Business Administration and Computing Assignment: Organic Foods Certificate in Business Administration and Computing Level 3

ORGANIC FOODSAt Organic Foods our mission is to put organic living within everyone’s reach. But we realise that getting started isn’t always easy – so we have a whole lot of ideas to help you begin living your life the pure delicious organic way.

Come and join us on one of our organic journey week ends. It will transform your future.

New classes every month.

Fiona Gilbertson

Fiona Gilbertson

Table of Contents

Question 1a: Desktop Computer and Printer Considerations............................................2

Question 1b: Desktop Computer and Printer Comparisons...............................................4

Question 2 Software...............................................................................................................8

Question 3: Electronic Security.............................................................................................9

Question 4: Part-Time Office Administrator – Organic Foods.........................................12

Question 5: Record Keeping................................................................................................13

Question 6: References........................................................................................................14

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1a: Desktop Computer and Printer ConsiderationsOrganic Foods requires a desktop computer and printer for their new Kumeu office. Research for this purchase was conducted by visiting Harvey Norman and Noel Leeming on the North Shore; through online comparisons of specifications; by subscribing to Consumer.org.nz (to view their reader satisfaction and reliability of computer and printer brands surveys) and by reading various online articles as well as the Unitec CBAC3 notes on buying a computer.

i Compatibility, Upgrading, Specifications and PeripheralsThe primary consideration when purchasing a desktop computer and printer for Organic Foods, Kumeu is compatibility with the company’s existing networked PCs, which operate on Windows 8 and use MS Office 2013 application software. Compatibility issues would exclude Apple products from consideration for this role. The next consideration in each case is to purchase a model that will not require upgrading for some time. As a general principle, it is recommended that users buy a little more power (RAM, hard drive capacity, processor speed and printer capacity) than they actually need, but not a lot, which would be a waste of money. In doing so Organic Foods may be obliged to acquire features they don’t directly need, such as high spec graphic card readers and touch screen capability, but this is all part of long term future proofing. Furthermore, technology products devalue quickly, so it is recommended buying the latest model of the chosen brand. Therefore Organic Foods should focus their attention on computers with at least 8GB of RAM, hard drive memory space of 1TB or more, and a minimum processor speed of 2.8GHz. Further requirements are multiple ports for attaching peripheral devices, an active internet connection with a browser that supports Microsoft Office 2013 (such as Internet Explorer 8, 9, 10 or 11 and Mozilla Firefox 10.x or a later version). A DVD drive is also recommended. Finally, the computer should have a screen size of at least 21 inches and picture clarity of 1366x768ppi. Not only will these screen specifications contribute to good office ergonomics, they will allow the user to ‘snap apps’ (show more than one application on the screen at once).

ii DimensionsAn important consideration is the dimensions of the computer (volume and weight), particularly if office space is limited. These days it is possible to purchase desktop computers as all-in-one units with an integrated screen, hard drive and CPU. The disadvantage of all-in-ones is that a problem with, for example, the screen may compromise the functioning of the computer as a whole and prove costly to fix or replace (the experience of the author). Buying the screen separately also allows users to purchase a monitor to suit their specific requirements. On the other hand all-in-one units save space and cable clutter, and for this reason they will be considered on merit alongside traditional desktop models with separate screen and CPU plus hard drive (or ‘tower’).

iii Printer: Compatibility and TypeThe first consideration in choosing a printer is that it must support the Windows operating system. The second concerns the type of printer. In principle, a laser printer, with its sharper copy quality and speedy print output, would be a better fit. In the long term the higher

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purchase price of a laser printer compared to an inkjet model can be offset by their more affordable consumables, particularly if print volumes increase as anticipated. However, small business inkjet models still give very efficient print speeds compared to similarly priced laser printers, plus they generally provide the option of colour copies, which many laser printers do not. With its rural location it is important to have these options at one’s finger tips. Therefore, selected laser and inkjet printers will be evaluated individually on merit for this project. The printer needs to be multifunction to be able to fulfil the roles of printer, copier, e-mail, fax and scanner, thus reducing the office footprint. Built in Wi-Fi or ethernet is recommended as this will allow additional users to network to the printer. Finally, the company should purchase a printer that can give them the highest presentation-quality text, graphics and photos for their budget. Ratings tests on individual models by Consumer NZ (https://www.consumer.org.nz/) and PCMag (http://www.pcmag.com/article) will assist their choice.

