Academia.eduAcademia.edu

Unit 19

BUSINESS ADMINISTRATION APPRENTICESHIP LEVEL 2

Unit 19 1.1: Describe organisational policies, procedures, and levels of authority in maintaining office equipment Here at CooPe Ltd I am the person responsible for maintaining all of the office equipment, making sure that it’s all up to our office standard. This includes making sure that it all works correctly with no issues, for example, that the printer is still working and the trey isn’t broken. This also includes making sure that we still have enough supplies such as ink and paper so that people can definitely use the equipment when the need to. I also have to turn all of the machines off at the end of the day checking that they all still have enough ink in and that there is no paper jams. 1.2: Describe how to use different types of office equipment In our office we have three printers, an A4 printer, an A3 printer and an A0 printer which also does A1. The A4 and A3 printers also have scanners in. other than that the only other equipment that we have is the general standard equipment that you would find in an office such as a shredder, telephones, a TV, and laptops/computers. Using a computer/laptop – First you need to make sure that the device is plugged in, and then turn it on. Then check that you are connected to the network and log on. Then you can do whatever you need to do on your device. Using a printer – First you need to make sure that the printer is plugged in, and then turn it on. Then check that there is ink and paper in the printer (usually it comes up on the screen if there isn’t any). Then you go onto your device, send the document that you want to print to the printer by clicking print, and then it will print. Using a photocopier – First you need to make sure that the printer (as it is a printer and photocopier) is plugged in, and then turn it on. Then check that there is ink and paper in the printer (usually it comes up on the screen if there isn’t any). Then you put the document either in the document feeder or on the flatbed and press copy or scan onto your device, and then it will print/scan into your local device. When using the document feeder be sure to make sure that you take off any staples or use the flat bed instead. Also when using the flat bed, place the document applicable o sizing as shown inside and then close the lid. Using telephones – The telephone needs to be plugged into the landline connection and plugged into the mains so that it has power. Pick up the phone when answering calls and when making calls, when making calls, once you have picked up the phone, dial in the number that you want to call on the buttons and then the phone should start ringing. To hold press the hold button, the press the line its held on to bring the call back. To transfer the call press transfer, more, then transfer again (second transfer will be shown on the screen don’t press the transfer button again). To hang the call up, just put the phone down. If you want to make a hands-free call, type in the number you would like to call, press the loud speaker button and then it will ring. To hang up a hands-free call press the plain phone button. Using a television – First make sure that the TV is plugged in at the mains. Then find the remote. You can turn on the TV and watch normal programmes, or you can connect a HDMI cable from your device to the TV to display things from your device on the TV for example when you are holding a meeting. Using a shredder – First you want to gather all of the papers that you want to shred and remove any staples that are in the papers. Then you want to turn on the shredder at the mains plug where it should be plugged in at. After this, make sure that there is no hair or ties hanging over the machine whilst doing so for your own safety, this includes bracelets or even sleeves (anything that could get caught). Then put the paper into the shredder and it will shred. Once finished turn the shredder off. 1.3: Explain the reasons for following manufacturers and organisational instructions when operating equipment There are instructions when handling equipment for a reason. Ad it is a very good reason. It is so that you not only prevent damaging the machine itself, but also so you keep safe. For example, making sure that you are safe with drinks around electrical equipment as if you spill a liquid on an electrical device it will break it and it may even spark which is where you could harm yourself. It is also important to follow the manufacturers and organisational instructions when operating equipment because it means that there is more chance of the equipment lasting longer. For example, if you scan a document using the document feeder when it has a staple in, there is a high chance that the glass and/or laser will be scratched and therefore damaged and won’t do its job properly. 1.4: Describe the types of equipment faults likely to be experienced and the correct way of dealing with these When using equipment, it is likely that you will find a few faults occur now and then. One of which would be a paper jam in one of the printers. If this was to happen you do NOT pull the paper back out. You should open the cover and pull the paper through in the direction that it would be pulled through by the printer its self. This is because it is designed to only go through one way so by trying to pull it back out it could damage the paper and even the machine. Another one that you may come across is issues with internet connection. In this modern day and age, we are used to having a wireless internet connection. But this doesn’t always 100% work. If you lose internet connection this means that you can’t contact clients or employees through email or skype, you won’t be able to connect to the printer or scanner and in our case at CooPe Ltd, you can’t access the shared files as we run this through a company that requires internet to work as it uses ‘the cloud’. To resolve this usually turning the internet off and on will help. If that doesn’t work then you can try deleting the internet from your devices memory, then reconnecting. After doing so if this doesn’t work, then you should check that there aren’t any updates that need doing on your device as this can disrupt the harmonious flow that you have when using your devices. Again, if this doesn’t work then call your internet provider and ask for advice and if need be then you can arrange for them to come out and take a look. BA L2 U30 Diploma Resource 12/16 V1 LJ