The administration and ICT support function helps a business to run smoothly from day to day. The role of this department has changed over recent years as more of its tasks are now carried out by computers, hence its title of administration and ICT support. The department’s role could cover a number of different tasks that are outlined below.
Clerical work is one of the most traditional tasks of the department. It mainly consists of typing and keeping records. Records must be kept to provide an accurate history of the business’s activities. Filing cabinets used to be the normal method of storage, but they have been replaced in many businesses by databases and other computer programs. Using computers is more efficient as it uses less space and it is easier to retrieve information, however the business must be careful to keep an-up-to date back-up.
Collecting and distributing mail. It is important that the business is able to provide its staff with their mail without delay otherwise orders may be delayed.
Organising meetings. The department is responsible for organising meetings. This will involve inviting the participants, selecting an appropriate venue and keeping a record of the proceedings (known as minutes).
Dealing with enquiries. The department must respond to any enquiries from outside (external) or inside (internal) the business. These enquiries may come in the form of letters, telephone calls, e-mails, faxes or visits to the office.
Cleaning and maintenance must be carried out regularly to provide a clean and safe environment for the business’s staff and customers.
Health and safety checks must be carried out to ensure the company is not breaking the law. The Health and Safety Act of 1974 states that that an employer must ensure the health, safety and welfare of its employees. It covers areas such as machinery, handling and transportation of goods, training and supervision. The Health and Safety Executive was set up by the government to protect employees and customers. The HSE can enter any workplace and order changes to be made.
Security should be provided to ensure the safety of workers and customers as well as protecting any stocks and equipment.
Technical support. The department should provide technical support for software applications (word-processing, payroll, accounts, databases, etc.) and the computer equipment itself.