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Elements and Performance Criteria

1. Establish, implement and monitor procedures for administrative tasks
   • Administrative tasks to be undertaken are identified, delegated to staff and written into job specifications.
   • Resources, both physical and human, required to maintain administrative functions at required level are identified, costed and budgetary approval sought if purchase is required.
   • Physical resources are obtained, installed and staff trained in use, if necessary.
   • Procedures for administrative tasks are established, documented and monitored on a regular basis.
   • Requests for information are handled in a timely manner.
   • Effectiveness of administrative procedures is assessed and action taken where administrative tasks are not up to standard.
2. Schedule maintenance and service
   • Service requirements for administrative equipment, outboard motors and vehicles are determined from manufacturer service guidelines.
   • Log books are monitored for usage patterns.
   • Procedures are established, documented and monitored for determining special service or repair requirements.
   • Scheduling for maintenance and service is planned in advance to minimise consequences of down time.
   • Servicing agent is booked and staff kept informed of schedule.
   • Standard of servicing and associated costs are monitored and service agent given feedback.
3. Operate office within budgetary constraints
   • Budgets are negotiated with senior personnel based on past income and expenditure data and projected cost of planned activity within the budgetary period.
   • Income and expenditure are monitored and reconciled against the original budget.
   • Variances against the original budget are identified and adjustments made, where necessary.
   • Financial reports are provided to senior personnel.

Required Skills

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 Required

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 roleplay
Guidance information for assessment	This unit may be assessed holistically with other units within a qualification

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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.

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