Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to plan or review the requirements of effective administration systems and procedures for implementing, monitoring and reviewing the system.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the unit 

This unit applies to individuals employed in a range of work environments who are required to plan or review administrative systems. They may work as senior administrative staff or may have been delegated responsibility for planning or reviewing administrative systems.

Prerequisite units 

Employability skills 

This unit contains employability skills.

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

ELEMENT 

PERFORMANCE CRITERIA 

1. Plan or review administration systems

1.1. Identify requirements  of, or modifications to, administration system  through consultation with system users  and other stakeholders in accordance with organisational and budgetary requirements

1.2. Obtain quotations from suppliers /developers  of system in accordance with organisational policy and procedures

1.3. Make selection of supplier or developer in accordance with organisational policy and procedures

2. Implement new or modified administration system

2.1. Identify and develop implementation strategies  in consultation with staff

2.2. Encourage staff to participate in all stages of the implementation process

2.3. Implement system in accordance with organisational requirements

2.4. Define and communicate  procedures for using the system to staff

2.5. Provide training and support for staff  on the use of the new or modified system

2.6. Deal with contingencies  to ensure minimal impact on users

3. Monitor administration system

3.1. Monitor  system for usage, security  and output in accordance with organisational requirements

3.2. Modify system to meet changing needs  in accordance with organisational requirements

3.3. Clearly identify further modifications  and notify users

3.4. Monitor staff training needs  and train new staff on administration system

REQUIRED SKILLS AND KNOWLEDGE 

This section describes the skills and knowledge required for this unit.

Required skills 

• communication skills to recommend alternative ways of completing tasks, to discuss changes in routines and procedures, and to monitor and define objectives
• literacy skills to write detailed procedural text, including alternative courses of action
• planning and organising skills to implement system smoothly with a minimum of disruption, to anticipate modifications, to plan system overhauls and to allow sufficient time for training
• problem-solving skills to choose appropriate solutions from a range of possible solutions, to use processes flexibly and interchangeably, and to anticipate problems and modify systems accordingly
• research skills to assemble evidence and to evaluate information for accuracy and relevance.

Required knowledge 

• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:

• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws
• copyright
• occupational health and safety

• organisational policies and procedures relating to the tasks required.

EVIDENCE GUIDE 

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment 

Critical aspects for assessment and evidence required to demonstrate competency in this unit 

Evidence of the following is essential:

• documenting requirements or modifications to administration system
• developing appropriate activities to support system implementation
• working with staff to identify system improvements.

Context of and specific resources for assessment 

Assessment must ensure:

• access to organisational policy and procedure manuals, reference materials and appropriate equipment.

Method of assessment 

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of authenticated documents from the workplace or training environment
• demonstration of techniques.

Guidance information for assessment 

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

• other general administration units.

RANGE STATEMENT 

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

System requirements  may include:

• components of the system
• number and type of users
• organisation/staff requirements
• purpose and nature of system
• purpose and nature of organisation
• size of system
• skills of existing staff
• staff training needs
• type of system
• work practices

Administration system  may include:

• electronic system
• paper-based system

System users  may include:

• casual personnel
• external clients
• organisation's personnel

Suppliers /developers  may include:

• administration system consultants
• computer/software suppliers
• efficiency consultants
• equipment suppliers
• information technology technicians
• information technology trainers
• internal staff/clients
• office equipment suppliers

Implementation strategies  may include:

• boosting staff confidence
• change management strategies
• changing team/organisational culture
• ensuring system functions correctly
• external consultants
• informing relevant persons
• modifying system
• providing staff training/information sessions
• re-defining staff roles
• re-distributing office tasks
• team goal setting
• temporary reduction of workload
• testing
• trialling

Communicating  procedures may include:

• email messages
• facsimile messages
• internal newsletter
• meetings
• office memorandum
• photocopied instructions
• professional development time
• training days

Training and support for staff  may include:

• coach, mentor and/or buddy systems
• online tutorials
• on-the-job trainers
• professional development
• skills assessment
• training handbooks
• videos

Contingencies  may include:

• loss of staff confidence
• need for additional training
• need to modify system
• temporary reduction of work output

Monitoring  of system may include:

• extra administrative support and back-up
• feedback from internal/external client/s
• observation by trained technician/s
• utilising monitoring tools and processes

Security  may include:

• confidentiality agreements
• passwords
• safeguards against computer viruses

Changing needs  may include:

• change in the nature and purpose of the system/organisation
• change in user requirements
• growth or decline in system size
• technological advances in administration systems

Further modifications  may relate to:

• additional equipment, training
• negotiation of timeframes for system implementation
• redefinition of administrative roles and duties
• specialised software

Monitoring staff training needs  may include:

• ongoing assessment of staff skills
• ongoing feedback opportunities
• providing professional development opportunities

Unit sector 

Competency field 

Administration - General Administration

Co-requisite units