Administrative Assistant Duties and Training Topics

Posted on Dec 31, 2023 in English

TEMA 2

• Will talk to clients phoning the company. TRUE.
• Will write letters to people on the mailing list. FALSE.
• Will sometimes be in meetings. TRUE.
• Will work every weekend. FALSE.
• Must have a university degree. FALSE.
• Must know how to type. TRUE.

1. Who would like to order the equipment? MR PRESTON.
2. Has he ordered equipment from this company in the past? No, he hasn’t.
3. How many filing cabinets does he need? The filing cabinet 10.
4. How much does one shredder cost? 177,22.
5. What type of photocopiers does he need? Black and white.
6. What special offer will he get if he confirms the order on 23rd December? Discount of 15% on the order.

TEMA 3

• The employees don’t know how to use the voicemail service because it’s new.
• Kim is going to teach them how to use the voicemail service.
• The training sessions won’t be very long.
• They are going to learn how to save messages.
• Each employee is going to get a personal access number to use.
• If employees have got any problems, they should contact for Lucy Forbes.

1. Employees must click three times on the company icon to log into the intranet.
2. Employees need a company icon to log into the Intranet. A username and password.
3. For increased security, this is a good password: 34AZL8. Accept all logical answer.
4. You can share your password with your boss. Musn’t.
5. You can use the Internet and the company Intranet at the same time. The different times.

TEMA 4

1. What is the first thing to do after opening the mail? Stamp each document with the correct date.
2. How does the company keep track of its incoming mail? Document the mail in the mail log.
3. Which department or person should the following go to?
   1. A letter saying, The paper often gets jammed in the printer. Customer service.
   2. An envelope marked Confidential for Mrs Holmes, Managing Director. Mrs Holmes.
   3. A letter saying, I’ve completed my Masters in Engineering. Human resources.

4. The name of the company sending the goods is DLT Electronics.
5. The recipient is located in Birmingham UK.
6. The goods were collected by a courier on 2/2/13 at 11:00 am.
7. The packages contain computer ports.
8. All the packages together weigh 17,9 kg.
9. Item 3 is 12 cm long and 8 cm high.
10. The special instructions on the packages say: keep dry and keep away from heat.
11. The goods reached their destination on 3/2/2013 at 4 pm.

TEMA 5

• The shipper specialises in sending full containers. TRUE.
• The shipper can send containers to other continents. TRUE.
• It is impossible to track the shipment. FALSE.
• The shipper will pick up the containers in Hastings. FALSE.
• The name of the vessel carrying the containers is listed. TRUE.
• The shipper only offers one size of containers. FALSE.

1. The company specialises in connecting Asian exporters with buyers from other continents. Connecting buyers with Asian Manufactures.
2. It looks for exporters that match your needs. In finding reliable supplies to match your requirements.
3. Its employees meet the exporters to check their work. Arranging meetings with suppliers to ensure their professional standards.
4. It offers help in reaching agreements. Assistant in negotiations.
5. It helps in arranging transport of goods. And shipping arrangements.
6. It will help you save money when you do business. Minimize cost, means cheaper business.

TEMA 6

1. Answer calls quickly. Always answer a call before the third ring.
2. Identify yourself to the caller. Greet callers by introducing yourself and your organisation.
3. Don’t put a person on hold without asking the person if it’s OK. Always ask for permission to put a caller on hold.
4. When you transfer a call, say whose call you are transferring. Tell the caller who you’re transferring him/her to and announce the caller to that person.
5. When you take a message, write down when the person called. A message must include the date and time of the call.
6. Give the caller all the requested information before finishing the conversation. Before ending the call, make sure you’ve answered all the caller’s questions.

1. The most urgent message is the one for. Anne.
2. The least urgent message is the one for. Bert.
3. Kate’s Kitchenware want a. A copy of the contract.
4. ELG Electronics would like more. Products.
5. Robert leaves Bert a phone number in case. It’s urgent.
6. Mark wants to talk to Denise about. Delivery of the computer equipment.
7. Emma wants to talk to Bill about. The quotes she received.
8. From 13:00 to 14:30, Bill won’t be able to. Contract speak to Emma.