This unit applies to individuals employed in a range of work environments who organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.

ELEMENT

PERFORMANCE CRITERIA

1. Make meeting arrangements

1.1. Identify type of meeting and its purpose

1.2. Identify and comply with any legal or ethical requirements

1.3. Identify requirements of meeting and participants

1.4. Make meeting arrangements in accordance with requirements of meeting

1.5. Advise participants of meeting details

2. Prepare documentation for meetings

2.1. Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements

2.2. Check documentation for accuracy and correct any errors

2.3. Distribute documentation to participants within designated time lines

2.4. Prepare spare sets of documents

3. Record and produce minutes of meeting

3.1. Take notes with the required speed and accuracy to ensure an accurate record of the meeting

3.2. Produce minutes that reflect a true and accurate account of the meeting

3.3. Check minutes for accuracy and submit for approval by the nominated person

3.4. Despatch copies of minutes within designated time lines

Required skills

communication skills to coordinate and consult with participants, to orally present written reports with a number of defined sections, and to clarify points made in meetings

literacy skills to:

write and compile agenda items

record minutes

make notes from spoken texts in meetings

use a variety of strategies for planning, reviewing and proofreading documentation

time management skills to allow sufficient time to prepare for and conduct meetings.

Required knowledge

culturally appropriate communication techniques

formats for agendas and minutes

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

occupational health and safety.

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:

organising meetings, including informing participants and preparing materials

preparing an agenda

taking minutes during a meeting and preparing draft minutes after the meeting.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to office equipment and resources.

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:

writing units

other general administration units.

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.

Type of meeting may include:

annual general meeting

board meeting

face-to-face

staff meeting

teleconference

videoconference

Legal and ethical requirements may include:

codes of practice

legislation relating to companies or associations

requirements for public meetings

Requirements of meeting may include:

meeting structure:

formal

informal

self-managed

semi-formal

structured

number of participants

purpose of the meeting

specific needs of participants

specific resources and equipment required by participants e.g. video and data projectors, whiteboards

teleconferencing or videoconferencing meeting protocols and equipment

voting procedures

Arrangements may include:

booking an appropriate venue

establishing costs and operating within a budget

organising accommodation and transport

organising appropriate communication technology

organising catering

preparing relevant documentation for participants

scheduling the date and time for the meeting

Agenda may include:

correspondence

date of next meeting

date, time and location of meeting

general business

major agenda items

matters or business arising from the minutes

minutes of the previous meeting

reports

statement of the meeting's purpose

welcome

Papers may include:

chairperson's report

committee reports

correspondence

draft documentation

financial reports

itemised meeting papers

minutes of previous meeting

research reports

Notes may include:

action items

arrangements for next meeting

decisions taken at the meeting

formal motions

future action

issues raised at the meeting

points discussed at the meeting

record of participants who were present at or absent from the meeting (attendees and apologies)

suggestions made at the meeting

Minutes may include:

meeting details (e.g. title, date, time, location)

agenda items

apologies

names of absent and attending participants

approval of the record of the previous minutes

correspondence

lists rather than complete sentences

matters arising from the previous meetings

other business

reports

date of the next meeting

using organisation templates

using previous minutes to determine required format

Unit sector

Administration - General Administration

This unit contains employability skills.