iv Brand ReliabilityBrand reliability is a major consideration when choosing either a PC or printer and it can pay to consult an independent source to ensure objectivity of choice. In Consumer NZ’s desktop user survey HP computers scored highest among their readers (after Apple), with a 92% satisfaction rating and a 90% reliability rating. Among PC Mag readers, Asus came second only to Apple in their overall desktop rating survey with a score of 8.6 out of 10 - two places ahead of HP. These solid performances put HP and Asus at the head of the pack among desktop PCs for consumer satisfaction and reliability. Among printers, Consumer NZ rates Canon, Brother, Epson and HP highly with overall reliability ratings between 96 and 98%.

v Purchase Outlet and After Sales CareLastly, the choice of purchase outlet is important in getting the right product and in determining the level of after-sales care. For the sole charge Kumeu Organic Foods office administrator role, a local North Shore-based computer outlet that is part of a national chain offers convenience in the event of problems, maintenance and warranty claims. In this category PB Tech rates well for after sales care with Consumer NZ subscribers, ahead of Harvey Norman and Noel Leeming. The latter two, however, remain competitive in view of the scope of their range and their accessibility for the general computer user public. The other option, of buying from a specialist online retailer (e.g., Dell) rated poorly with Consumer NZ subscribers, who found their off-shore support slow and sometimes obstructive. Nationwide chains are generally more flexible with regard to their returns policies on goods and can offer prompt access to replacement parts. They also have the advantage of allowing customers to see and try out different models before they buy and can offer warranty upgrades and extensions. Therefore, they remain the preferred option of purchase outlet for this project.

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Question 1b: Desktop Computer and Printer Comparisons: i Computers

Cho

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Mod

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Incl

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Proc

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1st

HP Pavilion 500-201a Desktop

Model:E9V41AA

Tower only

(includes keyboard and mouse)

Intel Core i53.1–3.3 GHz

8GB 2TB Windows 8.1

i) Audio port

ii) Network port

iii) 8 USB ports

DVD-Super Multi

i) 17.55 x 38.98 x 36.77 (cm)

ii) 7.15kg

With screen: 10.35kg

See next page:

ASUS 24” VX 248H Full HD LED Monitor

12 months manufacturer’s warranty*(can be extended by up to 2 years)

*36 months on monitor

$1899 + $369 (screen)

Total:$2268

Harvey Norman stores (& other HP dealers)

http://www.harveynorman.co.nz/computers/desktops/

2nd

Asus MD11AD-AUO14S

Tower only

(includes keyboard and mouse)

Intel Core i52.8 GHz

8GB 2TB Windows 8

i) HDMI port

ii) 6 USB ports

DVD-RW Not given

Similar models weigh 8.5-9kg

With screen: 11 – 12kg

See next page:

ASUS 24” VX 248H Full HD LED Monitor

12 months manufacturer’s warranty*(can be extended by up to 2 years)

*36 months on monitor

$1499+ $369 (screen)

Total:$1868

Harvey Norman stores (& other ASUS dealers)

http://www.harveynorman.co.nz/computers/desktops/

3rd

Asus ET2321INTH All-in-One Desktop

All inclusive

(includes keyboard and mouse)

Intel Core i7 3.0 GHz

8GB 2TB Windows 8.1

i) HDMI (in, out)

ii) TV jack, LAN

iii) 6 USB ports

DVD-RW i) 57.1 x 20 x 35.9 (cm)

ii) 9kg

i) 23” HD LED touch screen

ii) 1920 x 1080 ppi

12 months manufacturer’s warranty

$1709 Noel Leeming stores (& other ASUS dealers)

http://www.noelleeming.co.nz/shop/HP/computers/desktop-computers/c10005-c101755-bhp-p1.htm

4th

HP Envy Recline 23-k100a Touchsmart All-in-One

All inclusive

(includes keyboard and

Intel Core i5 2.9–3.6 GHz

8GB 1TB Windows 8.1

i) Network port

ii) 6 USB ports

None i) 55.92 X 26.52 X 45.4 (cm)

ii) 12.12kg

i) 23” HD LED touch screen

ii) 1920 x 1080 ppi

12 months manufacturer’s warranty(can be extended by up to 2 years)

