National 4 and 5 Administration and IT Notes

These flashcards cover essential topics from the National 4 and 5 Administration and IT notes, focusing on administrative tasks, skills, legislation, security, health and safety, customer service, and electronic communication.

What are the main areas of administrative tasks in a business?

Customer service, health and safety, security, handling information.

What do effective administrative skills include?

Information technology skills, organisational skills, problem-solving skills, interpersonal skills.

What is the purpose of a skill scan?

To assess current skills, set realistic targets, review progress, and motivate employees.

What should a job description clearly identify?

Tasks and responsibilities of the job.

What are the essential categories in a person specification?

Essential qualities and desirable qualities.

What risks does security in a business aim to minimize?

Fire, flood, theft, accidental damage, and malicious damage.

What are some features of physical security systems?

Reception controls, ID badges, security patrols, CCTV, alarms.

What does the Data Protection Act 1998 regulate?

How data about living individuals is held and processed.

What principles does the Data Protection Act state about personal data?

It must be collected legally, for a specific purpose, adequate, accurate, secure, and accessible.

What constitutes copyright infringement under the Copyright, Designs and Patents Act?

Giving, making, or renting copies of software without permission.

What are the primary offences under the Computer Misuse Act 1990?

Accessing computer material without permission, with intent to commit further criminal offences, and altering data without permission.

What responsibilities do employers have under the Health and Safety at Work Act 1974?

Provide a safe workplace, ensure safe methods, and maintain equipment.

What is required from employees under health and safety regulations?

Take responsibility for their own safety and cooperate with employers.

What are the reporting requirements under RIDDOR?

Employers must report certain injuries, diseases, and dangerous occurrences to the Health and Safety Executive.

What are some training areas for good customer service?

Creating a positive image, effective communication, and professional service.

What are the consequences of poor customer service?

Loss of customers, damage to reputation, and decreased sales.

What legislation protects consumers' rights regarding false claims?

Trade Descriptions Act 1968.

What is the purpose of file management?

To ensure efficient naming, storing, and handling of files.

What does corporate image refer to?

How a business presents itself to the public.

What are some advantages of electronic communication?

Facilitates information flow, accelerates decision-making, and creates shared environments.

What are the potential consequences of electronic communication?

Wasted time, loss of meaning, and need for training.