FACULTY OF TECHNOLOGIES

DEPARTMENT OF BUSINESS AND ENTERPRISE

National 5 Administration and IT

Administrative Practices

Theory Booklet

Name:

1

The Role of an Administrative Assistant

Task 1

What do you think are the main tasks/duties carried out by an admin assistant?

What is a job description is and why it is used?

What do you think are the skills required of an admin assistant?

What do you think are the qualities required of an admin assistant?

What is a person specification is and why it is used?

In this unit of work you will learn:

The tasks, skills and qualities required of effective administrative staff.

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Task 2

Using the words in the table below fill in the blanks

administration profit obtaining

organisations support protecting

duties information junior

Importance of Administration in the Workplace A is very important to an organisation as they carry out extremely important work that goes on ‘behind the scenes’. Administration provides a range of office services and administrative s to all the departments within the organisation. For example, the English Department in a school will depend on the Administration Department to purchase jotters and other stationery items they may require. Administration helps o to operate smoothly and achieve their objectives. Without good administration staff most businesses wouldn’t make as much p .

Key Role and Responsibilities of Administration

The key role of the Administration Department would be the gathering and safe-keeping of important i which is then made available to staff when required. The d and tasks performed by members of an Admin team can vary from organisation to organisation but most are responsible for all of the following:

O information eg by email.

Organising and recording information eg in a database

P and safe-keeping information Updating information

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Other duties that an Admin worker is likely to perform are: Maintaining and updating information [databases,

spreadsheets etc] Filing and retrieving information and documents [electronic

and paper] Mail handling Reception duties [dealing with visitors] Reprographics [photocopying, laminating, binding etc] Dealing with requests for information Communicating information [eg preparing letter, newsletters and emails] Recording information in diaries and organising meetings Making travel arrangements [eg arranging taxis, flights, hotels] Issuing and carefully recording small cash payments to colleagues [eg bus fares]

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Task 3

Using the words in the table below, fill in the blanks

right football trusted

friendly communication qualities

success software visitor

Skills and Qualities It is vital for an organisation that they employ the r people for the job as customers, clients and visitors to the organisation will expect to be treated well in a f manner. In particular, the role of the receptionist is very important as they are the first person a v will meet. If the receptionist makes a good first impression this should encourage the customer/visitors to come back, which will increase the s of the organisation, as well as boosting their sales/profits and improving/maintaining their image.

Skills

A Skill is something that you can do, for example; sing, dance, play f_______. Skills required by employees will obviously depend on the type of job they have or are applying for. For example a hairdresser would need to have good communication skills and be experienced in washing, colouring and styling hair.

Admin staff would need to have many skills including: Good c___________ skills – someone

who will listen to instructions carefully and act on these with minimal guidance or support.

Computer literacy and IT skills – someone who can use computer s__________ [eg Word

Processing, Spreadsheets, Databases, Presentation software]. Someone who is capable of using email and the internet properly.

Good planning and organisational skills – someone who can organise their

workload efficiently [eg use time management skills to prioritise their work].

Ability to work unsupervised – someone who can be t_______ to work on their own

with minimum supervision but knows when to ask for help and advice.

Problem-solving/Creativity – someone who can anticipate problems before they

occur and problem-solve quickly and effectively. Someone who can process information

carefully and organise their workload.

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Team-work skills – someone who understands the importance of ‘getting on with’

others and can work as a responsible member of a team.

Qualities

A Quality describes the kind of person you are [calm, funny, and friendly]. Admin staff would be expected to have several q______.

Friendly and

helpful

Calm and

patient

Enthusiastic

Tactful and

discreet

Honest

Courteous and

Polite to others

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Junior Administrator Permanent, Full Time

£16,000 - £16,500

Working as part of the busy administration team, your main duties will include providing customer service, making travel arrangements and processing business documents. Other duties will include answering telephone and e-mail enquiries and electronic file management. Given the computerised nature of this post, the suitable candidate will have up-to-date experience of using Word, Excel, Access and e-mail. The successful candidate should also demonstrate good communication skills, problem-solving abilities, organisational skills and be able to work both unsupervised and as part of a team. Applicants should be trained to NQ 5 level and preferably have relevant work experience. For further information, contact Gordon Christie, Administration Manager; ChristieG@human.resources.co.uk

Task 4

Using the words in the table below, fill in the blanks

development statement highlights

employees vacancy questions

skills qualities applying

When a job v_________ is advertised some q will appear in the advertisement along with a description of the duties and skills they would be expected to have before a for the job.

