L4 Personal Assistance Module 7

Personal Assistance 4 Downloaded from hlayiso.com

Module 7: Identify expertise and resources Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 2

Module 7: Identify expertise and resources • After completing this module, you will be able to: – Determine criteria for expertise and resources – Establish and record expertise and resources – Report on expertise and resources Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 3

1. Determine the criteria for expertise and resources • After completing this subject outcome, you will be able to: – identify expertise and resource needs and include required competencies and attributes – produce estimates of resource needs – confirm expertise and resource needs with key persons and obtain authorisation within scheduled time frames – set clear, concise criteria for expertise and resources. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 4

1. Determine expertise and resource needs • After completing this subject outcome, you will be able to: – identify expertise and resource needs and include required competencies and attributes – produce estimates of resource needs – confirm expertise and resource needs with key persons and obtain authorisation within scheduled time frames – set clear, concise criteria for expertise and resources. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 5

1.1 Identify expertise and resource needs and include competencies and attributes • Project scoping – Define the need – Identify key stakeholders – Identify project drivers – From needs to requirements. Define simple terms. – Identify potential problems • Resources – BBBEE – Reputation of the supplier – History • Expertise Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 6

Level of expertise Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 7

Activity 1 • Working in small groups of 4-5 people, imagine that you are all the stakeholders that have been called to a scoping meeting. It has been decided that your organisation has grown to the extent where a dedicated receptionist is needed. He/she will need to answer all incoming calls, deal with visitors and do some basic administration work like faxing, updating the client database, etc. • The topics in this scoping meeting that need to be covered are: – Profile of the person – attitude, expertise, etc. – Basic responsibilities in terms of the job. – Equipment needed e.g. computer, desk, etc. • Each person must record the discussions and decisions for inclusion in their portfolio. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 8

1.2 Produce estimates of resource needs Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 9

Activity 2 • Research and prepare a budget for the appointment of the new receptionist. Include all items such as equipment and furniture that your group decided was needed in Activity 1. • You will need to establish the salary range of the person too. • You can use the Internet, media as well as get quotes from companies in order to get the information. Remember to attach all this to the budget as evidence. • This is an individual task. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 10

1.3 Confirm expertise and resource needs with key persons • As a Personal Assistant, it is very unlikely that you will have the authority to make decisions regarding the employment of people or the purchase of equipment. • You may work under time pressures, as decisions can only be made once your research and recommendations have been completed. • Any decisions must be confirmed in writing so that the relevant people can be held accountable. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 11

Activity 3 • Outline the processes and documents that exist in your SIM business when a new appointment is made – in this case the receptionist. – Who needs to be consulted as part of the scoping session? – Who authorises the recruitment and appointment of the receptionist? – What details are required? What forms need to be completed? – Draw up a detailed document authorising the recruitment of the receptionist and have it signed by the relevant manager(s). Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 12

1.4 Set clear, concise criteria for expertise and resources • Basic job analysis – What are the job responsibilities of current employees? Will it need to change? If so, how? – Conduct Internet research and look at sample job descriptions online or offline, highlighting similar jobs. – Do analysis of the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position. – What are the most important outcomes or contributions needed from the position? Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 13

Activity 4 • Working in pairs, develop a suitable job profile or description for the receptionist position that has been proposed for your SIM business. • If you do any research on the Internet or in relevant sections of the newspaper, copies or references should be included in this task. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 14

2. Establish and record expertise and resources • After completing this subject outcome, you will be able to: – express the choice of expertise and resources for operation and service requirements of the organisation – document expertise and resources in the required format and within agreed time frames. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 15

2.1 Express the choice of expertise and resources for operation • Supplier relationships • Three quotes • Tenders • Advertising for vacant positions Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 16

Activity 5 1. Draw up a scorecard that you can use to screen all the applications that you expect for the position of receptionist in the SIM business. 2. Draw up a scorecard that you would use in the interview process – think carefully of what the job entails but also remember that you cannot discriminate, e.g. against male candidates. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 17

2.2 Document expertise and resources in the required format and within agreed time frames Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 18

Activity 6 • Draft a purchase requisition (use the template as a basis) for the furniture required for the new receptionist – desk, chair and storage cabinet. You can research actual prices but this is not a requirement as you can make up the information. You must ensure, though, that all the relevant information is given and that it has been signed. • Explain who it will be submitted to for authorisation/approval and how long before the receptionist is due to start. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 19

3. Report on expertise and resources • After completing this subject outcome, you will be able to: – select the reporting method, which is appropriate to the context and organisational requirement – prepare report, using recorded data – submit report within agreed time frames and format. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 20

3.1 Select the reporting method, which is appropriate • The more expensive the resources or the more important the appointment of a person with the right expertise, the more formal the report will need to be • For less important appointments or smaller purchases, an e-mailed recommendation may be sufficient, which is then discussed at a less formal meeting. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 21

3.2 Prepare report, using recorded data • Task • Time frames • Process undertaken • Proposal / recommendation • Proposed suppliers • Recommendatio Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 22

Activity 7 • Prepare a formal written report for the management team of your SIM business outlining your recommendations in terms of creating a position for a receptionist. • Indicate the task and the time frames, how it was scoped, the research you have done in terms of job profile and salary, the resources that will be needed and the benefits to the company. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 23

Activity 8 • Prepare a five-minute presentation, including relevant visuals (can be summarised version of the report with relevant points, budgets, etc. or in the form of a PowerPoint presentation), which will be presented in class. Downloaded from hlayiso.com Personal Assistance – Level 4 Future Managers 24