$2229 Harvey Norman stores (& other HP dealers)

http://www.harveynorman.co.nz/computers/

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mouse) desktops/

ii Computer MonitorsC

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Spec

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1st

ASUS 24” VX 248H Full HD LED Monitor

i) 24 “

ii) 1920 x 1080 ppi

i) Full high definition

ii) Backlit LED

iii) Ultra slim

5 including 2 x HDMI and audio in

i) 53.54 x 21 x 33.8 (cm)

ii) 3.2 kg

36 month manufacturer’s warranty

$369 Harvey Norman stores (& other ASUS dealers)

http://www.harveynorman.co.nz/computers/monitors/

2nd

Samsung 23.6” Series 5 LED SD590

i) 23.6 “

ii) 1920 x 1080 ppi

i) Full high definition

ii) LED

iii) Extra wide viewing angle

3 including 1 x HDMI and headphones

i) 54.2 x 16.9 x 42.12 (cm)

ii) 3.98 kg

36 month manufacturer’s warranty

$399 Harvey Norman stores (& other Samsung dealers)

http://www.harveynorman.co.nz/computers/monitors/

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iii Printers

Cho

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1st

HPX576DW

Multifunction inkjet printer:

print, scan, copy, fax

Colour orblack & white

Windows and Mac

Wi-Fi and Ethernet

Up to 70 ppm

i) Duplex prints

ii) Optional 500 sheet paper tray

i) 67.8 x 67 x 51.7 (cm)

ii) 24kg

12 month manufacturer’s warranty

$1149 Harvey Norman stores (& other HP dealers)

http://www.harveynorman.co.nz/computers/printers-and-office/printers/

2nd

Brother MFC8910DW Small Business Printer

Multifunction inkjet printer:

print, scan, copy, fax

Colour orblack & white

Windows and Mac

Ethernet Up to 40 ppm

Duplex prints

i) 49.1 x 41.5 x 47.7 (cm)

ii) 16.7kg

36 month manufacturer’s warranty

$899 Harvey Norman stores (& other Brother dealers)

http://www.harveynorman.co.nz/computers/printers-and-office/printers/

3rd

BrotherMFC9340CDW

Multifunction colour laser printer

print, scan, copy, fax

Colour orblack & white

Windows and Mac

Wireless connectivity

Up to 22 ppm

Duplex prints

Not stated: similar models approx. 13kg

12 month manufacturer’s warranty

$699.95 Noel Leeming stores (& other Brother dealers)

http://products.noelleeming.co.nz/search?w=printers&view=grid

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4th

Canon Image Class MF4890dw

Multifunction mono laser printer:

print, scan, copy, fax

Black & white only

Windows and Mac

Wi-Fi and Ethernet

Up to 26 ppm

Duplex prints

i) 39 x 36.8 x 36 (cm)

ii) 12.8kg

36 month manufacturer’s warranty

$595 Canon NZ or Canon Dealers: Bond & Bond & Warehouse Stationery

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iv Desktop Computer and Monitor: research findingsThe recommended model of desktop computer for Organic Foods’ new office is the HP Pavilion 500-201a Desktop Tower along with the ASUS 24” VX 248H Full HD LED Monitor:

The HP Pavilion amply fulfils all the requirements of the research on pages 2 and 3; that is compatibility with the company’s existing networked PCs (comes ready installed with Windows 8.1 operating system), and it will run Microsoft Office 2013. It has 8 GB of RAM and 2 TB of hard drive memory and a processor speed of up to 3.3 GHz, which puts it ahead of the 2nd-placed Asus desktop model. These speeds will make the HP highly responsive when processing instructions and uploading or downloading information. The HP Pavilion’s specifications are at the top end for desktop computers currently on the market so the company will not need to upgrade this computer for some time. To this end, purchasing an independent tower and monitor also enhances its longevity, as issues with either component can be addressed separately. It is compact and relatively lightweight, even with the addition of a separate monitor. Finally, the HP Pavilion has a handy 8 USB ports – more than any of the other models, along with an audio port and network port as well as the recommended DVD player.

