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Case Study You are the Administration Officer for Burleigh…
Case Study
You are the Administration Officer for Burleigh Accountants. Your main duties as the Administration Officer include administering the day-to-day activities of the office, including organising meetings and travel, producing a range of business documents, providing assistance and support to all senior managers, and answering a range of client inquiries.
Your manager has asked you to produce four documents relating to various initiatives, projects, and tasks that need to be completed in the coming weeks. The four documents include:
A staff memo using MS Word
A newsletter using MS Word
An event initiation using MS Word
A presentation using MS PowerPoint
Your manager provides you with information that needs to be included in each document, as well as for instructions on how the document should be formatted. You are also provided with the organisation’s style guide, which must be followed when developing all documents.
The style guide begins on page 5 of this document.
Further details on each document can be found below.
1. Staff Memo
New recycling bins have been placed in the open area next to the kitchen in an effort to reduce office waste and become a sustainable workplace. There are three bins:
Blue bin: for non-sensitive or confidential paper waste
Red bin: for polystyrene and soft plastics like glad wrap and packaging.
Yellow bin: for recyclables including glass, hard plastics, and cans.
Importantly, sensitive and confidential documents must be placed in the blue and red confidential document disposal bin.
Your manager asks that, ideally, the Memo be kept to one page and adhere to the style guide.
2. Newsletter
As the Administration Officer, it is also your responsibility to design and produce the monthly staff newsletter based on information provided to you by the Office Manager. The newsletter has only recently been implemented as an initiative designed to keep employees up to date and to improve employee morale.
Each month, the newsletter includes a number of regular items, including industry spotlight, health at work, employee spotlight, new clients and news, and upcoming events.
Additional information to develop the newsletter:
As advised by the Office Manager, the next month’s copy of the staff newsletter is to include the following information:
Industry spotlight
This month’s focus will be a review of Australian Accounting Trends. You are required to use the Internet to find any suitable article about current accounting trends and select two trends to in your newsletter. Describe each trend in 3-4 sentences, using your own words. Also, include a link to the article.
Health at work
This month’s focus will be on providing tips for staff to incorporate physical activity into their workday. You are required to use the Internet to find any suitable article about office exercises or adding activity to a workday and summarise the content in your own words. Your summary should be three to four sentences, and you need to include a link to the article, as well as an encouragement to staff members to read the information at the link.
Employee spotlight
Each month the newsletter includes a focus on a staff member. The purpose of this section of the newsletter is to introduce staff members and their interests outside of work. A photo of the staff member is included as well as responses to the following questions:
What is your role at Burleigh Accountants?
What kind of hobbies and interests do you have outside of work?
What is one thing you couldn’t live without?Task 3: Finalise business document
Finalise the documents you created in Task 1, applying the stakeholder’s feedback as appropriate.
What is your hidden talent?
What is your favourite movie and book, and why?
This month the employee spotlight will be on you as the Administration Officer. You will need to take a photo of yourself for inclusion in the newsletter and provide a response to each of the questions above. Your response to each question should be limited to 3 or 4 sentences. You should take the photo of yourself using a Smart Phone or iPad, or similar device and import the photo onto your computer and then into the staff newsletter.
New client information
Provide information to staff about a new client. This may be any business, and you may make the contact details up. Provide a brief description of the business and a welcome to the new client.
News and upcoming events
Advertise any upcoming industry-related event by including a description of the event and contact details (or link to a website).
3. PowerPoint Presentation
The manager would like you to create presentation slides using PowerPoint for a meeting he will have with all staff.
Additional information to develop presentation slides:
Know your audience while preparing the PowerPoint
You will produce 3-5 slides, including one Title slide with the title “Accounting Trends”. Your slides should contain the following information:
A summary of the two trends you wrote about in your newsletter.
You must use bullet points and suitable images to make your slides interesting.
Use animations sparingly to enhance your presentation
You should use readable colour and design
Don’t put too much information on the slide
Maintain consistency
4. Event invitation
The Office manager would also like you to draft an invitation, about this meeting that the manager will have with all staff. At this event/meeting they will be using the PowerPoint
Presentation you developed above. The purpose of this invitation is to encourage all staff to participate this event/meeting.
Additional information to develop event invitation:
You need to include information on the following points, in the invitation. Use information from the PowerPoint Presentation as relevant. You may also make up other required information, such as the proposed date, as required.
Event / meeting, date, time, venue, events activity, chief guest and purpose of the event should be included this invitation.
See the organisation’s style guide, on the following pages to help you develop these documents.
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Task 1: Draft documents
Produce four documents which include:
a staff memo using MS Word
a newsletter using MS Word
an event initiation using MS Word
a presentation using MS PowerPoint.
Task 2: Present drafts documents to stakeholder
Task 3: Finalise business document
Finalise the documents you created in Task 1, applying the stakeholder’s feedback as appropriate.
