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1. Terms of Reference

This report has been produced at the request of the company directors of DanIndia Furniture Ltd. It was produced by Megan Currie and presents the core tasks and roles of the Office Administrator. This report is due for submission on 9 November 2011.

2. Procedures

The information in this report was collected from many sources which included relevant websites, classroom notes, library sources and www.samaritans.org.

3. Findings

3.1 Mail Incoming and Outgoing

Within the company of DanIndia Furniture Ltd, the mail system does not seem to be working. It is causing confusion with the staff and some serious problems. At the moment, mail handling is the role of the receptionist but sometimes the reception can be busy and the receptionist does not have time. If the receptionist does not have the time to sort through the mail and deliver it, the staff have to go to the reception to pick it up. Having to pick up their own mail what causes confusion because sometimes the staff will get their mail, and sometimes they will not. The staff members are confused as to when they will have to go and retrieve their own mail and when they do not have to. Another reason why the mail system does not seem to be working is that there is no deadline for outgoing mail. Staff members have not been told when outgoing mail must be at reception to be collected so mail, sometimes extremely urgent, is not going out on the correct day and could arrive at the recipient late. Another problem that the mail system seems to have is that there is no log system to keep track of the mail meaning that no one within DanIndia Furniture Ltd has no proof of any incoming or outgoing mail.

For an office administrator, planning, organising and co-ordinating is a huge part of their role, especially in mail. Mail is one of the most important jobs for the office

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