LESSON 10: ADMINISTRATION

1

ENGLISH FOR SPECIAL PURPOSES

LESSON 10: ADMINISTRATION

 

1

Pobierz lekcję w formacie PDF


WARM UP – what are your associations with „ADMINISTRATION”

 

BRAINSTORM YOUR IDEAS

2

 

 

     SPEAKING:

 

NOW: Explain your associations, using the following pattern:

When I think „ADMINISTRATION”, I think about ?

Or

I associate ?office work? with ADMINISTRATION because? .

 

Complete the definition of „ADMINISTRATION” with the words from the box.

 

mundane bureaucratic operations objectives

The administration of a business is synonymous with the performance or management of business , maybe including important decision making. Thus it is likely to include the efficient organization of people and other resources so as to direct activities toward common goals and objectives. (?) In some organizational analyses, management is viewed as a subset of administration, specifically associated with the technical and elements within an organization’s operation. It stands distinct from executive or strategic work.

Alternatively, administration can refer to the or operational performance of routine office tasks, usually internally oriented and reactive rather than proactive.

Source: http://en.wikipedia.org/wiki/Administration_(business)

 

Click here, to see the key!

The administration of a business is synonymous with the performance or management of business operations, maybe including important decision making. Thus it is likely to include the efficient organization of people and other resources so as to direct activities toward common goals and objectives. (…) In some organizational analyses, management is viewed as a subset of administration, specifically associated with the technical and mundane elements within an organization’s operation. It stands distinct from executive or strategic work. Alternatively, administration can refer to the bureaucratic or operational performance of routine office tasks, usually internally oriented and reactive rather than proactive.

    SPEAKING

Look at the synonyms of is synonymous and mundane. Use them to explain the notion of administration. Try to paraphrase the definition above, using the synonyms and your own words.

is synonymous  -> is the same as/is equivalent to
mundane  -> day-to-day / everyday / routine

 
EXTEND YOUR KNOWLEDGE
 
 
 
Match the names of 5 elements of administration with their definitions.

Administrative functions Administrators, broadly speaking, engage in a common set of functions to meet the organization’s goals. These „functions” of the administrator were described by Henri Fayol as „the 5 elements of administration” (in bold below).

  WORD   DEFINITION
1. Planning involves identifying responsibilities to be performed, grouping responsibilities into departments or divisions, and specifying organizational relationships. The purpose is to achieve coordinated effort among all the elements in the organization (Coordinating). Organizing must take into account delegation of authority and responsibility and span of control within supervisory units.
2. Organizing means filling job positions with the right people at the right time. It involves determining staffing needs, writing job descriptions, recruiting and screening people to fill the positions.
3. Staffing is leading people in a manner that achieves the goals of the organization. This involves proper allocation of resources and providing an effective support system. Directing requires exceptional interpersonal skills and the ability to motivate people. One of the crucial issues in directing is to find the correct balance between emphasis on staff needs and emphasis on economic production.
4. Directing (Commanding) is a function that evaluates quality in all areas and detects potential or actual deviations from the organization’s plan. This ensures high-quality performance and satisfactory results while maintaining an orderly and problem-free environment. Controlling includes information management, measurement of performance, and institution of corrective actions.
5. Controlling is deciding in advance what to do, how to do it, when to do it, and who should do it. It maps the path from where the organization is to where it wants to be. The planning function involves establishing goals and arranging them in a logical order. Administrators engage in both short-range and long-range planning.
Click here, to see the key!
  WORD   DEFINITION
1. Planning 5. involves identifying responsibilities to be performed, grouping responsibilities into departments or divisions, and specifying organizational relationships. The purpose is to achieve coordinated effort among all the elements in the organization (Coordinating). Organizing must take into account delegation of authority and responsibility and span of control within supervisory units.
2. Organizing 1. means filling job positions with the right people at the right time. It involves determining staffing needs, writing job descriptions, recruiting and screening people to fill the positions.
3. Staffing 2. is leading people in a manner that achieves the goals of the organization. This involves proper allocation of resources and providing an effective support system. Directing requires exceptional interpersonal skills and the ability to motivate people. One of the crucial issues in directing is to find the correct balance between emphasis on staff needs and emphasis on economic production.
4. Directing (Commanding) 3. is a function that evaluates quality in all areas and detects potential or actual deviations from the organization’s plan. This ensures high-quality performance and satisfactory results while maintaining an orderly and problem-free environment. Controlling includes information management, measurement of performance, and institution of corrective actions.
5. Controlling 4. is deciding in advance what to do, how to do it, when to do it, and who should do it. It maps the path from where the organization is to where it wants to be. The planning function involves establishing goals and arranging them in a logical order. Administrators engage in both short-range and long-range planning.

 

SPEAKING

 

Look at the picture! Explain what you can see in it.

3

HAVE YOUR SAY!

Have you ever thought of working as an Administrator? If yes, why? If not, why?

What makes a perfect Administrator?

VOCABULARY EXERCISE

Complete the job description of an Administrator with missing words. Choose the words from the box below.

shift in nature knowledge of
multitasking clerical communication
 
 
 
A general administrator is also known as an office administrator or an administrative assistant. An administrative assistant works in many industries and fields, but regardless of the nature of the business she is working for, her primary function is to do clerical work to assist an individual or office to run efficiently and effectively.

Job Function

A general administrator performs duties to help a person, such as a manager, office or business run efficiently. The clerical duties may include answering phones and routing calls, maintaining files and filing, photocopying, faxing, maintaining simple spreadsheets, managing small projects, answering and responding to emails, scheduling meetings and appointments and handling travel arrangements. Depending on the industry, there may be additional business related responsibilities.

