Administration Manager Role in Business Plan

							Introducing Swaggies


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                           What is Swaggies?

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                    Swaggies is a simulated workplace
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                    which can be used for the
                    development and assessment of
                    competencies
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Learner/Teacher Roles


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                          The Learner
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              • The learner becomes an employee of
                the company
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              • The employee is allocated a position
                within one the following departments –
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                    Accounts         Sales & Marketing

              • Tasks carried out are relevant to the
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                allocated job role
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                              The Teacher
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                    The teacher assumes the role of the
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                    employee’s manager and provides …
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                    • assistance, advice and feedback on
                      workplace performance

                    • a mentoring role which will assist the
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                      employee’s career development

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About Swaggies


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                   Company Profile
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              • Swaggies is a chain of gift stores
                retailing authentic Australiana products
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              • Swaggies commenced operations with
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                the Manly Store in 1996

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              • There are seven stores operating in
                NSW
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              • Plans are underway for expansion to
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                    Managing Director
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                             Steve Parsons
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Swaggies - Store Locations


                           Tamworth         Byron Bay




                  Orange              Newcastle
                                  Manly Harbour
                                   Darling

        Wagga Wagga

                             Merimbula
              Products
There are 16 product categories …

• Aboriginal Products     •   Corporate Gifts
• Australian Art Prints   •   Homewares
• Books and Maps          •   Jewellery
• Boxed Gifts             •   Leather Gifts
                          •   Novelty Gifts
• Cards, Calendars,
  Diaries                 •   Sheepskin Products
                          •   Timber Handcrafts
• CD’s
                          •   Toys and Games
• Clothing
                          •   Videos
                 Role of Head Office
• To seek new store locations
• To provide support to our stores
  –   training in business system
  –   business plan for operations
  –   marketing and management support
  –   strategies for advertising campaigns
  –   customer service training
• To prepare advertising and promotional
  material for all stores
• To increase product range and supplier base
• To supply stock to stores
          Head Office Departments

There are six departments in Swaggies . . .

•   Accounts
•   Administration
•   Human Resources
•   Sales & Marketing
•   Purchasing
•   Warehouse
         Accounts Department

The Accounts Department is responsible for
financial management -

• pricing
• financial planning and
  analysis
• accounts receivable
• accounts payable
• petty cash                    Robert Marconi
                               Accounts Manager
     Administration Department
The Administration Dept is responsible for ...
• reception and
  administrative support
• telephone calls/fax
  messages
• customer enquiries
• filing, photocopying
• handling mail                    Janet Parker
                               Administration Manager
• stationery supplies
          Human Resources Dept
The HR Department is responsible for ...

•   recruitment of HO staff
•   OH&S programs
•   payroll
•   training programs
•   staff training programs
                                    Lyn Singh
                                   HR Manager
          Sales & Marketing Dept
The Sales & Marketing Dept is responsible for ...
• marketing plans and strategies
• marketing campaigns to attract
  new clients
• advertising and marketing
  material for stores
• sourcing new product suppliers
• liaison with existing supplier
  base                                  Kylie Adams
                                      Sales & Marketing
                                          Manager
       Purchasing Department
The Purchasing Department is responsible
for ordering products supplied by Swaggies
stores together with all other goods or
services required by the company

           Mark Jones
           Purchasing Officer


                  Mary Anderson
            Purchasing Assistant
                Warehouse
The Warehouse is responsible for ...

• Receiving products
• Storage of products and
  other items
• Stock management and
  rotation
• Shipment of products to
                                   John Little
  stores                       Warehouse Manager
Resource Files and
   Documents


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      Australian Gifts
               Database Files

        Access                  Word/Excel
• Swaggies database       • Swaggies database
   – Product Categories      – Product Categories
   – Products                – Products    Excel
   – Suppliers               – Suppliers   Word
   – Stores                  – Stores      Word
• Employees database      • Employees database
   – Employees               – Employees Word
  Staff & Stores Directory
Full contact details for …

• Head Office staff

• All stores
                Stationery

• General Stationery (all departments)
• Accounts Department Stationery
• HR Department
  – Stationery
  – New Employee Training Program Worksheets
  – Reflection Journals
                       General Stationery

•   Accident/Injury Report Form   • Memorandum
•   Agenda                        • Message Slips
•   Appointments Schedule         • Minutes of Meeting
•   Courier Booking Sheet         • Notice of Meeting
•   Cross Reference Sheet         • Petty Cash Vouchers
•   Customer Complaint Form       • Request for Servicing
•   Facsimile                     • Stationery and Supplies
•   File Log Sheet                  Request form
•   Letterhead                    • Things To Do
•   Inwards Mail Register         • With Compliments Slips
•   Outwards Mail Register
           Accounts Stationery
•   Cheque Book
•   Credit Advice/Adjustment Note
•   Delivery Docket
•   Petty Cash Book
•   Petty Cash Voucher
•   Purchase Order
•   Receipt
•   Statement
•   Tax Invoice
       HR Dept - Stationery

•   Leave Form
•   New Employee Form
•   Performance Review Sheet
•   Time Sheet
  HR – NETP Worksheets

New Employee Training Scheme (NETP)
• Applies to all new employees for first
  three months of employment
• Worksheets are issued from HR and
  relate to various office functions
• Employee completes worksheet, prints
  2 copies – 1 for manager, 1 for portfolio
HR – Reflection Journals

Personal Reflection Journal




            Team Reflection Journal
            Image Library


Custom-made images for product
 categories
                       Image Library
                                   Cat B2 – Boxed Gifts
Cat A1 – Aboriginal Products




  Cat H1 – Homewares
                               Cat S1 – Sheepskin Products
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                    Policy & Procedures Manual
                             Summary of Content

                      •   About Swaggies
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                      •   Professional Conduct
                      •   Working Conditions
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                      •   Duty Statements
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                      •   OH&S
                      •   Emergency Procedures
                      •   Verbal Communication
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                    Policy & Procedures Manual
                             Summary of Content
                       •   Style Guidelines
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                       •   Stationery Supplies
                       •   Mail
                       •   Petty Cash
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                       •   Conservation and Recycling
                       •   Office Records
                       •   Time Management
                       •   Meetings
                       •
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