कार्यालय स्रोत साधनको परिचय र प्रकार तथा सहायक कर्मचारीका कार्य र गुणहरू
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In this post, we are presenting important notes for the preparation of the second letter of the buyer, which includes the introduction and types of office resources and the functions and qualities of the supporting staff. A good understanding of these topics is essential to achieve success in the second letter of the buyer.
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Functions and qualities of the supporting staff
(Roles and Qualities of Assistant Employees)
Introduction
The administrative system is the backbone of any organization. Support staff plays an important role in its efficiency and performance. Support staff work as an essential part in carrying out administrative work, supporting leadership, and managing daily tasks in government and non-government organizations. The efficiency, honesty, and qualities of support staff have a direct impact on the development of the organization and the nation.
This article will discuss in detail the functions of support staff and the qualities required in them. It is believed that it will be especially useful for students preparing for the second paper of the procurement.
Roles of Support Staff
The role of support staff is broad and covers various administrative and managerial areas. The main functions are as follows:
1. File Management
Support staff play an important role in organizing office files.
Registration, sorting, and safekeeping of files.
Assisting in searching for necessary documents.
Categorizing and archiving old files.
2. Correspondence work
Correspondence is a very important task in government or non-government organizations.
Writing, typing, and sending letters to the necessary agencies.
Registering incoming letters and informing the concerned officer.
Preparing drafts of written and documents in plain language.
3. Reporting and record keeping
Supportive employees play a special role in maintaining reports and records.
Preparing daily, weekly, and monthly reports.
Keeping records of coming and going to the office.
Collecting necessary data from other departments of the office and preparing reports.
4. Assistance in performing work
Supportive employees assist officers and senior employees in their work under the direction of officers and senior employees.
Managing meetings and preparing agendas.
Completing the responsibilities assigned by officers on time.
Coordinating necessary work in other departmental tasks.
5. Organizing documents
Supportive employees are responsible for the security and management of important government and personal documents.
Maintaining records of government orders and circulars.
Properly take care of confidential documents.
6. General administrative work
The work of an assistant employee focuses on general administrative work.
Maintaining attendance and leave details of employees.
Making a list of office supplies and managing necessary items.
Assisting in maintaining a clean and tidy environment.
7. Customer service
An assistant employee may be directly involved in customer service work.
Assisting in providing basic information to resolve complaints from service recipients.
Providing necessary information to service recipients who come to the office.
Qualities of Assistant Employees
An assistant employee must have some special qualities to perform his work efficiently. These qualities build the employee's working style, efficiency and image in the organization.
1. Honesty and trust
Honesty is the most important quality of any employee.
Not misusing government and institutional property.
Fulfilling his duties and responsibilities honestly.
Creating an environment of trust with other colleagues and service recipients.
2. Time Management
Proper use of time improves the performance of support staff.
Completing work on time.
Submitting reports, files, and other tasks on time.
Regular attendance at the office and being on time.
3. Diligence
It is essential for support staff to be diligent.
Working attentively on small and big tasks.
Completing work without complaining even if additional workload arises.
Making the work perfect and of high quality.
4. Communication Skills
Effective communication skills play a major role in work performance.
Communicate politely with colleagues, clients, and senior officials.
Use simple, clear, and professional language in correspondence and report writing.
Understand instructions and information correctly.
5. Organizational Skills
Organizational skills are another important quality of support staff.
Organize files and documents.
Prioritize tasks.
Maintain a clean and orderly environment in the workplace.
6. Patience and Tolerance
Support staff sometimes have to bear the workload and pressure.
Work patiently in the workplace.
Listen to the complaints of service recipients calmly and patiently.
Participate actively in solving problems.
7. Ability to maintain confidentiality
Confidentiality is an important aspect in the government and administrative sector.
Do not let confidential office documents and information go out.
Keep the personal information of employees safe.
8. Innovation and Creativity
Creative thinking makes tasks effective and efficient.
Solving old problems in a new way.
Identifying new ways to make tasks easier.
Conclusion
Support staff play a major role in the operation of any organization. Although their tasks may seem ordinary, the importance of those tasks is very profound. If the support staff fulfill their responsibilities with proper management of work, honesty and hard work, there will be a qualitative improvement in the performance of the organization.