Work Environment

General administrators typically work in an office setting. They have a comfortable, climate controlled environment, sitting at a desk the majority of their work . A general administrator works 40 hour work weeks, Monday through Friday during normal business hours. Evenings, weekends and holidays are not normally required.

A general administrator can work in a variety of different industries. Most businesses have a need for an administrator and usually employee at least one. Most general administrators are employed

Education and Experience

A general administrator must have completed high school or the equivalent. College courses or education is not required for most positions. A general administrator must have at least one year experience working in an office setting, preferably as a receptionist, file clerk or office clerk. A general administrator must have a working computers, type 35+ words per minute, have good spelling and oral skills and know how to work office equipment such as a fax and copy machines.

Job Outlook

Employment for a general administrator, secretaries and administrative assistants is projected to increase up to 11 percent from 2008 to 2018, according to the Bureau of Labor Statistics. Employment for general administrators is expected to increase because the duties performed are personal and interactive and cannot be automated by computer programs or technology. General administrator work is expected to increase the most in the medical, social assistance and educational industries.

Skills

The desirable skills for office administrators include those with good spelling, punctuation, grammar and oral . The ability to work independently and proficient typing skills are also important to the role. is often required and is an integral part of the job when offering administrative support to a number of managers or departments.

Click here, to see the key!

A general administrator is also known as an office administrator or an administrative assistant. An administrative assistant works in many industries and fields, but regardless of the nature of the business she is working for, her primary function is to do clerical work to assist an individual or office to run efficiently and effectively.

Job Function

A general administrator performs clerical duties to help a person, such as a manager, office or business run efficiently. The clerical duties may include answering phones and routing calls, maintaining files and filing, photocopying, faxing, maintaining simple spreadsheets, managing small projects, answering and responding to emails, scheduling meetings and appointments and handling travel arrangements. Depending on the industry, there may be additional business related responsibilities.

Work Environment

General administrators typically work in an office setting. They have a comfortable, climate controlled environment, sitting at a desk the majority of their work shift. A general administrator works 40 hour work weeks, Monday through Friday during normal business hours. Evenings, weekends and holidays are not normally required.

A general administrator can work in a variety of different industries. Most businesses have a need for an administrator and usually employee at least one. Most general administrators are employed

Education and Experience

A general administrator must have completed high school or the equivalent. College courses or education is not required for most positions. A general administrator must have at least one year experience working in an office setting, preferably as a receptionist, file clerk or office clerk. A general administrator must have a working knowledge of computers, type 35+ words per minute, have good spelling and oral skills and know how to work office equipment such as a fax and copy machines.

Job Outlook

Employment for a general administrator, secretaries and administrative assistants is projected to increase up to 11 percent from 2008 to 2018, according to the Bureau of Labor Statistics. Employment for general administrators is expected to increase because the duties performed are personal and interactive in nature and cannot be automated by computer programs or technology. General administrator work is expected to increase the most in the medical, social assistance and educational industries.

Skills

The desirable skills for office administrators include those with good spelling, punctuation, grammar and oral communication. The ability to work independently and proficient typing skills are also important to the role. Multitasking is often required and is an integral part of the job when offering administrative support to a number of managers or departments.

 
CHECK YOUR MEMORY.

Vocabulary exercise ? finish the sentences below.

  1. A general administrator performs clerical duties to help a person, such as a manager, office or business .
  2. The clerical duties may include ,,,,,,,, and .
  3. A general administrator works .
  4. A general administrator must have completed .
  5. General administrator work is expected to .
  6. The ability to work independently and proficient typing skills are .

 

Click here, to see the key!

  1. A general administrator performs clerical duties to help a person, such as a manager, office or business run efficiently.
  2. The clerical duties may include answering phones and routing calls, maintaining files and filing, photocopying, faxing, maintaining simple spreadsheets, managing small projects, answering and responding to emails, scheduling meetings and appointments and handling travel arrangements.
  3. A general administrator works 40 hour work weeks, Monday through Friday during normal business hours.
  4. A general administrator must have completed high school or the equivalent.
  5. General administrator work is expected to increase the most in the medical, social assistance and educational industries.
  6. The ability to work independently and proficient typing skills are also important to the role.

WRITING & INTERNET RESEARCH

Create your own job description. Search for the description of your job. Use the template below:

Job Function My job is a Sales Representative. A sales representative performs sales duties to help ?
Work Environment Sales representatives typically work ?
Education and Experience A sale representative must have completed
Job Outlook Employment for sales people is ?
Skills The desirable skills for a sales person include ?

SPEAKING

Describe your job. Choose the phrases you like from the list below to describe it.

Job Function I am a ? / My profession is ? / My job is ? / I deal with ? / My duties involve ? / I am responsible for ? / I work closely with ?
Work Environment I typically / usually work ? / My working hours are ? / I usually work from ? to /

I sometimes have to do overtime ?

Education and Experience To be in my job / to be a ? you have to graduate from ? / To perform my job, it?s good to have ? education / For my job you need ?.

Experience is no needed for this job / You need 3 years of experience / Minimum 2 years of experience are required for my job / You must have at least 1 year of experience in ?

Job Outlook Employment perspectives for my job are ?
Skills The desirable skills for my job are ? / Job related skills are ? / This role requires ? / A suitable person for my job must be ? / A perfect candidate for my job must be able to …