Skills Scan

E need to have the appropriate s , knowledge and qualities for their job so they can do the job to the best of their ability. Organisations use a S called a Skill Scan which helps employees assess their own skills and qualities. Employees are asked to complete q using a rating system. An example of a completed Skill Scan is shown below:

Job

Vacancy

Example

7

Very Good 1

2

3

No Knowledge 4

Confident at using e-mail and Internet

Excellent verbal and written

communication skills

Ability to use initiative and work

unsupervised

Ability to work as part of a team

Ability to deal with visitors to the

organisation

A Skills Scan has d areas an employee needs to gain knowledge or experience in. Staff d is vital to ensure that they are doing their job to the best of their ability. Ticks in columns 3 and 4 will highlight areas in which you need further training and development. Training and development will also help further your career and may lead to a promotion in your organisation.

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Task 5 Using the words in the table below fill in the blanks

vacancy advantage apply

holiday recruitment qualifications

person candidates responsibilities

Job Description

A job description is used in the r process [when an organisation is looking to appoint a new member of staff]. If a job v becomes available the organisation will describe what the job entails in a Job Description so that potential c will know what will be expected of them in the job before deciding whether to a______. Details such as duties and r associated with the post as well as wages/salary and h entitlement will be listed in the Job Description. A sample Job Description for a Receptionist is as follows:

JOB DESCRIPTION

Job Title

Receptionist

Line Manager

Head Receptionist

Wage

£6.80 per hour

Duties and Responsibilities Responsible for overseeing the reception area, looking after visitors and dealing with telephone calls

Tasks Dealing with incoming mail Dealing with visitors [appointments, queries and

complaints] Answering the telephone Locking filing cabinets at the end of day General reception duties including tidying

reception area and looking after visitors to the organisation

Holiday Entitlement Post holder entitled to 5 week’s paid holiday a year

Person Specification

The Person Specification will be drawn up using the information contained in the Job Description. This document describes the ideal person for the vacancy and includes the q , skills, work experience and qualities required from a suitable candidate. This should ensure the organisation finds the right p to fill the vacant post.

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As you can see from the sample below, each element will be classed as essential [a must-have skill or quality] or desirable [having this skill, quality or experience would be an a but it is not vital].

PERSON SPECIFICATION

Essential Desirable

Skills Good communication skills Word processing skills Good time management skills Ability to work unsupervised

Qualifications National 5 Administration and IT

National 5 English

Experience Experience in using Microsoft Word

Previous reception experience

Personal Qualities Polite Calm Approachable Discreet Helpful

The Job Description and Person Specification will then be used to create a suitable Job Advertisement – individuals looking for a job will have a good idea from reading the information in the advert whether the job is what they are looking for. For example; have they the right skills, qualities and experience for the job? Do the duties and responsibilities sound like the type of job they would like to do? During the selection process both the Job Description and Person Specification will be used to help find the ideal candidate. Application forms and CVs supplied by candidates will be compared with these documents to decide which candidates they will interview. They will also be used during the actual interview as a checklist to ensure the candidate satisfies all criteria.

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11

FILL OUT THE CHECKLIST TO SEE HOW CONFIDENT YOU ARE IN YOUR

LEARNING

Tasks, skills and qualities of an Administrative Assistant

Ta

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s,

sk

ills

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ua

liti

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f a

n A

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Assis

tan

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Skills, Knowledge and Understanding

Strength

Weakness

Next Steps

I understand the tasks/duties of an admin assistant

I understand what a job description is and why it is used

I understand the skills required of an admin assistant

I understand the qualities required of an admin assistant

I understand what a person specification is and why it is used

I understand what a skill scan is and why it is used

WELL DONE!

12

Customer Care

Task 1

What do you think are the key features of good customer service?

What do you think are the benefits of good customer service?

What do you think is the role of the Administration in providing good customer service?

In this unit of work you will learn: The key features of good customer

service

The benefits of good customer service

The role of Administration in providing good customer service

The impact of poor customer

service

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What do you think is the impact of poor customer service?

Task 2

Customer Care Fill in the blanks

Who are an organisation’s customers? Customers can be i________ and external. Internal customers are the staff in the business External customers are people who buy the organisations p________ or

service

Why is customer service important? An Admin Assistant should know how to treat each customer. It’s all about g_____ and retaining customers. Customer service is about treating your customers well so they choose to return to an organisation rather than thier c_________. This is called gaining customer loyalty. Customer Service Promise (Policy) – This is a statement set out by the

organisation which outlines how customers will be treated. The business need a Customer Service Policy in order that staff can provide good c________ s _________. This document is produced to ensure customers get:

The product/service they want The standard they want A price that is acceptable

Loyalty Schemes – a system used in some organisation which rewards customers for their loyalty eg Tesco Clubcard.