If qualities such as honesty, punctuality, patience and good communication skills are developed in the support staff, they will be able to complete their work effectively. This article is believed to help students preparing for the second paper of the Kharidar to understand the functions and qualities of support staff.
Efficient administration can be established only by properly understanding the contribution of support staff and respecting their work.
कार्यालय स्रोत साधनको परिचय र प्रकार
(Introduction and Types of Office Resources)
Introduction
Resources play an important role in the efficient operation of any office. Office resources help in completing office tasks in a simple, effective and systematic manner. Resources are used with the aim of improving the performance of employees, saving time and increasing work efficiency.
It is very important for students preparing for the second paper to understand the introduction, types and importance of office resources. This article will discuss in detail the definition of office resources, their types and requirements as well as their uses.
1. Definition of Office Resources
Office resources refer to the physical and intangible resources required for office operations.
Physical resources: tables, chairs, paper, computers, files, and stationery.
Intangible resources: information, time, skilled manpower, technology, and work style.
Proper management of resources makes office operations simple, efficient and result-oriented. Any office must use resources to achieve its goals.
2. Types of Office Resources
Office resources can be classified on various grounds. Their main types are as follows:
2.1 Physical Resources
Physical resources are all types of physical objects used in an office. Their main function is to facilitate the operation of the office.
(a) Furniture and equipment
Tables and chairs: Essential for the work of employees and officials.
Cupboards and racks: Used to keep files and documents safely.
Computers and printers: The main equipment of a modern office. These make work fast and easy.
Telephones and intercoms: Used for internal and external communication.
Photocopy machines: A device used to make copies of documents.
(b) Stationery
Various types of stationery are required for office operations:
Paper, files, diaries, registers.
Pencil, pen, highlighter, marker.
Stapler, clip, gum, pin.
Tape, glue, rubber.
(c) Transportation and communication means
Transportation means play an important role in office work to contact related departments, individuals and external bodies.
Motorcycle, car, bicycle.
Courier service, postal service.
Electronic communication means: email, telephone, internet.
(d) Buildings and structures
Buildings and structures are the basic physical means for office operations.
Office building, meeting room, reception room.
Toilet, canteen, parking.
2.2 Intangible resources
Intangible resources are those resources that cannot be physically seen but are very important for office operations.
(a) Information and technology
Information and technology are the main tools to increase the efficiency of any office.
Database system: To keep office information and records safe.
Internet and e-mail: To communicate and exchange information.
Software: Special software for office management.
(b) Time
Time is the most important resource. Any office must manage time to complete its work effectively.
Complete work on time.
Prioritize tasks.
Do not waste unnecessary time.
(c) Human resources
Skilled, competent and honest human resources are essential tools for office operations.
The use of skilled human resources makes work faster.
Training and development of employees increases the capacity of the office.
(d) Work style and policy
Correct work style and policies are necessary for office operations.
Follow office rules and procedures.
Operate work in a planned manner.
2.3 Financial Resources
Financial resources are essential for office operations.
Budget: Determination of the annual budget of the office.
Treasury and Treasurer: Expenditure management and financial transparency.
Ledger: To keep records of the financial details of the office.
Lack of financial resources can affect the operations of the office. Therefore, expenses should be managed and controlled.
2.4 Human Resources
Human resources are the backbone of office operations. If there are skilled, trained and disciplined human resources, it is easier to achieve the goals of the office.
(a) Administrative staff
Buyers, assistant staff, accounting assistants, typists.
Lower-level employees who are involved in the daily operations of the office.
(b) Technical staff
Computer operators, programmers.
Technical consultants, maintenance staff.
(c) Leaders
Office heads, branch heads, department heads.
To direct and manage the activities of the office.
3. Importance of Managing Office Resources
Proper management of office resources brings the following benefits to office operations:
3.1 Efficiency of work
Proper management of resources makes work faster and more efficient.
3.2 Saving time and cost
Efficient use of resources prevents unnecessary expenses and wastage of time.
3.3 Increasing the work capacity of employees
The availability of resources increases the interest of employees in their work and increases their efficiency.
3.4 Customer satisfaction
Resources are well managed in the office.
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