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Describe organisational policies, procedures and levels of authority in maintaining office equipment.

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Describe organisational policies, procedures and levels of authority in maintaining office equipment

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PS1 Office Equipment
Office Equipment
Avatar of Steph Hulme
Steph Hulme
 + 6
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2mo
 
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Word document
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Use-and-maintain-office-equipment (1).docx
Use-and-maintain-office-equipment (1).docx
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padlet drive
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Computer - Apple Mac
Computer - Apple Mac
How to use:
Internet: If you need to use the internet click on the button that looks like a compass called Safari to open the internet.
Microsoft Office: To open any Microsoft Office programs, click on the appropriate buttons 'P' for PowerPoint, 'W' for Word etc.
Documents: To get to your documents click on the first icon at the bottom of your screen that looks like a face.

Faults/Problems:
On the Mac you may get a spinning rainbow aka Ball of Death/Doom:

How to fix the problems:
You can turn the computer off and wait a couple of minutes then turn it back on again. If that doesn't work then talk to the IT department in your organisation.

 
1.1 Describe organisational policies, procedures and levels of authority in maintaining office equipment 
1.1 Describe organisational policies, procedures and levels of authority in maintaining office equipment 
The manufacturer's instructions should describe what maintenance is required to keep the equipment safe and how this can be done safely. These instructions should always be followed, unless there are justifiable reasons for not doing so (eg where more frequent maintenance is necessary, due to intense use, adverse environmental conditions or when other experience shows this need). Maintenance on a less frequent basis than the manufacturer's recommendation should be subject to careful risk assessment and the reasons for doing so should be reviewed at appropriate intervals. For example, where there is already an inspection regime, perhaps for lightly used equipment, less frequent maintenance may be justified because of the condition monitoring already provided by the inspection programme.



 
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Scanner
Scanner
How to use: 
1. Log in to the scanner. 
2. Press the scan button.
3. You will get a screen like below, you need to type in the email of the person whom you want to send the documents to. 
4. Place the documents into the tray above the screen, like you would when you photocopy and then press 'Start'/Go.
5. Check that your scan has been sent!

Faults/Problems:
The scanner may not send the documents correctly or even at all.

How to fix the problem:
Try to send it again and if that doesn't work then try another scanner in the school.  
 
Fax Machine
Fax Machine
How to use:
If you are sending a fax, you need to add a "front sheet", with
The date and time 
Your own name and phone and/or fax number 
The name and fax number (and department if needed) of the person to whom the fax is going 
The name or a short description of the documents 
A note of how many pages are being faxed

Faults/Problems:
They do not always copy all of the pages.
May not be obvious who a fax is meant for.
Make sure it has plenty of paper and ink.
 
Franking Machine
Franking Machine
How to use:
1. Weight: Mail item is placed onto the franking machine inbuilt weight scale - You get exact weight so no risk of overpaying postage!
2. Size: You select the right size for the post.
3. Print: Use the inbuilt printer to print the mail with correct postage. date, company logo, message and unique code.

Faults/Problems:
You may run out of ink and need to change the cartridge

How to fix a Franking Machine:
If your machine has broken down and urgent mail needs to be posted before the machine can be repaired, you can request our Royal Mail Franking Machine Breakdown Service. We can then Frank your mail on your behalf. There is a small charge for the total postage costs of the mail plus a 20% administrative fee.
 
Shredder
Shredder
How to use:
1. Turn shredder on.
2. Do not put paper clips in the shredder but staples are okay to shred.
3. Do not shred a huge bulk of paper as it may damage the shredder.

Faults/Problems:
Too much paper can cause blockage in the shredder and may not work.

How to fix the problem:
To remove shredded paper, turn off shredder and open door. Take out black box and remove the paper from the box.
 
Telephone
Telephone
How to use:
1. If require an extension number dial the number you need.
2. If you need to dial an outside number: Dial 829 and then the number you want to call.
3. To transfer a call press 'TRSF' button.
4. Hold a call press the red 'HOLD' button.
5. To delete voice mail messages call 527 and type in 0000 to hear voice mails then the machine voice will tell you how to delete the messages

Answering a call:
1. Pick up the phone and answer in a polite manner, normally with a 'good morning/afternoon' followed by your organisations name.