The Asus VX 248H monitor came in just ahead of the Samsung due to its additional ports and slightly larger screen size. With its lightweight 24” ultra slim screen and 1920 x 1080 ppi of high definition viewing, it provides the user with excellent viewing clarity on an attractive yet stable central stand that also offers good tilt capability. Both HP and Asus feature at or near the top of Consumer NZ and PC Mag readers’ preferred brands for satisfaction and reliability.

Both these models are available locally through Harvey Norman, who will extend the HP Pavilion’s manufacturer’s warranty to match that of the monitor, thereby offering the user additional peace of mind. At $2268 for the two items, this is the most expensive of the shortlisted options, but budget is not a constraint for this project and the buyer can be confident that they are getting excellent value for their outlay in a reliable future proof package.

v Printer: research findingsThe recommended model of desktop computer for Organic Foods’ new office is the HPX576DW multi-function inkjet printer.

The HP is a sizeable investment at $1149, but in view of its superior specifications and speed, it is a clear winner in terms of value for money. Firstly, with a top copy speed of up to 70 pages per minute it is nearly two times faster than its nearest rival, the Brother MFC8910DW Small Business Printer. The two laser printers in the short list have far slower

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copy speeds and of the two, only the Brother MFC9340CDW laser printer has a colour printing option. Speed of output will be essential in supporting Organic Foods’ anticipated growth and increase in print requirements. Moreover, the HP comes with an optional 500 sheet tray, which offers further convenience for large print jobs. With the option of duplex printing in black and white or colour, multiple functions (print, copy, scan and fax) plus compatibility with the Windows Operating System it is an investment for the long term. Lastly, as the HP also has Wi-Fi connectivity this allows course tutors or other individuals visiting Organic Farms the convenience of direct access to the printer via a Wi-Fi code. With a 96% reliability rating from Consumer NZ’s readers, a 12 month manufacturer’s warranty and availability locally through Harvey Norman stores, or other HP printer dealers the HPX576DW is a prudent investment for the long term.See full list of References on p14: Question 1: Desktop Computer and Printer

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Question 2 Softwarea System software: the new Organic Farms desktop computer needs to operate on Windows 8 (or 8.1) systems software if it is to be compatible with the existing networked PCs.

b Utility software: these are software programs that either add functionality to the computer or help to keep it healthy and performing optimally. Most utilities (see below) are built into the operating system:

i Utility Software (General):A complete quota of utilities for the new computer should include:

File, disk and memory management programs Security programs including anti-virus, anti-spam, anti-spyware and firewall

software Backup programs Networking programs Enhancement applications such as screensavers, font and icon tools Programs that add functionality by allowing customisation and enhancement of

the desktop and user interface.

As the staff at Organic Foods need frequent and secure access to the internet and to the company network, the main focus in evaluating the utility software should be the choice of robust reliable security and backup software. Backup will be discussed more fully in question 3. Security software is discussed below:

ii Utility Software (Security):PCMag offers in-depth testing and analysis of security software performance from which a rating is allocated (from excellent down to poor). Three top ranked security programs, all with excellent ratings are:

Norton AntiVirus (2014 version) Kaspersky Internet Security (2014 version) Trend Micro Titanium Maximum Security 2013

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The best choice for Organic Foods would be the Norton AntiVirus (2014) software. It offers a comprehensive system of malware detection and remediation that concentrates on blocking malware at every level with a high degree of success. It is user friendly and comes with an added new feature that produces a cloud-based clean copy of infected Windows files from which Norton can extract instructions to change the corrupted file back to its clean equivalent. This addresses the issue of licensing restrictions which prevent direct interchanging of corrupted Windows files with clean copies of the originals.

c Application SoftwareEvaluation of the different Microsoft Office 2013 packages puts Office 365 Small Business Premium clearly in front. At $NZ229 per user per year it offers value for money (compared to the desktop equivalent at $NZ400 for a similar package) and freedom from upgrades: users always have access to the latest version of MS Office on their PCs. It also has the most comprehensive package of software applications. For this price, the user can install and use Office on up to 5 devices. This is sufficient for the needs of Organic Foods. Applications included are:

Word Excel PowerPoint OneNote, Outlook Access Publisher Web-based versions of the above Office application via SkyDrive 1 TB of SkyDrive storage 60 minutes per month of international Skype calls

