Admin Services Int 2 - Outcome 21 Outcome 2 Outline factors affecting the administrative assistant in the work environment Working practices and benefits to employees Contract of employment Other relevant legislation Health and safety issues Common security measures

Admin Services Int 2 - Outcome 22  Full-time - usually 9 to 5, Mon to Frid.  Part-time - eg 3 days, paid pro-rata  Flexi-time - everyone in at core time, can choose when to start/end but must make up weekly hours (Can have flexidays)  Job share – one job shared between 2 (or more) Working Practices

Admin Services Int 2 - Outcome 23 Working practices and benefits to employees 9 to 5 Flexible Employees - benefit? help improve their work–life balance more satisfied and motivated at work, they are happier, healthier, have improved concentration at work reduction in stress

Admin Services Int 2 - Outcome 24 Working practices and benefits to employees Employers - benefit? increased job performance and productivity lower staff turnover (in other words, staff will stay with the organisation for longer) which in turn will reduce recruitment and training costs ability to attract a wider range of applicants and the right calibre of employee lower absences

Admin Services Int 2 - Outcome 25  Homeworking – people can work at home  Teleworking – work on the road (sales)  Hot desking - don’t need own desk but some spare desks available in office if you do need it temporarily. Working Practices  Due to ICT developments

Admin Services Int 2 - Outcome 26 Employers must give employees: who are employed for one month or more a written statement of their terms and conditions of employment and their rights as employees. a contract of employment within two months of the employee starting work. Contract of employment

Admin Services Int 2 - Outcome 27 name and address - employer and employee title of the job + date when employment began (and, if applicable, end) hours of work rate of pay (or the method), when payment is made (weekly or monthly) and the dates of any increases holiday entitlement conditions relating to sickness benefit, pension schemes Explanation of disciplinary rules and procedures and grievance procedures period of notice that the employee must give and is entitled to receive Features of a Contract of employment

Admin Services Int 2 - Outcome 28 Permanent – no end date, seen as a ‘safe job’ Temporary – does not last long, can be used as a ‘trial’ or ‘probation’ period to vet new emp’ees Fixed term – has end date, can be end of a project Full-time – normally 41 hours a week Part-time – less than 41 hours a week Types of contract:

Admin Services Int 2 - Outcome 29 Working hours – eg a 20-minute rest break after 6 hours, one day’s rest in a week Period of notice - after 4 weeks of unbroken service – at least one week, 2 years – 2 weeks etc (up to 12 weeks) Redundancy - Employees are entitled to a period of notice and redundancy pay Unfair dismissal - can appeal to an industrial tribunal. Legal rights

Admin Services Int 2 - Outcome 210 Induction training – must give as part of H&S Health and safety policy statement – sets out the steps, arrangements and systems the company has in place to ensure it is following health and safety legislation. Health and safety issues

Admin Services Int 2 - Outcome 211 Employers’ responsibilities - provide and maintain suitable surroundings, information and training, protective clothing and equipment if necessary, prepare a health and safety policy Employees’ responsibilities - take reasonable care for their own safety and others, cooperate with employer, do not interfere with or misuse equipment. Health and safety issues

Admin Services Int 2 - Outcome 212 Accident report form Accidents should be entered into an Accident Book or an Accident Report Form. For all cases of accident or injury - submitted to the Safety Officer. Serious accidents, by law, must be reported to the Health and Safety Executive who will investigate the matter. Accident reporting Health and safety issues

Admin Services Int 2 - Outcome 213 Staff entry and movement - intercom and/or security doors, identification passes Visitors - report to reception on arrival, reception at the main entrance and constantly staffed, other entrances should be minimised, visitors’ passes to be issued and displayed and returned, visitors should not be left unsupervised Common security measures

Admin Services Int 2 - Outcome 214 Access to information and technology - passwords (not obvious and regularly changed), use of read-only files, virus-screening, use of locked rooms, filing cabinets and computers, confidential documents should be discarded appropriately. General security measures - CCTV, a register of serial numbers of computers and the use of ultra­ violet markers to identify equipment. Common security measures

Admin Services Int 2 - Outcome 215 Offices, shops & Railway Premises Act 1963 Covers; cleanliness, lighting and heating, prevention of overcrowding, toilets, drinking water, etc Legislation Health and safety issues

Admin Services Int 2 - Outcome 216 Health & Safety at Work Act 1974 Employees: take reasonable care of safety of self and others, co-operate with employers on safety matters, do not interfere, misuse equipment Employers: provide and maintain suitable surroundings, provide H & S info and training, provide protective clothing and equipment if necessary, produce a health and safety policy Legislation Health and safety issues

Admin Services Int 2 - Outcome 217 Fire: Fire Precautions (Places of Work) Regulations 1995 – fire equipment, exits, drills, etc Visual Display Unit: Health & Safety (Display Screen Equipment) Regulations 1992 – adjustable seating, vdu, breaks, eye tests, training First Aid: Health & Safety (First Aid) Regulations 1981 – first aider, kit, arrangements Current legislation Health and safety issues