Roles of Clerical Staff and Office Confidentiality Business Studies JSS 1 First Term Lesson Notes Week 4

Business Studies JSS 1 First Term Lesson Notes

Subject: Business Studies
Class: JSS 1
Term: First Term
Week: 4
Age: 10-12 years
Topic: Office Staff
Sub-topic: Clerical Staff, Functions, Qualities, and Confidentiality in the Office
Duration: 40 minutes

Behavioural Objectives:

By the end of the lesson, students should be able to:

1. Explain the meaning of office staff.
2. Describe the role of a clerical staff.
3. State the functions of a clerical staff.
4. Explain the qualities of a good clerical staff.
5. Identify ways to keep office information confidential.

Keywords: Office staff, clerical, functions, qualities, confidentiality

Set Induction:

The teacher asks students if they know the different workers they might find in an office and what each worker does.

Entry Behaviour:

Students might have some knowledge of office workers such as the secretary or clerical staff from observing offices in their school.

Learning Resources and Materials:

• Whiteboard/Chalkboard
• Markers/Chalk
• Business Studies textbook

Building Background/Connection to Prior Knowledge:

Students are familiar with some office workers, such as secretaries, from seeing them work in school offices.

Embedded Core Skills:

• Critical thinking
• Communication
• Teamwork

Learning Materials:

• Lagos State Scheme of Work (JSS 1 Business Studies)
• Business Studies textbooks

Instructional Materials:

• Flashcards showing different office staff
• Pictures of an office environment

Content:

1. Meaning of Office Staff:
   • Office staff refers to the group of people who work together to perform various administrative and clerical duties in an office. These workers ensure the smooth running of office operations.
2. Description of Clerical Staff:
   • A clerical staff is a person who performs routine office duties such as filing, typing, answering phones, and organizing documents. Clerical staff members support other office workers, especially the administrative officers.
3. Functions of a Clerical Staff:
   • Filing Documents: Clerical staff organize and store office records and files.
   • Answering Phone Calls: They attend to calls and transfer them to the appropriate persons.
   • Typing and Data Entry: They type letters, reports, and enter data into the office’s computer systems.
   • Receiving Visitors: They welcome guests and direct them to the appropriate offices.
   • Handling Correspondence: Clerical staff manage office emails, letters, and other communications.
4. Qualities of a Good Clerical Staff:
   • Punctuality: A clerical staff must always arrive on time to carry out their duties.
   • Attention to Detail: They must be careful in their work to avoid mistakes.
   • Good Communication Skills: A clerical staff should be able to communicate clearly both in writing and speaking.
   • Honesty: Clerical staff should be trustworthy, especially when handling confidential documents.
   • Organizational Skills: They should be able to organize documents and tasks properly.
5. Ways of Keeping Office Information Confidential:
   • Locking Documents: Sensitive documents should be stored in locked cabinets.
   • Using Passwords: Computers and other devices should be protected with passwords.
   • Shredding Documents: Any unwanted but sensitive documents should be shredded.
   • Limiting Access: Only authorized staff should have access to confidential information.
   • Avoiding Gossip: Office staff must not share confidential information with others.

Evaluation (Fill in the Blank):

1. Office staff refers to people who work in the __.
   a) hospital
   b) school
   c) office
   d) farm
2. A clerical staff performs __ duties.
   a) medical
   b) teaching
   c) clerical
   d) cooking
3. One function of a clerical staff is __.
   a) filing documents
   b) driving cars
   c) cleaning the office
   d) selling goods
4. A good clerical staff must have __ skills.
   a) cooking
   b) driving
   c) communication
   d) dancing
5. Confidential information should be __ to prevent unauthorized access.
   a) shared
   b) locked
   c) thrown away
   d) copied
6. A clerical staff must __ visitors when they come to the office.
   a) ignore
   b) welcome
   c) laugh at
   d) hide from
7. To keep information safe, office documents should be kept in __.
   a) bags
   b) lockers
   c) open shelves
   d) kitchens
8. Sensitive documents should be __ if no longer needed.
   a) framed
   b) shredded
   c) mailed
   d) given out
9. Passwords help protect __ information on computers.
   a) secret
   b) valuable
   c) confidential
   d) common
10. A clerical staff handles __ in the office.
    a) phone calls
    b) medical treatments
    c) construction
    d) cooking
11. There are ——- types of office . (a) 2 (b) 3 (c) 4
12. The Principal’s office is an example of ———–(a) Large office (b) small office (c) Bank
13. Twenty or more persons can operate in a ——- office. (a) new office (b) small office (c) large office
14. The process of safe-keeping records is regarded as ————-a) storing information (b) receiving information (c) giving information
15. A Large office is usually found in ——— organization with many clerical staff. (a) every (b) big (c) small
16. One of the personal qualities of a clerical staff is (a) late coming (b) neatness (c) serving tea
17. A clerical staff must be physically fit is a ——– quality. (a) duty (b) job (c) Personal
18. Ability to come to work early and stay till close of work is a ——– quality (a) Personal (b) Job (c) duty
19. The following are job qualities except (a) Ability to work without supervision (b) Ability to keep confidential matters to himself (c) ability to work in harmony with other staff.
20. One of the duties of a clerical staff is to (a) collate document (b) work in harmony with other staff (c) personal neatness

Class Activity Discussion (FAQs):

1. Who is an office staff?
   Office staff are workers who handle administrative and clerical duties in an office.
2. What is a clerical staff?
   A clerical staff is a person who helps with filing, typing, and other office tasks.
3. What is one function of a clerical staff?
   One function is answering phone calls.
4. What are the qualities of a good clerical staff?
   A good clerical staff is punctual, honest, and organized.
5. How can we keep office information confidential?
   By locking documents, using passwords, and shredding unnecessary papers.
6. What does a clerical staff do with documents?
   They file and organize them.
7. Why is confidentiality important in the office?
   To protect sensitive information from unauthorized access.
8. How can computers be protected in an office?
   By using strong passwords.
9. What happens to confidential documents that are no longer needed?
   They should be shredded.
10. Why must clerical staff have good communication skills?
    They need to communicate well with other staff and visitors.

Presentation:

• Step 1: The teacher revises the previous topic, asking students about the functions and officers in an office.
• Step 2: The teacher introduces the new topic by explaining the meaning of office staff, especially clerical staff, their functions, and the importance of keeping information confidential.
• Step 3: The teacher encourages students to share examples of clerical staff and discuss the importance of confidentiality in an office.

Teacher’s Activities:

• Explains the meaning of office staff.
• Describes the roles and functions of clerical staff.
• Guides students in identifying ways to keep office information confidential.

Learners’ Activities:

• Participate in the discussion by giving examples of office staff.
• Listen attentively and take notes.
• Ask questions where necessary.

Assessment (Short Answer Questions):

1. Who is a clerical staff?
2. List two functions of a clerical staff.
3. Mention one quality a clerical staff should have.
4. Why is confidentiality important in an office?
5. How should confidential documents be handled?
6. What is one way to protect information on office computers?
7. List two qualities of a good clerical staff.
8. What is the role of a clerical staff in communication?
9. State one way to keep office information safe.
10. Name a function of office staff.
11. Explain the term an office
12. State all the functions of an office
13. Explain the meaning of a clerical staff.
14. State 3 personal qualities of a clerical staff.

Conclusion:

The teacher goes around the class, marking students’ work and providing feedback to ensure they understand the roles of clerical staff and the importance of confidentiality in an office.