This package also contains a managed Microsoft Back Office environment including Exchange, Sharepoint and Lync and, with Office On Demand also included, users can stream virtual versions of the desktop software on any Windows 7 or Windows 8 PC. Web-based versions of the office applications can be accessed almost seamlessly via SkyDrive from other mobile devices too, so important files are always able to be retrieved.See full list of References on p14: Questions 2 and 3: Software and Electronic Security

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Question 3: Electronic Securitya BackupBackup of company files is like insurance; it should always be there in case of need. The sophistry and intricacy of computers and computer circuits allows many entry points and bases for data loss. Moreover, because data entry and management of computer activity still requires human input, there will always be risk of slip-ups. To visualise its importance, one has to imagine different scenarios where data loss could occur and what this could cost the company if no regular efficient backup system were in place. Very conceivable situations could include human error accidentally over-writing or deleting a file, a man-made or natural disaster that destroys the company offices, theft of the company’s computers, malfunctioning hardware or software and loss or corruption of all or part of the company database due to malware entering the system. The cost in all cases is time and money. Even at the lower end of the scale this can be an expensive and time-consuming nuisance to have to replicate or re-write documents (if still possible), but beyond a critical degree of loss the survival of the firm can be put in jeopardy.

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All these applications are needed to run an efficient modern day operation

Fiona Gilbertson

The regularity of backup is particular to the company and to the files. Files that change rapidly will need a relatively unsophisticated daily backup scheme that does not disable the system and enables prompt recovery so the company can keep on functioning.

Files containing critical data, such as databases may need several backup sets going back over several periods. Scheduling also affects regularity of full-scale backup as it will need to be timed for when system use is relatively low, although continuous dynamic Cloud backup alleviates the need for this.

b Online Backup RecommendationsFor Organic Foods the customary practice of having two backup copies of their data – one online and one offline and local – would be the recommended approach. For the local offline copy, I would endorse an initial back up of the entire hard drive followed by weekly back up of new and modified files onto a portable hard drive that is then secured on the premises in a fireproof container. Organic Foods staff should also practise continuous ongoing backup of live files via USB drive. These should be stored separately from the desktop.

The benefits of the Cloud make it the best online backup storage option. The company should consider taking out ‘zero knowledge’ strength encryption, i.e., Organic Foods retains ownership of the unique encryption key used to encode their files when sending to, retrieving from and storing in the Cloud. They should also examine the costs of continuous copying of files and hot backup of databases, which sidesteps the need for downtime when the database is undergoing a cold or offline backup.

The preference is to find a reputable New Zealand based Cloud storage company. Dealing with a local organisation that understands business practices here and that can physically visit Organic Foods (or be visited or telephoned locally) will take some of the stress out of navigating through the installation process or any future situation the company may find itself in. Recommended New Zealand-based Cloud storage organisations for a small to medium sized company are in order of preference below:

i KeepItSafe® New Zealand is based in Auckland and is New Zealand’s largest provider of online backup services. Its point of difference is that it has recently teamed up with DataSafe, giving customers the peace of mind of Datasafe’s seven years’ experience in offsite and online data protection services along with KeepItSafe’s ISO 27001 certification (the ‘gold standard’ for Information Security Management Systems). KeepItSafe promises:

decisive timely intervention and customer notification of all unusual activity encryption of all data that is in transit or at rest an online backup and IT disaster recovery package that can recover

business servers and get the business back up and operating in minutes 24-hour data centres accessible only to authorised personnel.

They have a Small Business Data Backup solution that would suit Organic Foods and will design, install and troubleshoot the backup system according to the requisites of the business. Their costs are also quoted individually, so the company can contract to pay only for what it needs, typically $15 - $20/ month.

KeepItSafe (014). Retrieved fromhttp://www.keepitsafe.com/

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ii Second choice is ITCloudSolutions, another New Zealand based online backup solutions firm. ITCloudSolutions store client data on the Cloud via multiple New Zealand-based data centres. They offer many solid assurances:

automated backup partnership with QBE to insure all data against loss and technical

assistance in the event of incidents military grade security; incremental backups with instant restore New Zealand based technical support for installation and problems

Prices start from around $20/ month.IT Cloud Solutions (2014). Retrieved from

http://itcloudsolutions.co.nz/

c The CloudThe Cloud is a method of secure data storage to a remote off-site database maintained by a third party. The data is encrypted to, from and in the Cloud and files can be accessed via the internet. The outcome is that a file stored on a cloud server can be opened and read securely from any location that has an internet connection and on any number of devices including computers, laptops, smart phones and i-pads. Users are no longer obliged to carry around their laptop or other storage device and are no longer limited to one computer for saving and retrieving the information.