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Mystery Shopper – where someone is employed to act like a normal customer and report back on the service they r__________.

Task 3

Features of Customer Care Fill in the blanks

The Key feautures of good customer care are: Putting the customer f_____. Communicating effectively with customers Ensuring staff are trained and helpful Providing good after sales (returns, exchanges, guarantees) Dealing with C__________ properly

The Benefits of having good customer care are:

Satisfied customers – this means customers are h______ with the service Loyal customers – customers will be loyal to the business and not go to

competitors Attracting new customers – new customers will want to use the

organisation due to their good reputation Happy staff – staff will be happy and try their hardest if the business has a

good r_________ Good reputation – this means that customers will want to use the business

and new customers will be attracted Competitive edge – the business will be better than their c_________so

customers will keep coming back, the organisation will be more successful Increased sales/profits – the companies sales and also their profits may

increase as they are retaining existing customers and attracting new ones through their good c________ s________.

The IMPACT of poor customer care is: A firm will not survive without c_________.

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Customers who are not happy will take their b_______ elsewhere. Without good c______ s_______, the firm will find it difficult to compete. Lack of repeat business will mean a poor reputation and will affect income

and p_______.

What are the key features of good customer service?

What are the benefits of good customer service?

What is the impact of poor customer service?

What is the role of the Administration in providing good customer service?

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16

FILL OUT THE CHECKLIST TO INDICATE HOW CONFIDENT YOU ARE IN

YOUR LEARNING

Ta

sk

s,

sk

ills

an

d q

ua

liti

es o

f a

n A

dm

inis

tra

tive

Assis

tan

t

Skills, Knowledge and Understanding

Strength

Weakness

Next Steps

I understand the key features of good customer service

I understand the benefits of good customer service

I understand the impact of poor customer service

I understand the role of Administration in providing good customer care

WELL DONE!

CCuussttoommeerr

CCaarree --

CChheecckklliisstt

17

Health and Safety in the Workplace

Task 1 Managers of businesses and events are responsible for ensuring the health and safety of employees, customers and guests. It is very important that all employees in a business follow health and safety rules so that the risk of accidents is reduced. This is also true of pupils and teachers in a school. To ensure the safety of all pupils and teachers, you are required to: W____ in corridors at all times. Not e___ or d_____ in classrooms, particularly when using computers and other

electrical equipment. Follow instructions given by your teacher with regards h_______ and s________ issues. Be careful when using all e_____________. Read all f___ s_________ information so that you can leave the building safely in the

event of a fire. Leave the building in an orderly way by the nearest fire exit if the f____ d______

sounds. R_________ any health or safety hazards to your teacher eg faulty equipment or

spillages on the stairs.

In this unit of work you will learn: To identify workplace health and safety hazards and suggest ways of

reducing their effect on employees Procedures to be followed in the following situations:

o when faults in equipment are identified o workplace accidents o fire evacuation

Identify health and safety risks associated with working with computers and suggest ways of reducing these risks

Features of current health and safety legislation The importance of induction training

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Identifying Potential Hazards A hazard is something in the workplace that could cause h____ or i________ to an employee. Examples of potential hazards include: Slips or t_____ (eg slipping on spilt l__________ or tripping over an

obstacle)

Falling from a height (eg falling down s_____ or from a chair)

Being struck by a moving object (eg d______ swinging open or objects falling from a s_______ or table)

Poor l________ or c___________ of objects

Task 2 Can you identify potential hazards? Look at each of the pictures below and identify the hazards shown.

Open f_______ c__________. Objects positioned too close to

d______. Using a c_______ to reach high

objects.

Faulty l___________. C_______ trailing across the floor. L________ close to the computer. Overloaded p_____ s________.

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B___ obstructing the passageway. Employee c__________ too much. Spilt liquids that have not been

c__________ up. Dropped objects that have not been

p________ up.

Loose or uneven f__________. U_____________ employee fixing

equipment. Equipment being fixed when still

p___________ in.

Employee s__________ on his chair. Employee licking e___________. Fire exit being propped open. O______________ bin.

