIONAL 5 Administration & it Course Information

2 COURSE AIMS AND STRUCTURE The course aims to enable learners to: develop an understanding of administration theory in the workplace; develop a range of IT skills and use them to perform administrative tasks; acquire organisational skills in the context of organising and supporting events. Administration cuts across all sectors of the economy and offers wide-ranging employment opportunities. The N5 course provides learners with experience of real-life administration tasks and engaging practical activities relevant to the world of work. This course is split into 2 areas of study: Administration Theory IT Applications ADMINISTRATION THEORY The purpose of this Unit is to give learners a broad introduction to administration in the workplace. Learners will develop an understanding of key legislation affecting both organisations and employees, the benefits to organisations of good customer care and the skills, qualities and attributes required of administrators. The Unit will also enable them to apply this understanding in carrying out a range of administrative tasks required for organising and supporting events. IT APPLICATIONS The purpose of this Unit is to develop learners skills in IT, problem solving and organising and managing information in largely familiar administration-related contexts. Learners will use the following IT applications to create and edit business documents. Word processing Spreadsheets Databases Presentation software Desktop publishing Communication applications ( , e-diary) The Unit will allow emerging technologies to be incorporated so as to ensure that its content remains current and relevant. 2

3 COURSE ASSESSMENT Assignment 3 hours 70 marks The assignment will be a closed book assessment completed under supervised conditions in class over a period not exceeding 3 hours (excluding printing time). Question Paper Candidates will work through a series of planning, support and follow-up tasks related to an event or business. The assignment will give learners the opportunity to demonstrate the following: using advanced IT functions in word processing, desktop publishing and presentation software to produce and process information; skills in using technology for investigation; skills in using technology for electronic communication, taking account of the context, audience and purpose of communication; skills in problem solving; administration theory. A to-do list will be provided to assist candidates in completing all tasks and submitting required printouts. 2 hours 50 marks This will be completed under controlled conditions during the scheduled SQA exam diet. The time allowed will be 2 hours (excluding printing time). The question paper gives candidates the opportunity to demonstrate: Use of IT functions in spreadsheet and database applications to process and produce information; Problem-solving abilities; Knowledge and application of administration theory. 3

4 National 5 Administration & IT Skills, Knowledge and Understanding Administration Theory in the Workplace Role of Administration o Tasks undertaken by an Administrative Assistant o Skills of an effective Administrative Assistant o Personal qualities of an effective Administrative Assistant Customer Care o Key features of good customer service o Benefits of good customer service o Impact of poor customer service Health and Safety o Features of current health and safety legislation o Use of induction training o Employee/employer responsibilities in the workplace o Measures taken to reduce hazards o Completion of relevant documentation Security of people, property and information o Measures taken to ensure the security of employees o Measures taken to ensure the security of property o Measures taken to ensure the security of information (electronic and paper-based) o Features of current legislation The Internet as a source of information o Features of reliable Internet sources o Benefits of using reliable Internet sources o Consequences of using unreliable Internet sources File Management o Features and benefits of good file management o Consequences of poor file management Corporate image o Features and benefits of a positive corporate image o Consequences of having a poor corporate image Electronic communication o Methods/features/uses o Benefits of different methods 4

5 IT Applications - Spreadsheets I can use the following functions: o Sum o Max and Min o Count/Countif o Average o IF I can apply the following formats to cells: o Text alignment/orientation o Different fonts/styles/sizes o Currency/date/number/percentage o Border and shading I can: o Use a 3D formula, linking data between worksheets o Use an absolute cell reference or named cell to create a more complex spreadsheet formula I can sort data in a spreadsheet: o On one or 2 criteria/column I can create the following charts using data in both adjacent and non-adjacent cells/columns: o Pie chart/column chart/line graph o Label charts accurately and meaningfully I can print worksheets/charts: o On one page o Omitting rows/columns o Showing gridlines and/or row and column headings o Separately or embedded (charts only) o In value and formula view o In portrait and landscape view I can integrate spreadsheet data with a word processing document (dynamic link) I can integrate data into a word processing document using mail merge I can action and delete comments contained in a worksheet 5

6 IT Applications Using a Relational Database I can create and populate a relational database, selecting appropriate data types for each field: o Input and edit data making use of forms o Alter date format and decimal places o Add and delete fields/records I can search a database for information using: o Filter by selection o Advanced filter/sort o Query (on one or two fields) o The following operators: <, >, and, or, not, between, <=, >= I can sort a table or query: o On one field o On 2 fields o In ascending or descending order I can: o Format font, row height or column width o Change background and gridline colour o Hide and unhide columns I can present information in a report, to a professional standard: o Including selected fields from a table or query o Sort/group data o Insert a report header or footer o Insert graphic/logo o Print on one page, ensuring all data is visible I can create a simple database form: o Including selected fields from more than one table o Edit data in a form o Insert a form header or footer o Print selected records, ensuring all data is visible I can create address labels from a table/query: o Using correct address layout o Sort in alphabetical order I can integrate data from a database (query or report) into a word processing document I can integrate data into a word processing document using mail merge 6

7 IT Applications Word Processing/Desktop Publishing I can create a business letter using correct house style: o 1-2 page letter with tear-off slip I can create a business report using correct headings and house style I can use mail merge to integrate data into a letter or report I can integrate data from a spreadsheet (eg chart) I can edit a business document, applying house style: o Select and change font style and size o Set margins o Insert, delete and move text o Carry out manuscript corrections o Apply text formats (bold, italics, underline) o Align text: left, right, centre, justify o Set and change line spacing o Set and modify tab stops o Search and replace text o Apply bullets and numbering, customising where necessary o Insert, format and resize graphics o Insert header/footer with name, date, time and filename o Use spellchecker o Shade and border text o Indent paragraphs o Insert appropriate page breaks o Page numbering o Change page orientation (portrait/landscape) When using tables, I can: o Insert, delete and amend data o Add and delete rows o Merge cells o Rotate text within cells o Insert borders around a table and individual cells o Alter text alignment o Shade cells o Insert formulae to perform calculations (sum and average) I can print: o A completed document or specified pages only o A merged document showing merge fields o A merged document for one customer/employee etc I can use built-in templates o eg business cards, name badges, certificates I can action and delete comments before printing 7

8 IT Applications - Using Internet websites to search for business information I can use an Internet browser: o Use search engines o Navigate websites using hyperlinks o Copy information from a web page to a word processing document or presentation o Use favourites/bookmarks o Print information and/or an extract of information IT Applications Presentation Software I can create new presentations or amend existing ones by: o Inserting, deleting and editing text o Using various text formats (bold, italics, underline) o Inserting/deleting a graphic o Bullets and numbers o Adding/deleting slides o Animating text/objects o Changing slide order o Applying slide transitions o Importing data from other applications o Applying and changing background or apply design template o Inserting action buttons o Using the slide master o Printing as handouts or individual slides IT Applications and E-diary I can use Electronic Mail: o Open and read mail o Compose new mail incorporating correct layout (opening, subject and closing) and etiquette/formality o Use the reply feature o Mark s as urgent o Attach a document to an o Create a contact group o Create an electronic signature I can use an Electronic Diary: o Schedule an appointment o Set a reminder o Schedule a recurring appointment/meeting o Record daily tasks/create to-do list o Print the calendar in daily, weekly and monthly view 8

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