Faults/Problems and how to fix a problem with a telephone:
If the telephone is not working and the person on the other end of the line is quiet, then check what the problem is and asked the IT department to get you an new phone or a temporary replacement.
 
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Office Equipment
Avatar of Steph Hulme
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 + 6
●
2mo
 

# data[].attributes.headline
1.1 Describe organisational policies, procedures and levels of authority in maintaining office equipment 

# data[].attributes.subject
1.1 Describe organisational policies, procedures and levels of authority in maintaining office equipment 

# data[].attributes.body
The manufacturer's instructions should describe what maintenance is required to keep the equipment safe and how this can be done safely. These instructions should always be followed, unless there are justifiable reasons for not doing so (eg where more frequent maintenance is necessary, due to intense use, adverse environmental conditions or when other experience shows this need). Maintenance on a less frequent basis than the manufacturer's recommendation should be subject to careful risk assessment and the reasons for doing so should be reviewed at appropriate intervals. For example, where there is already an inspection regime, perhaps for lightly used equipment, less frequent maintenance may be justified because of the condition monitoring already provided by the inspection programme.

# data[].attributes.body
How to use:
1. Log in to the scanner.
2. Press the scan button.
3. You will get a screen like below, you need to type in the email of the person whom you want to send the documents to.
4. Place the documents into the tray above the screen, like you would when you photocopy and then press 'Start'/Go.
5. Check that your scan has been sent!

Faults/Problems:
The scanner may not send the documents correctly or even at all.

How to fix the problem:
Try to send it again and if that doesn't work then try another scanner in the school.

# data[].attributes.body
How to use:
If you are sending a fax, you need to add a "front sheet", with

The date and time

Your own name and phone and/or fax number

The name and fax number (and department if needed) of the person to whom the fax is going

The name or a short description of the documents

A note of how many pages are being faxed

Faults/Problems:

They do not always copy all of the pages.

May not be obvious who a fax is meant for.

Make sure it has plenty of paper and ink.

# data[].attributes.body
How to use:
1. Weight: Mail item is placed onto the franking machine inbuilt weight scale - You get exact weight so no risk of overpaying postage!
2. Size: You select the right size for the post.
3. Print: Use the inbuilt printer to print the mail with correct postage. date, company logo, message and unique code.

Faults/Problems:
You may run out of ink and need to change the cartridge

How to fix a Franking Machine:
If your machine has broken down and urgent mail needs to be posted before the machine can be repaired, you can request our Royal Mail Franking Machine Breakdown Service. We can then Frank your mail on your behalf. There is a small charge for the total postage costs of the mail plus a 20% administrative fee.

# data[].attributes.body
How to use:
1. Turn shredder on.
2. Do not put paper clips in the shredder but staples are okay to shred.
3. Do not shred a huge bulk of paper as it may damage the shredder.

Faults/Problems:
Too much paper can cause blockage in the shredder and may not work.

How to fix the problem:
To remove shredded paper, turn off shredder and open door. Take out black box and remove the paper from the box.

# data[].attributes.body
How to use:
1. If require an extension number dial the number you need.
2. If you need to dial an outside number: Dial 829 and then the number you want to call.
3. To transfer a call press 'TRSF' button.
4. Hold a call press the red 'HOLD' button.
5. To delete voice mail messages call 527 and type in 0000 to hear voice mails then the machine voice will tell you how to delete the messages

Answering a call:
1. Pick up the phone and answer in a polite manner, normally with a 'good morning/afternoon' followed by your organisations name.

Faults/Problems and how to fix a problem with a telephone:
If the telephone is not working and the person on the other end of the line is quiet, then check what the problem is and asked the IT department to get you an new phone or a temporary replacement.

# data[].attributes.body
How to use:
Internet: If you need to use the internet click on the button that looks like a compass called Safari to open the internet.
Microsoft Office: To open any Microsoft Office programs, click on the appropriate buttons 'P' for PowerPoint, 'W' for Word etc.
Documents: To get to your documents click on the first icon at the bottom of your screen that looks like a face.

Faults/Problems:
On the Mac you may get a spinning rainbow aka Ball of Death/Doom:How to fix the problems:
You can turn the computer off and wait a couple of minutes then turn it back on again. If that doesn't work then talk to the IT department in your organisation.