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Task 3 Reducing the Risk of Workplace Hazards Suggest one way in which the risk of each the following hazards could be reduced. 1 Trailing cables on the floor 2 Using a chair to reach high objects 3 Loose or uneven flooring 4 Fire exits left open 5 Spilt liquids and obstacles on the floor

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Task 4 Reporting Faulty Equipment If an employee identifies that a piece of equipment is faulty (not working) then they must not attempt to f___ i__ unless they have been given appropriate t____________. The following procedure should be followed: S_______ o____ electrical equipment and pull out the p____ from the mains socket. R________ the fault to the appropriate person eg line manager or technician. Put a n________ on the equipment to inform other employees that it is faulty and that

the fault has been r____________. This will ensure that members of staff do not u____ the equipment.

Complete any required d________________ eg a Hazard Report Form. Hazard/Fault Report Forms Employees may be required to complete one of these forms when they have found and reported a fault in a piece of equipment. Your teacher is responsible for reporting any faulty equipment to the school’s technicians. An example is shown below.

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First-Aid Procedures It is the responsibility of a___ employees in a business to look after t______ o____ health and safety and the health and safety of o_________. If an employee witnesses an accident then they should: Give f_____-a___, if appropriately trained, or contact one of the organisation’s

registered first-aiders.

Reassure the injured person that help has been sought and try to keep them c_____.

W_____ with the injured person until help has arrived.

Give relevant information to the f_____-a_____ when they arrive.

Complete an A___________ R_______ F_____ if required. To ensure that appropriate first-aid can be given, a fully stocked first-aid box/kit should be available. A first-aid box should contain at least the following items.

P________ B________

Sterile D________

S______ P____

Disposable G_______

First-aid i__________

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Task 5 Accident Reporting You work for Pinecraft Kitchen Design. Last Friday afternoon, Jane Simpson, the mail room assistant, tripped over one of the mailbags which was causing an obstruction in the corridor. She broke her ankle. Her manager, Tom Hughes, phoned the first aider. An ambulance was called and Jane was taken to hospital. Complete the Accident Report Form below using the information above. The Human Resources Manager, Mr Forbes, will authorise the form. The report will be referred to the Health and Safety Executive office. After the Accident Report Form is completed, where should the information be transferred to?

ACCIDENT REPORT FORM Name ___________________________________ Date and time of accident ___________________ Details of accident (include details of where and any action taken) Names of any witnesses (state name and department) Signature ______________________________________ Authorised signature _____________________________

Report referred to Health and Safety Executive office (please tick)

P K D

The Kitchen

Specialists

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Task 6 Using Display Screen Equipment Employees who use display screen equipment (computers/monitors) on a regular basis can suffer from related health problems. Read page 29 of the textbook to help you complete the following table showing examples of health problems and action to be taken to reduce their impact on employees.

Health Problem Action to be Taken

Eye strain and h_____________

Check that monitor c__________ are in working order. Ensure that b________ or a____-g_____ screens are

provided and being used where necessary. Check whether the operator has had a recent e_______

t_____. Check that the operator is taking regular short b______ away

from working on the computer. Ensure that employees receive adequate health and safety

t___________.

Body aches and pains including RSI (R_________ S_____ I__________)

In addition to above, check and adjust as necessary: The layout of the employee’s w____________. The function of the employee’s c_____. The availability and suitability of f____ rests and w______

rests.

S_______

In addition to above: Check that the employee has been properly trained in the use

of h_________ and s___________. Check the operator’s w____________ – share work amongst

other employees if necessary. Provide employees with c_________ in w_____

a___________.

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Task 7 The following health and safety problems are being experienced by VDU users at Pinecraft Kitchen Design. Suggest one way of solving each of these problems. You should give a different solution to each problem. 1 Back pain 2 Headaches 3 RSI 4 Stress

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Task 8 Workstation Layout An employee’s workstation (desk, equipment and surroundings) should be laid out so as to reduce the risk of the employee developing health problems. Use the word bank and the bottom of the page to complete the following pieces of advice relating to workstation layout. The work surface should be ________ enough and free from glare. Windows should be fitted with _________ that can be adjusted to reduce the effects of

outside light. ________________ should be tiltable with a wrist rest. Ergonomic _________ should be provided which can be adjusted for _________. The monitor (VDU) should have working _____________ so that brightness, contrast etc

can be adjusted if required. Lighting should not reflect off the _______________. A ______ light should be provided

if necessary. The operator should use correct _____________ when working at the computer eg

_____ flat on the floor and sitting up __________ with bum to the back of the seat. WORD BANK

Blinds Controls Straight Keyboards

Large Height Desk Feet

Posture Chairs Monitor

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Health and Safety Legislation The Government has introduced many pieces of legislation (laws) that help to protect the health and safety of people at work. Businesses must make sure they follow these laws so that all employees are working in a safe manner. Examples of some laws are detailed below. Health and Safety at Work Act (HASAWA) 1974 Both employers and employees have legal responsibilities.

