Essay about Bao Viet Securities Joint Stock Company

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:


Number

Process diagram

Responsibility/Implementing agencies

1
Requires inspection
and monitoring

Subjects are required to be inspected
and monitored

2
Review requirements for
inspection and monitor

Member of supervisory board/ Chief of
supervisory board

3
Planning for
inspection and
control

Member of supervisory board/ Chief of
supervisory board

4
Carry out inspection
and monitor

Member of supervisory board

Make inspection
and monitor records

Member of supervisory board

5

6
General report on
inspection and
monitor results


No
5

Chief of supervisory board

Task 5:
Full name
Huỳnh Thanh Trà

Activities
 Responsible for “Power, office
politics and motivation”

Scored

Signature


Design and contribute ideas for
PowerPoint
 Assigning task for the other
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:

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