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Starting in the Office: A Pack of Office and Reception Assignments PDF

157 Pages·1989·15.693 MB·English
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Preview Starting in the Office: A Pack of Office and Reception Assignments

0 0I. __ _ ___. '---------~ Macmillan Modern Office Series Editor: Christine Simons 231741?l7N(j IN THE OFfiCE of 14 P4ck Office and ABB/gHHtelftB ~ceptlon 8tudeHt813ook .___ ____ ____.]] Jay Barnes M MACMILLAN Titles in the Macmillan Modern Office Series Count on Confidence: The Way into Personal Effectiveness Chisholm Elementary Exercises in Word Processing - Students Book, Teacher's Book Brown & Tiffney English Language Skills Hughes Integrated Assignments in Secretarial, Office and Business Procedures Pack McFetridge Quickly into QWERTY Hughes Starting in the Office Pack Barnes Easily into . . . dBase III Plus Gosling dBase III Plus Programming Gosling (Exercise disks available) DisplayWrite 4 Gosling DisplayWrite 4 Advanced Features Gosling DOS Gosling (Exercise disks available) LocoScript for the Amstrad PCW Rogers Lotus 1-2-3 Gilligan MultiMate Advantage II Gosling MultiMate Advantage II Advanced Features Gosling SuperCalc 4 Gosling SuperCalc 4 Advanced Features Gosling (Exercise disks available) WordS tar Simons WordStar 1512 Gosling WordStar 2000 Simons WordStar 2000 Advanced Features Simons ©Jay Barnes 1989 All rights reserved. No reproduction, copy or transmission of this publication may be made without written permission. No paragraph of this publication may be reproduced, copied or transmitted save with written permission or in accordance with the provisions of the Copyright Act 1956 (as amended), or under the terms of any licence permitting limited copying issued by the Copyright Licensing Agency, 33-4 Alfred Place, London WClE 7DP. The purchaser is licensed to copy, for educational use only and within the purchasing institution only, all the loose-leaf pages. Any person who does any unauthorised act in relation to this publication may be liable to criminal prosecution and civil claims for damages. First published 1989 Published by MACMILLAN EDUCATION LTD Houndmills, Basingstoke, Hampshire RG21 2XS and London Companies and representatives throughout the world British Library Cataloguing in Publication Data Barnes, Jay Starting in the office. 1. Office practices I. Title 651 ISBN 978-0-333-43810-7 ISBN 978-1-349-09395-3 (eBook) DOI 10.1007/978-1-349-09395-3 To Geoffrey iv 0 CONTENTS Skills Covered vii Acknowledgements viii Introduction For Students ix Assignment No. Subject Assessment 1. The Beginning Finding the way Map instructions 1 Note-making Discussion; note- making. Notes from TV programme Library exercise Library exercise Library booklet Designing library booklet 2. First Things Choosing priorities Listing items 9 First Action messages Messages cleared Note to office Memorandum manager Simple letter of Letter and request envelope 3. Communication Problem identification Discussion 33 Using The Passing information Message taken Telephone (orally) Passing information Message form (written) Telephone errors Discussion List of errors Correct tel. mes. Obtaining information List Technique comparison Discussion Ansap hone Tape message Telemessage Exercise Telex Exercise 4. Getting On How to get on with Discussion 49 With People At colleagues Work Problems of Discussion newcomers 5. Planning An Office trip Poster design 57 Office Outing Getting across Diagrams for London directions etc. Difficult situations Discussion Accounting for Memorandum money Account of trip Typed report v 6. In-tray In-tray exercises: Telephone call 63 Exercises Memo and milk bill Instructions Mail room memo Letter of Memo and order complaint and form envelope Memo (post codes) Post code research Memo re meeting Telephone call and message Stationery design Memorandum Telemessage Telemessage 7. Safety In The Office safety Report 75 Office Incident! Explanation Form design Accident form Informing/persuading Poster design Reporting accidents Report Statistics Graphs and para. 8. Being A How to complain Tel. calls 85 Customer Letters of complaint Abbreviations Discussion How to find out Notes from lecture your rights Agencies to help Research report 9. Meetings Meetings: Training Notice 91 Office Agenda Experience Discussion or work Notes placement Report 10. Reception Reception duties Research 97 Duty Receptionist Description Reference books Description Reception duties Callers' log Reception duties Form selection and completion Reception duties Role play Reception duties List 11. Getting A Job Skills and personal Completion of grid 101 qualities grid Job advertisement Comprehension Job vocabulary Comprehension Job application Telephone Call Job application Application form completed Interview Simulated exercise cv Typed CV Stationery 121 Index 126 vi ...J <( ~--------------------- i= ~ ~---------------------- a: ~ ~---------------------- w a: ~---------------------- ...J <( a: 0 1- (.) a.. 81S30 !1'.11:10:1 Sl:l311'v'~ 8NI/\13~3l:l ...J S11'v'~ '13.1 8NI>I'v'W <( a: A'V1d 3101:1 ::J <( '.::1 NOISSnJSIO <( a: 0w 0 S38'v'SS3!1'.1 a: w S11'v'~ '13.18NI/\13~31:1 > 0 (.) en ...J 8NISI.lii:IOII:ld ...J e~n S38'v'SS3!1'.1313.1/X313.1 8NI>I'v'W-3.10N wnaNVI:IOW3W z 1:13.1.131 1w: ~----------------------1---- O:INI :10 1:13:1SN'v'l:l.l a: ~--------------------~r-~~-- == NOI.ldll:l~SN'v'l:l.l NOI.l31d!I'.IO~ !1'.11:10:1 8NI/\10S !1'.131801:ld 38Vn8NV1 .ld'v' >- 1ezn- (zz.!) !=Jz:::=:ao~:: z<(Zi(=.!) 0uu .. 1:0z: J- 0a- ,l w z 01- (.!)::J z en 0 <( :(z:.?! ); (aw.!l) (zi.!=w)<~( zZzO~ 1>w-- (zi.=!) iaw=.. (z~.! ) ~<( 1Jw...:-: 1o(W.r!i- )aw0.. o.a<..r..(iJ .UUO.. u<,e..n.(.: aawlj a:ww:?i; 0(aw.:) .(w...!:) vii 0 ACKNOWLEDGEMENTS The author wishes to acknowledge the support and encouragement of colleagues, especially Ray Linforth and Alan Harding. Thanks are due to Jo Reid for permission to use her HCT application form, to Margaret Morgan for permission to use the career interview evaluation form and to Sue Lemon for her excellent Library exercises, which are to be found in the accompanying Teacher's Book. Thanks are also due to my ever-patient Receptionist/Clerical Studies Students, who tried out ideas for me. Note The idea of HCT Holdings Ltd was worked out in the summer of 1979 by Veronica Nethercott, Tom Taussik and the author. She gratefully acknowledges their kind permission to use her extended version in this text-book. viii 0 INTRODUCTION FOR STUDENTS This text-book's aim is to give you an idea of the work someone in an office might do. It is designed to provide you with a variety of tasks to undertake and is set out in a series of assignments linked by three themes: e Your work as a student which needs organisation and planning. e Your role as a citizen with rights and responsibilities, which you need to be aware of. e Your future employment as a clerical worker, which the assignments in this book should help you to understand. Remember, if you do not understand something, no matter how trivial you think it may be, please ask your lecturer. He or she is there to help you. e Good luck with your Course. ix

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