Employer Responsibilities Employee Responsibilities

Ensure a safe e_____ and e_____ to work.

Ensure s____ m_________ of working – provide appropriate training.

Ensure that all e______________ is in working order.

Provide p___________ c__________ if required.

Prepare and circulate a health and safety p_______ to all employees.

To take care of their own h________ and s_________.

To ensure the health and safety of all o______ e_____________.

To co-operate with the e___________ on health and safety issues.

Not to misuse of i____________ with anything provided for employees’ health and safety.

Health and Safety (First-Aid) Regulations 1981 Employers must: Ensure that a suitably stocked first-aid box/kit is available to treat

m_______ i_____________.

Ensure that an appropriate number of employees are trained as f_______-a________.

Ensure that a record is kept of all a______________.

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Health and Safety (Display Screen Equipment) Regulations 1992 Employers must: Analyse workstations to assess and reduce the risk of h__________.

Provide VDU users with appropriate t___________.

Organise the work of VDU users so that they are given r__________ b_________ and

changes in w_____ a____________.

Arrange and pay for regular e__________ t_____ for VDU users – g__________ should be paid for if required as a result of using CDU equipment.

Fire Precautions (Places of Work) Regulations 1995 Employers are required to take reasonable steps to protect employees in the event of a fire. They should:

Have fire risks assessed.

Regularly check f____ d________________ equipment eg smoke detectors.

Regularly check e________________ routes, procedures and timings eg hold regular f_____ d________.

Provide reasonable fire-fighting equipment eg fire e____________________.

Provide appropriate t______________ for employees on fire procedures eg what to do if they see a fire.

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Task 9 Staff Training Use the word bank and the bottom of the page to complete the following information about staff training. The provision of staff training is essential to ensure that all staff know how to follow the

health and safety r______ in the workplace.

When new people are employed by an organisation they should be given i_____training.

This is given to all employees regardless of which d__________ they work in. They will be

trained in areas that everyone needs to know about such as:

the a_______ of the business and what p_______/services it sells;

health and safety rules eg procedures for evacuating the building in an e_________;

business p__________ eg what to do when you’re not well enough to go into work;

a t______ of the building.

Induction training gives new employees the chance to meet their c_________ and to

s__________ into the workplace quickly. More importantly it provides them with essential

i________________ about health and safety and what they should do in an emergency.

WORD BANK

Aims Products Settle Procedures

Tour Rules Information Department

Colleagues Emergency Induction

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FILL OUT THE CHECKLIST TO INDICATE HOW CONFIDENT YOU ARE IN

YOUR LEARNING

Ta

sk

s,

sk

ills

an

d q

ua

liti

es o

f a

n A

dm

inis

tra

tive

Assis

tan

t

Skills, Knowledge and Understanding

Strength

Weakness

Next Steps

I understand the key features of good customer service

I understand the benefits of good customer service

I understand the impact of poor customer service

I understand the role of Administration in providing good customer care

WELL DONE!

CCuussttoommeerr CCaarree

--

CChheecckklliisstt

31

Security of People, Property and Information

Task 1

Can you identify ways in which an organisation can protect its: Employees:

Property:

Information:

What do you think the Data Protection Act 1998 was created for?

In this unit of work you will learn:

The key organisational responsibilties in terms of security of people, property and information.

The key legislation used to protect people, property and information.