Strickland, J. (2014). How Cloud Storage Works. Retrieved from http://computer.howstuffworks.com/cloud-computing/cloud-storage.htm

Two Important Advantages of the Cloud are that:

If a computer has a malfunction or is stolen files in the cloud can still be accessed from another computer

In certain cloud storage systems, such as Google Docs, it is possible to have several users in different locations collaborating on a project, saving time and possible confusion with different versions of files

Two Major Disadvantages of the Cloud are:

Security and privacy concerns. In handing sensitive information over to a third party a user becomes dependent on the robustness of the cloud service’s security systems. Cloud storage provider can have multiple clients all stored on the same hardware, so there is concern that if one client’s data is compromised other clients’ data may suffer the same fate. Furthermore, even though data is encrypted and password protected clients can feel insecure relying on the cloud service provider to enforce these measures

Dependence on the internet: if the internet is down there is no access to the company’s cloud back-up files

See full list of References on p14: Questions 2 and 3: Software and Electronic Security

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At Organic Foods we don’t just talk about organic living; we live, breathe and eat what we preach. Business is expanding and we are looking for a person who shares our vision to come on board.

Are you an administration superstar, a level-headed and self-motivated multi-tasker with outstanding communication and organisational skills?

Based at our new Kumeu branch north of Auckland, your main responsibilities will be running the reception desk and providing general office support for our organic lifestyle and cooking class programme. However, you may be required to fulfil a number of other duties, which are detailed below. In this dynamic role no two days will be the same!Responsibilities and DutiesReporting to the Office Manager at head office, you will be responsible for:

Answering telephones Responding to queries and sending out information Registering clients Typing correspondence Maintaining secure file management systems (electronic and hard copy) General office duties as required: this may include accounts payable and

receivable Other duties, which may include:

o Driving the company vehicleo Assisting with food and beverage preparation during week-end classes

We are seeking potential candidates with: Previous experience in a reception or administrative role High competency in Microsoft Office programmes (Word, Outlook, Excel, Access)

with good keyboard speed and accuracy Excellent spoken and written communication skills in English Proven ‘people’ skills and the desire to go the extra mile for our clients A passion for organisation and the ability to learn and implement new systems A clean New Zealand driving licence An interest in organic living Familiarity with accounts payable and receivable and a current food hygiene

certificate would both be an advantage but full training in either of these areas can be given to the right candidate

The role is permanent part-time, initially 2 days per week plus 1 week-end per month, but this could increase as the company continues to grow.Remuneration is commensurate with experience and will be discussed during the interview.If you are interested in this role, please upload your CV (citing at least 2 professional references) and covering letter to the link below. Applications close 11 November 2014.

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Part-Time Office Administrator – Organic Foods

Fiona Gilbertson

Question 5: 5a Record KeepingThe following reflect hard copies of electronic files kept on the office administrator’s computer:

