1.1 Explain how executive assistants support effective management in organisations

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1.1 Explain how executive assistants support effective management in organisations

409 Administration for executive assistants

Learning outcome 01: Understand the skills required by executive assistants

Assessment criteria

The candidate can:

1.1 Explain how executive assistants support effective management in organisations

1.2 Identify the skills required and challenges posed to executive assistants when working

with multiple managers

Amplification of assessment criteria

1.1 Explain how executive assistants support effective management in organisations

1.1.1 Explain the role of the executive assistant and the relationship of the role to

management and organisational aims and objectives

1.1.2 Outline methods used by organisations to measure management effectiveness

1.1.3 Describe the ways in which the executive assistant can contribute to management

effectiveness through activities of communication and coordination

1.2 Identify the skills required and challenges posed to executive assistants when working

with multiple managers

1.2.1 Explain what is meant by management style

1.2.2 Provide an overview of different management styles (autocratic/participative)

1.2.3 Describe suitable methods for dealing with issues arising from different

management styles

1.2.4 Explain key interpersonal skills required by an executive assistant

Learning outcome 02: Understand how executive assistants support organisational

systems and processes

Assessment criteria

The candidate can:

2.1 Describe the factors to be considered when setting up filing systems

2.2 Demonstrate how stock control ordering and purchasing systems operate in

organisations

2.3 Demonstrate how executive assistants support human resources processes

Amplification of assessment criteria

2.1 Describe the factors to be considered when setting up filing systems

2.1.1 Explain how files can be sorted

2.1.2 Describe organisational filing systems and their location for effective and efficient

information storage and retrieval

2.1.3 Explain how cost, space, staff ability, confidentiality, security, data protection,

speed of retrieval, and availability can all influence the type of filing system used

in an organisation

2.2 Demonstrate how stock control ordering and purchasing systems operate in

organisations

2.2.1 Describe the procedural sequence for stock control in organisations that are

organised departmentally

2.2.2 Outline the benefits of using a computerised stock control system within an

organisation

2.2.3 Explain the role of the executive assistant in using stock control ordering and

purchasing systems

2.2.4 Demonstrate the use of the appropriate administrative procedures when using

stock control, ordering and purchasing systems

2.3 Demonstrate how executive assistants support human resources processes

2.3.1 Summarise the activities that human resources processes relate to; recruiting,

interviews, appointments, induction, appraisals and personnel records, what is

meant by these terms and how the executive assistant is involved

2.3.2 Demonstrate how the executive assistant works to support the organisation

strategically and functionally

Learning outcome 03: Be able to support the office environment

Assessment criteria

The candidate can:

3.1 Outline the factors to consider when designing the layout of an office

3.2 Compare the benefits of different types of office environments

3.3 Examine and address the concerns that employees and managers may have over

different working environments

Amplification of assessment criteria

3.1 Outline the factors to consider when designing the layout of an office

3.1.1 Demonstrate the importance of layout so that space is used to the best advantage

and output of work is maximised

3.1.2 Explain the ergonomic and cybernetic aspects of Health and Safety and the role of

the Health and Safety Executive in ensuring that legislation is followed

3.2 Compare the benefits of different types of office environments

3.2.1 Provide a definition of the office and its functions

3.2.2 Outline what is meant by job share, virtual assistants, flexitime, teleworking, and

hot-desking

3.2.3 Compare and contrast these contemporary office environments to the traditional

office

3.3 Examine and address the concerns that employees and managers may have over

different working environments

3.3.1 Explain the advantages and disadvantages of the open plan office

3.3.2 Evaluate measures of effectiveness and efficiency used by organisations in office

environments

3.3.3 Explain the benefits of job rotation, job enrichment and job rotation in improving

working environments

Learning outcome 04: Be able to support business meetings and events

Assessment criteria

The candidate can:

4.1 Explain the differences between meetings and events

4.2 Compare different types of statutory meetings

4.3 Demonstrate how executive assistants contribute to the organisation of meetings events

Amplification of assessment criteria

4.1 Explain the differences between meetings and events

4.1.1 Identify organisational stakeholders and explain why they need communicate

effectively with each other

4.1.2 Outline the role of meetings in promoting effective internal and external

organisational communication

4.1.3 Outline the role of events in organisational promotion and branding

4.2 Compare different types of statutory meetings

4.2.1 Describe what is meant by the following examples of statutory meetings;

inaugural, annual general, extraordinary general, requisitioned and board

meetings

4.3 Demonstrate how executive assistants contribute to the organisation of meetings events

4.3.1 Explain how the executive assistant works with their employer to clarify the

purpose, budget, venue, attendees, delegates, and date of conference

outcome 05: Be able to communicate in the workplace

Assessment criteria

The candidate can:

5.1 Evaluate the appropriateness and effectiveness of different communication channels and

tools within organisations

5.2 Demonstrate how to select appropriate communication channels and tools within

organisations

5.3 Demonstrate how clear use of language support effective communication

Amplification of assessment criteria

5.1 Evaluate the appropriateness and effectiveness of different communication channels and

tools within organisations

5.1.1 Analyse the needs of the audience is various organisational situations

5.1.2 Evaluate communication tools appropriate to various audiences

5.1.3 Explain why vertical, lateral or networked communication channels may be used

within organisations

5.2 Demonstrate how to select appropriate communication channels and tools within

organisations

5.2.1 Chose and apply the appropriate communication tools in a variety of practical

organisational situations

5.2.2 Select and use the appropriate communications channels in practical

organisational situations

5.3 Demonstrate how clear use of language support effective communication

5.3.1 Use the vocabulary relevant to the content of a range of communication and

appropriate to their audience

5.3.2 Avoid ambiguity in communication using the correct grammar (e.g. word order,

prepositions, tenses, punctuation, etc.)

Learning outcome 06: Be able to support projects

Assessment criteria

The candidate can:

6.1 Explain the key stages of projects

6.2 Discuss the main reasons causing projects to fail

Amplification of assessment criteria

6.1 Explain the key stages of projects

6.1.1 Explain the importance of identifying need, analysis of options, implementation,

evaluation and future actions

6.1.2 Explain the importance of being able to identify the link between projects and

overall organisational aims and objectives

6.2 Discuss the main reasons causing projects to fail

6.2.1 Explain the factors that cause projects to fail including experience of project

managers, availability of resources, lack of clear objectives, and poor performance

by suppliers, and how these factors can be managed

Learning outcome 07: Understand the importance of managing diaries effectively

Assessment criteria

The candidate can:

7.1 Demonstrate how good diary management supports effective time management

7.2 Analyse the relationship between project management and diary management

Amplification of assessment criteria

7.1 Demonstrate how good diary management supports effective time management

7.1.1 Describe the boundaries of responsibility in respect of diary management within

an organisation

7.1.2 Demonstrate how to simultaneously manage several staff diaries including

electronic diaries within an organisation

7.1.3 Explain how the executive assistant acts as a gatekeeper and organiser for senior

staff within an organisation

7.2 Analyse the relationship between project management and diary management

7.2.1 The role of the executive assistant in assisting with project management through

arranging and recording meetings, diary management, and providing channels of

effective communication between parties

7.2.2 Explain models and technologies used to promote effective diary management

(initial planning, Gantt charts, stage reviews, hard and electronic diaries, actions to

be taken in the event of rescheduling)