Unit 7 Administration

1. Unit 7 Administration Content of the Unit Through this unit learners will acquire thorough knowledge about the actual affairs and operations involved in administration. At the beginning of the unit, learners are required to familiarize themselves with the structure of an organization. Then, they should learn how to describe the responsibilities of different administrators. After that, the unit will focus on the administrative work a secretary or a personal assistant does in an organization. Learners should get acquainted with the different means of communication, learn how to make business appointments, and know some important rules of business writing. In the end, they will understand how to report a day's work.

2. Performance Objectives 1. Get acquainted with the structure of an organization. 2. Write a description of your organization. 3. Learn to describe the responsibilities of different administrators. 4.Try to memorize the adjectives used to suggest impressions. 5. Get acquainted with the varieties of communications. 6. Learn to make appointments. 7. Learn to take messages. 8. Get acquainted with the fundamental rules of business writing. 9. Write memos, faxes, and business letters. 10. Try to memorize those abbreviations used in the business correspondence. 11. Learn to report a day's work.

3. Some Important and Difficult Words • 1.  subsidiary (p285) -- serving as a help or support but not of first • importance.  • a subsidiary company: one that is controlled by a larger one. • hierarchy (p289) -- a body of persons having authority. • e.g. The government is a hierarchy. • 3. registrar (p291) -- person whose duty is to keep records or • registers, e. g. for a town  council or a university. • 4. itinerary (p321) -- plan for, details or records of a journey.

4. 4.Other abbrivations:  re. regarding   end.  endorser  chgd. charged  att. attachment  app. appendix   add. address  appd.  approved cld. cleared  incl. including t.o.p. turn over, please  sd. signed w.c. with care  r.p. reply paid     P/O payment order  n.wt. net weight N.F.S. not for sale  ld. lmt. load limit F/O in favor of

5. Warm Up • Can you point out the boundaries between administrative jobs • and non-administrative jobs? • -- In fact, they are not always clear. For the purpose of this unit we • will use the term ‘administration’ to refer to everything concerned • with management and organization. • What’s the ‘administration’ ? • -- The word ‘administration’ includes these aspects: the structure • of an organization, the different levels of administrative work • within the organization, the different responsibilities of different • administrators, and the important role played by the secretary.

6. Activity 1 Describing the Structure of an Organization • By doing Task 1, you can get acquainted with the structure • of a large organization. • The Top Administrative Officials • The Functional Divisions • Subsidiaries Domestic • Subsidiaries Abroad • Representative Offices Abroad

7. Through doing some reading, you’re required to grasp some • useful expressions: • * …is managed by…, …is headed by… • e.g. This company is managed by an American. • * …attend to / run • e.g. We attend to the English teaching of this university. • * There are… • e.g. There are a lot of different sections in the company. • * …help out on / be responsible for… • e.g. She sometimes helps out on the receiving new orders. • * …consist of… • e.g. This department consists of two parts. • * full time, part time, work on…basis • e.g. The college student usually works on a casual basis in • the bar.

8. When you write a description, you must be sure that the following • information is covered: • management • responsibilities of the management team • different departments • responsibilities of the department heads • staff • Workload（工作量） • service staff • hours

9. Activity 2 Roles and Responsibilities By the end of this activity, you’re expected to know each administrator in an organization has his or her role to play and responsibilities to fulfill. • There are usually four levels of administration within an • organization: • 1) president, chairman, general manager, managing director • 2) vice- / assistant- • 3) heads of different divisions or departments • 4) wages clerk, accounts clerk senior junior

10. Through doing Task 2-3, you will be acquainted with the • role and responsibilities of administrators, and you must • pay attention to some important words and expressions • being used. • From Task 4, we can learn a lot of words by forming method • of words. • e.g. • administrator– administration – administrative -- administrate

11. Activity 3 The Secretary What are the role and responsibilities of a secretary? A secretary is often an administrative assistant and a key player in the management team. How to express your first expression of a secretary? You can have a try by using the adjectives on Page 296, a good impression or a bad impression.

12. The six means of communication used in a secretary’s daily • work: • E-mail • fax • letter • telephone • telex • memo • The expressions of giving instructions on selecting the best • means of communication: • 1) Do…by… • e.g. Send all important documents by registered mail. • 2) Use…to / for… • e.g. Use the phone for all business that requires an immediate • response

13. Activity 4 Appointments and Messages Before we come to the new part, according to what you’ve learned, you’re required to make a performance. Role-play:        Arranging an Appointment Scene: Mr. Smith is calling Mr. Liu, one of his clients, to arrange an appointment. They find Tuesday afternoon would be convenient for both of them.

14. 1. Language for Specific Functions: • (You’re required to grasp some expressions which are used to • make a dating or meeting.) • 1) Requesting an appointment •  I wonder whether it would be convenient to meet you tomorrow • afternoon. •   Could you manage Friday? •   I'd like to fix an appointment with you. • I wonder whether the manager could spare me half an hour • tomorrow.

15. 2) Stating when and where to meet • Could we make it in front of the Class Building? • Would next Tuesday be all right? •   On Wednesday I expect. •   I think Monday afternoon would be convenient. •   I'll be very pleased to see you this Friday afternoon. • I’d like to make an appointment for next Thursday.

16. 3) Changing or canceling an appointment •  I have a previous engagement at 6: 30. I wonder whether you • could change the time. •   Mr. Johnson's not available before 3rd, October. •   About our appointment for the next Tuesday, I wonder whether • we could change it from six to ten. •   I'm sorry to inconvenience you, but we have to postpone our • meeting.

17. 2.Try to design a message slip by yourself for your convenience, the following is an example: To see___________ Position____________ Company__________________________________ Meeting Place______________________________ Date & Time________________________________ Reason___________________________________ Others____________________________________

18. Activity 5 Business Letters, Faxes & Memos In this part, you’re required to know a number of important rules in business writing. • The style of business writing: • Clear • Concise • Courteous • The format （格式） • （ As it is a business writing, in some way you must • follow a certain format.）

19. The important rules for the business writing: • To think clearly and plan well before writing • To use your company’s writing paper • To write each idea in a separate paragraph • To write in a courteous tone all the time • To check the grammar, punctuation and spelling before • you send the letter • To remember to sign ( or ask the person-in-charge to sign ) • at the end of the letter. • You’re also expected to know the meanings of some • abbreviations.

20. Activity 6 All in a Day’s Work • The main work of a secretary in a day. ( Page323 ) • Three types of phrasal verbs: • 1) verb + adverb • run out • e.g. My patience is running out. • 2) verb + preposition • go through • e.g. I will go through it quickly. • 3) verb + adverb + preposition • look forward to • e.g. I’m looking forward to the coming of that day.

21. Assignments Writing:          A Confirmation Letter Suppose you are a secretary at Dynasty Wine Ltd. Company, please write a letter to Richards Beverage & Liquor Firm, confirming their order for 40 bottles of red wine and 60 bottles of white wine.