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Task 2 Using the words in the table below, fill in the blanks

security organisation environment measures

guards information badges gains

visitors prevent cards passes

Security of Staff/People, Property and Information Organisations need to take steps to ensure the s of people, property and i______ Obviously the security arrangements will depend on the type of o_________, how large the organisation is and what it is they actually do. For example, a hospital needs to ensure it is a safe e for staff, patients and visitors. They may have the following systems/measures:

Security of Staff/People Organisations need to ensure that their security m__________will protect staff in the workplace as well as v__________. There are various measures they could take to p_________ incidents occurring:

Swipe c_________ should be used by all employees to gain access to the

building this ensures unauthorised individuals access to the building Intercom/Security doors [with pin codes/swipe passes] should be installed

– monitors movement on the premises and who g_________ entry Employ security guards – minimises security issues by patrolling premises Issue Staff identification/Visitor p__________ – ensures only authorised

people enter the building [staff/visitors easily identified by their badge]

Security g________

CCTV Cameras

Staff Lockers

Intercom/Swipe

Card System

Staff

ID/Visitor_______

Lockable Filing Cabinets Computer Log-ins and

Passwords

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Task 3 Using the words in the table below, fill in the blanks.

lockers electronically encryption securely

passwords theft security cabinets

confidential pens camera organisations

Security of Property In order to prevent t_________ of stock, equipment [such as computers] and personal belongings of staff, o__________ need to ensure they take appropriate security measures. These may include:

Install CCTV c________ system – monitors [and records] movement in/outside the building Provide l_________ for staff or lock valuables away – minimises opportunity for theft Mark equipment with ultra violet p________ – so they can be recovered if stolen

Security of Information Information held by organisations should be held s__________ so that it remains c____________and safe from unauthorised people accessing it fraudulently. Information can be held e_________ /digitally on computers or paper-based. There are various steps an organisation can take to ensure the s_________ of information:

Lock files in c________ – unauthorised personnel will not be able to access files Set p_________ on electronic files/computer system [and change these regularly] – only authorised users can access information Set permissions for log-ins – different levels can be set depending on user access

E__________ of electronic files – impossible to open secure files if not authorised to do so

Read-only files – prevents information from being altered/destroyed Anti-virus software should be installed and regularly updated – ensures computer system

is adequately protected from hackers or spread of viruses.

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Task 4 Using the words in the table below, fill in the blanks.

laws data fairly accidental

governs businesses resource accurate

collected relevant disclosed deleted

Legislation relating to Information Information is such an important r_________ for an organisation that there have been l___________ created to protect it. The 3 main pieces of legislation that affect b________ are: the Data Protection Act, the Copyright, Designs and Patents Act and the Computer Misuse Act.

Data Protection Act 1998

This Act g_______ how personal information is c________, used, stored and destroyed. The purpose of this legislation is to control the use/storage of information relating to an individual. Anyone processing personal d________ must comply with the following eight principles of good practice: The personal data shall be obtained f________ and lawfully. The personal data shall not be d_________ for purposes other than those

registered. Personal data held shall be adequate r_________ and not excessive for

its purpose. Personal data should only be used for the registered purposes. Personal data held shall be a ________ and kept up-to-date. Personal data shall not be kept for longer than necessary. Data subjects shall be entitled to: be informed of any personal data held by the

data user, access any personal data held; have data corrected or d ______ where appropriate.

Appropriate security measures shall be taken against unauthorised access to personal data, disclosure of personal data and a__________ loss of personal data.

You are normally only asked to outline the purpose of this legislation or to give some brief points. You will not be expected to remember all 8 principles!

Copyright, Designs and Patents Act 1988

This Act controls the copying of protected material and ensures that no unauthorised copying of material takes place. It applies to more than just paper-based materials such as books and newspapers. This Act also covers music and computer programs.

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If anyone wishes to copy materials covered by copyright, they must first seek the owner’s permission. In some cases, the owner may charge a fee for copying. By paying a fee to the Copyright Licensing Agency, organisations are allowed to copy small extracts from materials without seeking permission. Copyright material can be identified by the following 3 ways:

© ‘all rights reserved’ ‘no part of this publication may be reproduced without permission’

Computer Misuse Act 1990

This Act was introduced to prevent unauthorised access to computer systems (for example, computer hacking). This Act also covers the use of computers to commit a criminal offence. Under this Act the following actions are not permitted: Unauthorised access to computer material Unauthorised access with the intent to commit an offence [introducing a virus] Unauthorised changes to computer materials [copying details/software]

36

FILL OUT THE CHECKLIST TO SEE HOW CONFIDENT YOU ARE IN YOUR

LEARNING

Se

cu

rity

of

pe

op

le,

pro

pe

rty a

nd

in

form

ati

on

Skills, Knowledge and Understanding

Strength

Weakness

Next Steps

I understand the organisational procedures used to protect people.

I understand the organisational procedures used to protect property

I understand organisational procedures used to protect both paper-based and electronic information

I understand the Data Protection Act 1998

WELL DONE!

SSeeccuurriittyy

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CChheecckklliiss

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