Essay about Bao Viet Securities Joint Stock Company

Introduction to the concept of administrative services and a description of three administrative service jobs Explanation of the importance of these services and their key effects as wel

Table of contents:

 Overview of the company

 Task 1: Identify and explain some keys of administrative services

Introduction to the concept of administrative services and a description of three

administrative service jobs

Explanation of the importance of these services and their key effects as well as levels of management and lines of communication in the company

 Task 2: Review certain ways for developing specifications for administrative

services

An overview of effective consultation and the different sources of advice to identify requirements and specification for administrative services

Explanation of organization’s policies, objectives and constraints to develop

administrative services

 Task 3: Design and implementation

An overview of the design options and the consultation process to satisfy the

requirements of the selected administrative services

A review of the record-keeping and implementation process of the administrative service

 Task 4: Monitor the administrative activities

A review of systems and procedures involving in checking the administrative service, including monitoring activities, and evaluation process from the administrative service users

Comments on how to evaluate the effectiveness and efficiency of the service, and the systems and procedures within the selected organization

 Task 5: Self-assessment

A self-assessment of the presentation of the team in the assignment one in terms of sufficient information and effectiveness

 Source of reference

 Overview of the company:

Bao Viet Securities Joint Stock Company is one of the leading and most prestigious securities companies in Vietnam, providing professional financial and investment services for domestic and foreign individuals and institutions, investment funds and banks Established in 1999 with the founding shareholders of Vietnam Insurance Corporation (now Bao Viet Group), under the Ministry of Finance, Bao Viet Securities Joint Stock Company inherits a prestigious brand and financial strength of a strong insurance finance group

 Task 1:

Introduction the concept of administrative services:

In order for any organization to operate as effectively as possible, the machine must run

smoothly and each gear must fit perfectly to each-other The complexity of an administrative service depends on the size of the scheme and the number of technical services provided An administrative services manager is the one who make sure this happens by coordinating it supportive services and resources

They may coordinate mail distribution, plan and maintain facilities, keep records, plan budgets and allocate supplies In a smaller organization the administrative services manager, who is often called the office manager, may do it all, while in a larger one there may be multiple managers who are responsible for different tasks

Description of three administrative service jobs:

Secretary: Performs a variety of routine and complex secretarial and clerical duties in assisting the Human Resources Office Aids in the management and administration of county services in a variety of complex and confidential administrative duties

File clerk: Gather, organize and file paperwork for employees’ records Assist with general human resources clerical duties, such as creating personnel files and processing applications

Compensation and benefits specialist: manage an organization’s compensation and rewards program Particularly, they are responsible for issues of salary, bonus, remuneration, welfare policies, legal procedures, employee's work schedule etc As such, the strategic role fulfilled by these Human Resources professionals involves benchmarking, ensuring current documentation, and strategizing compensation and benefits with performance

The importance of these services and their key effects as well as levels of management and lines

of communication in the company:

Firstly, secretary is important to assist management since intermediary channels of

communication and building a good relationship for the person who want to be associated with the principal or supervisor They are the necessary resources to meet the leader or supervisor functions, duties and responsibilities, connect leadership wishes to subordinate in the

performance of duties

Moreover, the functions of the executives and senior men in a business concern have become so complicated and varied and public relations have become so wide that it is no longer possible for them to look after everything single-handed Secretaries are appointed to assist them and mainly

to carry out routine office work Decisions have to be taken at meetings through discussions

Records have to be maintained Communication, both internal and external, has to be carried out All those need secretarial work

Secondly, file clerk has a particularly important role in the operation of organizations Every organization has its own functions and duties but each all has a general characteristic that

produces valuable documents, papers and documents that are kept in the process of operation to look up, use when needed These are the original documents, the main documents, which are the basis for confirming the incident and some texts have a very high legal value Therefore, when

an organization is established, the clerical and archival work will be formed to ensure timely written information for leaders and managers to manage the work, for implementing functions and duties of each organization

Finally, compensation and benefits specialist is to manage an organization’s compensation and rewards program Because compensation and benefits programs are designed to attract top talent and retain valued employees, the work of these professionals is a crucial one within a company’s Human Resources division

 Task 2:

Job descriptions for three administrative service jobs:

Job descriptions for secretaries:

Arrange the meeting, business trip; organizing briefing, recording and summarizing the content

of the briefing; sum up the employees' report email; receive, classify, process information, documents and compilations from employees In addition, secretaries have to report work

process directly and regularly, prepare or interpret documents, collect necessary information and contact the counterpart at requires by Human Resources Manager

Job descriptions for file clerks:

File clerks keep files and documents organized for company They not only work with paper documents but also electronic files, and do routine tasks like data entry, prepare dispatch and contract, cross-referencing, scanning, copying and retrieval They also have to update all the official dispatches of the department and send the documents need to be addressed to the

manager for approval timely Furthermore file clerks maintain the document database, and help other employees find documents as well as files they are looking for, or make sure that

documents are stored and labeled correctly for later use

Job descriptions for compensation and benefits specialists:

Researching compensation and benefits policies and plans; ensuring compensation and benefits plans are cost-effective and competitive; monitoring and researching compensation and benefits trends Moreover they have to comparing benefits and compensation plans, job classifications, and salaries through data and cost analyses; develop salary scale according to job position and capacity; develop welfare, compensation, reward and discipline policies

The consultation and sources about requirements and specification for administrative services:

It is the online job descriptions sheet and then the compensation and benefits specialists amend it

to suitable with the company After that, the company brought the sheet to the human resources consulting company to get their professional opinion

Here our organization’s policies:

Bao Viet Securities Joint Stock Company recruitment policies are executed annually through public and fair examination among applicants We welcome talented and experienced staff with passion and creativity With our professional, open working environment, staffs at our company have ample opportunities to show their competence and affirm their skills We always encourage staff to show their strength and maximize their talent

Training policies are conducted from basic to in-depth knowledge via internal training courses coordinated between BVSC and professional training centers Currently, BVSC has cooperated with professional training organizations such as Dale Carnegie Vietnam, VCCI, PTT, Training Center of SSC, and the Bao Viet Training Centre

Objectives:

To uphold our position as Vietnam’s leading Securities Company, delivering the finest customer service and highest shareholder satisfaction and set up the most dynamic, professional and efficient working environment for our employees, moreover, to create favorable conditions for our staff to actively utilize their abilities and creativity

Constraints:

Employees quit their jobs or the company did not attract talents because the company did not satisfy employees’ expectations of:

Be respected

Honest corporate culture

Enterprises fulfill their commitment to social and community issues

 Task 3:

An overview of the consultation process to satisfy the requirements of the selected administrative services:

The job description sheet is the basis for employee who takes on the job to know objective, function, duty, power and requirements for work results Here five steps to design the job

description sheet:

Step one: what is the job titles, department, position type, also job ID, and job location The job description sheet have to express the job purpose so it must answer the question: what is this position's role in the company? After that, the requirement, for instance: ethics, quantities, diploma, competence, skills, experience, etc These are minimum require competence for

position to fulfill the tasks Step three: responsibility and authority, it must correspond to the function and missions of the position, each individual is proactive in performing their own duties with these powers, and be responsible for the performance of those tasks Step four: the main task, is interpretation of work content in detail while arranged in the order of importance from high to low and sequence execution Each individual task will have a description of the expected overall results for the job position Last but not least, relationship at workplace, both inner relationship and outer relationship, because you cannot work alone, every projects need a lot of people to develop it

A review of the record-keeping and implementation process of the administrative service:

In 1997, Bao Viet Securities Joint Stock Company selected CMC Company - the product

development unit 'DocMan information management and transfer system' - to be the main partner to deploy the document management application As a result, all paper documents are

digitized by typing or scanning and transferred to the computer Documents are updated,

archived according to different indexes and attributes such as date, place, issuer, content etc Storing and searching documents is confidential and hierarchical A file cabinet can now be replaced with several CDs After that, documents are circulated through the internet mail system Unlike the regular email system that only receives, transmits and manages local mail; DocMan is able to manage and monitor the circulation of each dispatch

 Task 4:

A review of systems and procedures involving in checking the administrative service, including monitoring activities, and evaluation process from the administrative service users:

Comments on how to evaluate the effectiveness and efficiency of the service, and the systems and procedures within the selected organization:

1

Subjects are required to be inspected and monitored

Requires inspection and monitoring

Member of supervisory board/ Chief of supervisory board

3

Member of supervisory board/ Chief of supervisory board

4

Member of supervisory board

5

Member of supervisory board

6

Chief of supervisory board

 Task 5:

5 Huỳnh Thanh Trà  Responsible for “Power, office

politics and motivation”

 Design and contribute ideas for PowerPoint

 Assigning task for the other

Review requirements for inspection and monitor

Planning for inspection and control

Carry out inspection and monitor

Make inspection and monitor

General report on inspection and monitor results

members

 Complete the task on time

 Helping the other members when they faced difficult

 Promote the other members to work quickly and on time

 Giving out ideas when doing group work

 Source of reference:

http://www.fao.org/docrep/X5647E/x5647e0c.htm

https://ltvaqtvp05.wordpress.com/2009/08/01/nghi%E1%BB%87p-v%E1%BB%A5-th

%C6%B0-ky-van-phong/

https://resources.workable.com/file-clerk-job-description

https://www.snagajob.com/job-descriptions/file-clerk/

https://www.humanresourcesedu.org/benefits-specialist/

http://www.bvsc.com.vn/GenenalIntroduction.aspx

http://eduviet.vn/ky-nang-nhan-su/tq-mt-cong-viec/cach-viet-mot-ban-mo-ta-cong-viec.html https://resources.base.vn/hr/huong-dan-xay-dung-bang-mo-ta-cong-viec-173

http://www.pcworld.com.vn/articles/kinh-doanh/quan-tri/2004/04/1185986/bao-viet-cai-to-tu-he-thong-van-thu/

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