a 12 Month Plan Wall Planner: Course InformationAt Organic Foods courses are programmed 12 months in advance. For easy reference they will be displayed on a wall planner above the office administrator’s desk. Courses will be referred to by a colour code and abbreviation with the initials of the course tutor added in brackets when known:i LGF( ) Living Gluten Free (blue) ii VG( ) Vegan Cooking (green) ii HLOB( ) How to Live Organically on a Budget (red)b Master Files of Course Information: Colour-coded BindersEach course (LGF, VG, HLOB) has a separate labelled and colour-coded master file containing all the information needed to run that course, e.g., course outline and daily programme, location(s), resources and ingredients, equipment, vehicle requirements, costings, tutor(s), tutor details, photos from previous sessionsThese folders live upright and within reach in a cupboard in the administrator’s desk where they are available to other staff. c Enrolment Information: Current and Forthcoming CoursesCurrent and forthcoming course enrolment information is also kept in colour-coded binders (one for each class: as above). Within the binders sturdy card dividers separate the information by month: the first page under each month is a top (green) page, which details the course information for that particular month and a running total of enrolments. Following pages are completed yellow client information/ enrolment forms for students that have formally enrolled in a class. Client queries are noted on a white ‘Client Inquiry’ sheet which is filed behind the yellow forms for the relevant course. These white copies are not included in the enrolments tally. It is the administrator’s job is to follow up these queries.These binders live in a cupboard beside the administrator’s desk where they are available to staff requiring information from them. As they contain personal information they are not kept on general display.d Inactive Files: Filing of Client DetailsAll the information about each client is contained on the detailed yellow enrolment form. Once the course has been completed the enrolment form is filed alphabetically in coda files in a secure metal cabinet. Coloured tabs are added to the outer edge of files to denote the class attended. (All information filed electronically)5b Record SecurityTo keep them safe and secure: procedures for all hard copy confidential file storage:a files kept closed between referrals b files kept locked when office not manned/overnightc file storage key kept in a lockable key press: key to key press kept in secure place (access to authorised personnel only). Administrator unlocks/locks key press each morning/eveningd storage cabinets fire and water proofe active files and folders labelled and stamped ‘Not to Leave Administrator’s Office’

ReferencesQuestion 1: Desktop Computer and PrinterConsumer NZ: Computer Reliability (2014). Retrieved from

https://www.consumer.org.nz/articles/computer-reliabilityConsumer NZ: Printer Reviews (2014). Retrieved fromhttps://www.consumer.org.nz/products/printers/overview

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Fiona GilbertsonDesk Top Computers at Noel Leeming (2014). Retrieved fromhttp://www.noelleeming.co.nz/shop/computers/desktop-computers/c10005-c101755-p1.htmlFor Seniors: How to Choose Computer Processor Speed and Memory (2014). Retrieved from

http://www.dummies.com/how-to/content/for-seniors-how-to-choose-computer-processor-speed.htmlGottesman, B. (2014). Readers' Choice Awards 2014: Laptop and Desktop PCs. Retrieved from

http://www.pcmag.com/article2/0%2c2817%2c2452947%2c00.aspHarvey Norman Desk Tops and All-in-Ones (2014). Retrieved from

http://www.harveynorman.co.nz/computers/desktops/How to Choose a Printer (2014). Retrieved from

http://www.wikihow.com/Choose-a-PrinterSystem Requirements for Windows 8 (2014). Retrieved from

http://windows.microsoft.com/en-us/windows-8/system-requirements

System Requirements for Office 2013 (2014). Retrieved fromhttp://technet.microsoft.com/en-us/library/ee624351(v=office.15).aspx

Unitec (2014). Buying a Computer. CBAC3 Course NotesQuestions 2 and 3: Software and Electronic SecurityBradley, T (2013). Why Office 365 is a Better Deal than Office 2013. Retrieved from

http://www.pcworld.com/article/2026710/why-office-365-is-a-better-deal-than-office-2013.htmlMicrosoft Office Soft Store (2014). Retrieved from

http://www.microsoftstore.com/store/msnz/en_NZ/cat/Office/categoryID.65889900?icid=OffCat_ModA_O365_OneDrive1TB#for-home-and-students

Rubenking, N. (2013). Software Review: Norton AntiVirus (2014 version). Kaspersky Internet Security. Trend Mico Titanium Maximum Security. Retrieved from

http://au.pcmag.com/norton-antivirus-2014/817/review/norton-antivirus-2014Strickland, J. (2014). How Cloud Storage Works. Retrieved from

http://computer.howstuffworks.com/cloud-computing/cloud-storage.htm

Question 4: Employee AdvertisementJobs on Seek (2014). Retrieved from

http://www.seek.co.nz/?tracking=SEM-GGL-SRC-GENERAL 00327&gclid=CM_5jYyEtLwCFYhbfgod4zwAnw

Logos and ImagesKupfer, M (2013). Cover Picture. Retrieved fromhttp://www.youngandraw.com/5-tips-for-growing-your-own-organic-food/Food for Thought Blog (2011). Header Logo. Retrieved from

http://www.bestfoodfacts.org/food-for-thought/organic_feed_the_world

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