Higher Administration

Higher Administration

Higher Administration & IT Administrative Services Outcome 1.3 1 2 Legislation You need to know about the following: Health and Safety at Work etc Act 1974

Health and Safety (Display Screen Equipment) Regulations 1992 Data Protection Act 1998 Computer Misuse Act Freedom of Information Act Copyright, Designs and Patents Act 3 General Health and Safety The work environment must meet minimum standards in terms of heat/light/first aid provision. Employers have a responsibility for carrying out regular risk assessments of activities

Employees must take reasonable care of themselves and others Employees have a responsibility to take all reasonable care in the use of equipment, reporting hazards, wearing protective clothing, reporting hazards and accidents 4 Health and Safety Responsibilities Both employers and employees have responsibilities The main piece of legislation is the

Health and Safety at Work Act (1974) it covers minimum standards that have to be met HASAWA This is an umbrella act containing a number of other acts, covering specific areas of H&S 5 Employees Duties Take reasonable care of their own health and safety and that of others Cooperating with the employer on health and safety

Correctly using work items provided by the employer, including personal protective equipment, in accordance with training or instructions Not interfering with or misusing anything provided for health, safety or welfare. 6 Employers Duties Making the workplace safe and without risks to health for everyone including regular maintenance of equipment Establish safe methods of working and carry out regular risk

assessments Ensuring Providing articles and substances are moved, stored and used safely adequate welfare facilities eg toilet facilities Give the information, instruction, training and supervision necessary for employee health and safety. (including induction training) If there are 5 or more employees - a health and safety policy statement is required 7 Internet Research

Visit the Health and Safety Executive. This website has lots of very useful information and is an excellent way of keeping up to date with the changes in legislation. Follow the links to find out what procedures need to be followed to report an incident at work. What does RIDDOR stand for? Also follow the link to find out what your rights and responsibilities as a worker are. Produce a display to communicate your findings 8

Other HASAWA Legislation Reporting of Injuries, Diseases and Dangerous Occurrences Regu lations (RIDDOR) 1995 Health and Safety (Display Screen Equipment) Regulations 1992 Control of Substances Hazardous to Health (COSHH) 2002 In addition in 1993 six European Health and Safety directives were enforced in the UK the six-pack Research these pieces of legislation and produce a short

paragraph on each covering some of the main points 9 Informing Employees of their Duties and Responsibilities A written Health and Safety policy must be provided to all staff ( >5 employees) HASAWA only provides minimum requirements! 10 Informing Employees of their Duties and Responsibilities Induction

Employees must be aware of and comply with all instructions training Ongoing training eg new equipment installed Company Intranet Noticeboards/Posters eg fire procedures, caution signs Demonstrations eg first aid, evacuation simulation Staff Development Training Organisational Handbook Staff Meeting Health and Safety Representative DVDs, Videos, LCD Screens Quizzes on a VLE 11 The Health and Safety Executive including local Environmental Health Departments

Enter and inspect premises sometimes unannounced. Issue improvement notices and provide advice. Question and interview people and give warnings. Shut down premises. Fine or prosecute when necessary.

12 Star Wars prosecuted over Harrison Ford injury The production company behind Star Wars: The Force Awakens is being prosecuted over the incident in which Harrison Ford broke his leg. The actor was struck by a hydraulic metal door on the Pinewood set of the Millennium Falcon in June 2014. The Health And Safety Executive has brought four criminal charges against Foodles Production (UK) Ltd - a subsidiary of Disney.

A spokesperson added: "By law, employers must take reasonable steps to protect workers - this is as true on a film set as a factory floor. BBC News Article 13 Industrial Tribunals Employees can take an organisation to an Industrial Tribunal if they believe the organisation has breached the legislation designed to protect them eg

Non-provision of safety equipment Failure to remedy a hazard injury occurred 14 Disciplinary Procedures (Employees) Depending on the seriousness of the breach of Health and Safety Legislation: A verbal warning A written warning Suspension Fine Dismissal

Criminal or civil prosecution Apart from this, the employee may harm themselves or others The organisation may be found guilty of failing to support or train staff. 15 Further Consequences (Employee) Employment terminated Poor job reference Lack of income financial hardship Demoted May

harm customer indirectly by misusing information stress/guilt/demotivation 16 Further Consequences (Employer) Unwanted media attention Company reputation damaged Loss of new customers/sales/profits Existing customers switch to rival Difficult to attract high quality candidates in the recruitment process

Legal action (costly) - Fines/sanctions/compensation payments May be forced to close down business 17 Health and Safety (Display Screen Equipment) Regulations 1992 If you had written this legislation what would you include? 18

Health & Safety (Display Screen Equipment) Regulations 1992 Some of the potential risks include: Eye strain Back pain/ache Repetitive Strain Injury (RSI) Headaches Ensure that workstations meet minimum requirements Provide

users with training to avoid health problems Organise the daily work of VDU users so that there are regular rest breaks or changes of activity Arrange and pay for regular eyesight tests for VDU users the employer is required to pay for any spectacles or lenses which are required as a result of VDU use at work. (Note: eye tests are free in Scotland now) 19 Fire Precautions (Places of Work) Regulations 1995 If you had written this

legislation what would you include? 20 Fire Precautions (Places of Work) Regulations 1995 Under this legislation employers should: Assess fire risks in the workplace Check fire detection time and warning system Check evacuation routes Provide reasonable fire fighting equipment Check employee knowledge of fire procedures Check and maintain fire safety equipment 21 Health and Safety (First Aid) Regulations 1981 If you had written this

legislation what would you include? 22 Health and Safety (First Aid) Regulations 1981 Under this legislation employers should: Provide a suitably stocked first-aid box A first-aider should be appointed One for every 50-100 employees Employees informed about first aid arrangements 23

