Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

SFICOMP401C Mapping and Delivery Guide
Administer the district office

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency SFICOMP401C - Administer the district office
Description 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.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: 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.
       
Element: 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.
       
Element: 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.
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

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.

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.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
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. 
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. 
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. 

Forms

Assessment Cover Sheet

SFICOMP401C - Administer the district office
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

SFICOMP401C - Administer the district office

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: