Business Studies - Junior Secondary 1 - Office staff

Office staff

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TERM: 1ST TERM

WEEK FOUR

Class: Junior Secondary School 1

Age: 12 years

Duration: 40 minutes of 5 periods each

Date:

Subject: BUSINESS STUDIES

Topic: OFFICE STAFF

SPECIFIC OBJECTIVES: At the end of the lesson, pupils should be able to

I.) Meaning of office staff

II.) Describe a Clerical Staff

III.) State Functions of a Clerical Staff

IV.) Explain the Qualities of a Clerical Staff

V.) State ways of keeping Office Information Confidential

INSTRUCTIONAL TECHNIQUES: Identification, explanation, questions and answers, demonstration, videos from source

INSTRUCTIONAL MATERIALS: Videos, loud speaker, textbook, pictures,

INSTRUCTIONAL PROCEDURES

PERIOD 1-2

PRESENTATION

TEACHER’S ACTIVITY

STUDENT’S

ACTIVITY

STEP 1

INTRODUCTION

The teacher describes who an office staff and a clerical staff is.

Teacher stat the work of a clerical staff

Students listens attentively to the teacher                                                                          

STEP 2

EXPLANATION

Teacher explain the Qualities of a Clerical Staff and discusses the  ways of keeping Office Information Confidential

Students exhibit attentiveness and active engagement

STEP 3

NOTE TAKING

The teacher writes a summarized

note on the board

The students

copy the note in

their books

 

NOTE

OFFICE STAFF

Office staff refers to employees within an organization who are responsible for administrative and support tasks necessary for the functioning of the office. They play crucial roles in maintaining smooth operations and supporting the managerial and professional staff.

Clerical Staff

Clerical staff are a specific subset of office staff primarily engaged in routine administrative tasks. They typically include positions such as administrative assistants, secretaries, receptionists, data entry clerks, and office assistants.

Functions of Clerical Staff

  1. Handling correspondence, scheduling appointments, and managing office supplies.
  2. Inputting data into systems and maintaining records.
  3. Serving as a point of contact for internal and external communication.
  4. Managing files, documents, and information for easy retrieval.
  5. Arranging meetings, taking minutes, and preparing materials.

Qualities of Clerical Staff

  1. Organizational Skills: Ability to manage tasks, documents, and information systematically.
  2. Attention to Detail: Being meticulous and accurate in data entry and record keeping.
  3. Communication Skills: Clear and effective communication both verbally and in writing.
  4. Time Management: Prioritizing tasks and meeting deadlines efficiently.
  5. Technical Proficiency: Familiarity with office software (e.g., word processing, spreadsheets) and basic office equipment.

Ways of Keeping Office Information Confidential

  1. Access Control: Restricting access to sensitive information based on job roles and responsibilities.
  2. Encryption: Using encryption methods to secure electronic files and communications.
  3. Shredding and Disposal: Properly disposing of documents containing confidential information through shredding or secure disposal methods.
  4. Confidentiality Agreements: Implementing and enforcing confidentiality agreements with staff and third parties.

EVALUATION: 1.  What is the meaning of office staff

  1. Who is a clerical staff?
  2. State  5 Functions of a Clerical Staff
  3. Mention 4 ways of keeping Office Information Confidential

CLASSWORK: As in evaluation

CONCLUSION: The teacher commends the students positively