Data Protection Act 1998 obtain and process information fairly and lawfully register the purposes for which they hold it not disclose the information in any way that is different from those purposes only hold information that is adequate, relevant and not excessive for the purposes they require

only hold accurate information and keep it up-to-date where necessary not hold the information for longer than necessary give individuals copies of the information held about themselves if they request it amending/erasing as necessary keep information safe 24 Data Protection Act 1998 KEY POINT OF LAW

obtain data fairly and lawfully IN PRACTICE people must be told what use will be made of the information they supply about themselves data must be adequate, relevant when designing forms to and not excessive for its purpose collect data, make sure only key questions are asked data must be accurate and, ensure that there are where necessary, kept up-to-date procedures in place to check, up-date or destroy inaccurate information data must be held for no longer data should be destroyed as than is necessary

soon as its purpose has been served eg credit card details 25 Internet Research Using your research skills find some examples of how the Data Protection Act has been breached in recent years. Ask to see notes showing examples of how the Data Protection Act is applied with a college application form 26 Computer Misuse Act 1990

accessing computer material without permission e.g. looking at someone else's files accessing computer material without permission with intent to commit further criminal offences e.g. hacking into the bank's computer and increasing the amount in your account altering computer material without permission e.g. writing a virus to destroy someone else's data writing a virus or deliberately spreading one is illegal.

27 Computer Misuse Act 1990 KEY POINT OF LAW unauthorised access of computerised material unauthorised access with the intent to commit or help further offences unauthorised changes to contents of any computer

IN PRACTICE do not access material you have no right to access do not give your password to any other person do not explore areas where you are not an authorised user only supply information to authorised members of staff do not supply information held at work to friends or members of the public changes to data must be

authorised data must be real only enter data you have been instructed to enter 28 Internet Research Using your research skills find some examples of how the Computer Misuse Act has been breached in recent years. 29 Copyright, Designs and Patents Act 1988 It gives the creators of literary, dramatic, musical and artistic works the right to control the ways in which their

material may be used. The rights cover: broadcast and public performance, copying, adapting, issuing, renting and lending copies to the public. In many cases, the creator will also have the right to be identified as the author and to object to distortions of his work. Copyright arises when an individual or organisation creates a work, and applies to a work if it is regarded as original, and exhibits a degree of labour, skill or judgement. If a work is produced as part of employment then normally the work belongs to the person/company who hired the individual.

Only the owner, or his exclusive licensee can bring proceedings in the courts against an infringement. 30 Copyright, Designs and Patents Act 1988 KEY POINT OF LAW books, songs, films belong to the author/ composer/ artist IT pirating of copyright protected software; copying of pirated software into the memory of a computer if suspicious, owners can apply

to court for the right to search premises for pirated software IN PRACTICE if copyright, do not copy text unless you have permission to do so display copyright summaries at each photocopier display copies of licence agreements ensure all software on the premises is licensed do not allow employees to copy software ensure employees only use software bought by the company display a summary of the key

points of copyright legislation 31 Internet Research Using your research skills look at some Myths and Misconceptions surrounding the Copyright, Designs and Patents Act. Myths and Misconceptions 32 Freedom of Information Act 2002

The Freedom of Information Act came into force on 1st January 2005. It gives you the right to ask any public body for all the information they have on any subject you choose. Unless theres a good reason, they have to give it you within a month. You can also ask for all the personal information they hold on you. 33 Internet Research Using

your research skills find some examples of what has been found as a result of the Freedom of Information Act. BBC News Article 10 things 34 Security and Health and Safety Staff entry and movement Intercom/security doors Identification passes worn swipe entry Careful handling and issue of keys 35

Security and Health and Safety Visitors Report to reception and sign-in Reception at front door Visitor passes issued and worn Not left unsupervised All visitors to leave and passes returned 36 Security and Personal Data Information Technology

Use of passwords Read-only files Virus-screening software locked rooms, filing cabinets and computers Confidential documents - shredded 37 Security and Personal Data General Security Measures

Specialist security firms The use (and monitoring) of CCTV Register of serial numbers (asset register) Ultraviolet markers How To Pass Higher Administration & IT 38 Sample Exam Questions Outline three strategies an Administrative Assistant could use to comply with the requirements of the Health and Safety Act. (3) Describe two key responsibilities employers have with regards to Display Screen Equipment regulations. (4)

Compare the health and safety responsibilities of employers and employees in the workplace. (2) How To Pass Higher Administration & IT 39 Sample Exam Questions Describe two rights of the individual as outlined in the Data Protection Act. (4) Outline four methods of good information handling that should be employed by an organisation. (4)

Explain two strategies that could be used to comply with effective data protection handling. (2) 40 Actual Examination Questions Higher Administration & IT Administrative Services Outcome 1.3 41

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