Your Role

Administration Assistant

Your Supervisor

Janet Parker

Your Tasks

Janet has left you instructions to complete 4 tasks -
Task 1 - Appointments
Task 2 - Send and save a fax
Task 3 - NETP Worksheet
Task 4 - Reflection Journal

Task 1 - Schedule manual and electronic appointments

Scenario

Swaggies is holding a sales promotion of new products for all the stores next month. Please enter this in my appointment schedule for the first Thursday of next month. The promotion will start at 3.00 pm and finish at 5.00 pm.

I need you to schedule appointments for all the stores to see me the next day, the first Friday of next month. I want to see each of them individually for 30 minutes, to discuss how Head Office can improve its service to them. As the store representatives are coming to Sydney for the sales promotion on Thursday, there will be no problem with traveling and starting early. You will need to access the database for details of the stores.

Start the first appointment at 9.00 am and I will see four of them, one after the other. Allow me a half-hour break at 11.00 am and then I will see the next three. You can decide on the order of the appointments but please list their full names on the schedule so I know whom I’m seeing next.

In addition, I will be having lunch with the store representatives from 1.30 pm to 2.30 pm in the conference room. This will be followed by a presentation by our General Manager, Steve Parsons. I am expecting this to finish around 5.00 pm, Friday afternoon.

Task

Enter the appointments for me for next month. Access the Appointments Schedule from the General Stationery folder. Proofread for any errors and save this as appointment yourinitials.doc in your personal folder within the Administration Department folder and print, then enter the same appointments into MS Outlook. Give both printouts to me for checking.

Task 2 – Send and save a fax

Scenario

Fax Janet Jones at our Newcastle store and give her the details of the sales promotion on Thursday and her appointment time for Friday. Let her know about the lunch on Friday and the presentation by Steve Parsons.

Task

Access the fax form from the General Stationery folder. Proofread the fax, then print a copy for me to look at before it is sent. Save the fax as salespromotionfax.doc in the Admin Dept folder.

Task 3 – NETP Worksheet

Scenario

I will need you to do some relieving on Reception next week.

Task

Complete the New Employee Training Program Worksheet called NETP-Worksheet AD1.doc. Make a copy of this worksheet from the HR Department’s NETP folder to your personal folder. Follow the instructions given on the first page.

Task 4 – Reflection Journal

Scenario

Finally, I want you to reflect on your own performance to see how your organisational, communication, technical and problem solving skills are developing.

Task

Complete a Personal Reflection Journal entry. This document is located in the HR Department’s Reflection Journals folder. Make a copy of this document to your personal folder, complete and then save as reflection_AD1.doc. Print a copy for your portfolio.