Unit of competency details

Unit descriptor 

This unit of competency involves establishing, implementing and monitoring effective administrative procedures in district offices.

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

Application of the unit 

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. Establish, implement and monitor procedures for administrative tasks

1.1. Administrative tasks  to be undertaken are identified, delegated to staff and written into job specifications.

1.2. Resources, both physical and human, required to maintain administrative functions at required level are identified, costed and budgetary approval sought if purchase is required.

1.3. Physical resources  are obtained, installed and staff trained in use, if necessary.

1.4. Procedures for administrative tasks are established, documented and monitored on a regular basis.

1.5. Requests for information  are handled in a timely manner.

1.6. Effectiveness of administrative procedures is assessed and action taken  where administrative tasks are not up to standard.

2. Schedule maintenance and service

2.1. Service requirements for administrative equipment, outboard motors and vehicles are determined from manufacturer service guidelines.

2.2. Log books are monitored for usage patterns.

2.3. Procedures are established, documented and monitored for determining special service or repair requirements.

2.4. Scheduling for maintenance and service is planned in advance to minimise consequences of down time.

2.5. Servicing agent is booked and staff kept informed of schedule.

2.6. Standard of servicing and associated costs are monitored and service agent given feedback.

3. Operate office within budgetary constraints

3.1. Budgets are negotiated with senior personnel based on past income and expenditure data and projected cost of planned activity within the budgetary period.

3.2. Income and expenditure are monitored and reconciled against the original budget.

3.3. Variances against the original budget are identified and adjustments made, where necessary.

3.4. Financial reports are provided to senior personnel.

REQUIRED SKILLS AND KNOWLEDGE 

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

Required skills 

• establishing, documenting and reviewing procedures
• planning and monitoring budgets
• supervising staff
• training staff in the use of physical resources.

Literacy skills used for :

• completing and reading reports
• reading manufacturer service guides and administrative documentation
• writing procedures.

Numeracy skills used for :

• monitoring petty cash and banking procedures
• preparing budgets
• preparing service schedules.

Required knowledge 

• administrative functions performed in a compliance office
• financial reporting.

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 evidence required to demonstrate competence in this unit 

Assessment must confirm the ability to:

• establish and implement effective administrative procedures.

Assessment must confirm knowledge of:

• administrative functions.

Context of and specific resources for assessment 

Assessment is to be conducted at the workplace or in a simulated work environment.

Resources may include:

• office environment.

Method of assessment 

The following assessment methods are suggested:

• project work using workplace scenario
• role-play.

Guidance information for assessment 

This unit may be assessed holistically with other units within a qualification.

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.

Administrative tasks  may include:

• archiving
• banking
• cleaning and waste removal
• database maintenance
• desktop publishing
• filing
• information dissemination
• mail and email
• organisational reports, forms and logs
• organising meetings, agendas and minutes
• petty cash
• phone and counter enquiries
• postage and freight
• reception
• recording staff leave
• recycling
• requisitions
• rostering of administrative staff
• maintaining spreadsheets
• switchboard and satellite phone
• travel arrangements
• vehicle or vessel usage
• word processing
• work-related documents, such as occupational health and safety (OHS) reports and time sheets.

Physical resources  may include:

• cleaning equipment
• computers
• display shelving
• facsimile machine
• office furniture
• photocopier
• shredder
• switchboard, extensions and mobile phones.

Requests for information  may come from:

• fisheries management committees
• ombudsman
• senior personnel
• the Minister's office.

Action taken  may include:

• altering the procedure
• counselling staff working outside procedures
• reassigning administrative tasks to other members of staff
• training staff if insufficiently skilled to follow procedures.

Unit sector 

Fisheries compliance

Co-requisite units 

Competency field