This unit applies to individuals who apply a broad knowledge of administration tasks in providing support in a legal context. Its application in the workplace will be determined by the job role of the individual and the legislation, rules, regulations and codes of practice relevant to different jurisdictions.

ELEMENT

PERFORMANCE CRITERIA

1. Establish document design and structure

1.1. Identify requirements of task in line with instructions

1.2. Select software appropriate to task

1.3. Determine document design and structure

1.4. Design and structure document to meet legislative requirements

1.5. Review and update existing precedent documents

2. Develop precedents for document design

2.1. Develop and use precedents to ensure consistency of design and layout

2.2. Evaluate and amend templates to ensure document requirements can be met

2.3. Recommend improvements to design and/or structure of existing documents and facilitate a review process of suggested improvements

3. Prepare to produce documents

3.1. Prepare documents using appropriate and available precedent documents according to organisation's policies and procedures

3.2. Enter and edit relevant data

3.3. Use a range of advanced software functions to ensure accurate completion of task

3.4. Check documents for spelling, grammar, numeric data and layout

3.5. Proofread documents for accuracy of content and consistency of layout and style

3.6. Make modifications to meet required specifications

3.7. Manage any difficulties to produce completed documents within agreed timelines

4. Prepare to print documents

4.1. Print documents as required

4.2. Arrange review of documents with designated person

4.3. Undertake final printing of documents

5. Save file and exit system

5.1. Save and store document in appropriate directory or folder

5.2. Close file and exit application programs without loss of data

5.3. Make back-up copies of file according to specified procedures

5.4. File and store discs/data according to organisation's policies and procedures

Required skills

communication skills to:

follow and interpret instructions

provide clear and specific instructions about information required

literacy skills to:

follow complex legal procedures

consider aspects of context, purpose and audience when generating and formatting texts

edit and proofread to ensure:

clarity of meaning and conformity to enterprise requirements

accuracy and consistency of information

numeracy skills to collate and present data, graphs and annotated references

problem-solving skills to use processes flexibly and interchangeably

technology skills to use a range of software applications

organisational skills to select and apply the procedures and strategies needed to perform a range of tasks within designated timelines

Required knowledge

application of organisation's policies and procedures in relation to precedent design

developing and testing templates

accepted codes of practice relevant to the workplace, including those relating to:

privacy and confidentiality

use of company property

duty of care

ethical behaviour

non-discriminatory practice

conflict of interest

compliance with reasonable direction

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 ability to:

ensure that confidentiality and security of information are maintained

produce and present accurate documents that conform to specified standards within agreed timelines

use advanced functions of at least one software package or integrate functions of at least two software packages, in document production

apply knowledge of relevant legislation, rules, regulations, codes of practice and research resources.

Context of and specific resources for assessment

Assessment must ensure access to:

the internet

an actual workplace or simulated environment

workplace manuals and reference materials, such as company policies, procedural manuals, checklists, sources of documentation and sample forms

background information on courts, their jurisdiction and behavioural requirements

appropriate technology, such as computers with relevant software

appropriate texts and people with expert knowledge, such as legal practitioners

appropriate legislation and regulations relevant to legal context.

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 precedents and documents created from precedents

class assessment to produce and/or amend precedents in a given timeframe

third-party workplace reports of on-the-job performance by the candidate where appropriate

oral or written questioning to assess knowledge of accepted codes of practice relevant to the workplace

completed precedent/documents within given timeframes.

Guidance information for assessment

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

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.

Software packages may include:

database

document management software

graphics

page layout software

spreadsheet

word processing.

Documents may include:

contracts

costings

court documents for filing in a variety of courts and tribunals

deeds and agreements

in-house newsletters

precedents used in organisation

promotional brochures

research reports

wills.

Document design and structure may include:

advanced software functions

constraints regarding organisation's style and letterhead

instructions for word processing operator

legislated document layout guidelines

links to existing information

precedents' manuals

range of complex software supporting the production of precedents.

Existing precedent documents may include:

business structure documents

conveyancing documents

documents used in civil proceedings

documents used in criminal proceedings

family law documents

generic correspondence

wills and probate documents.

Organisation's policies and procedures may include:

accessing files

authorising creation of new legal precedents

authorising precedent changes

back-up procedures

file maintenance

information sources

information specific to the organisation

initiation of files

office procedural manuals

use of precedent and file naming conventions of document

security, confidentiality and privacy procedures

verifying and authorising information.

Difficulties needing management may include:

alterations to instructions

client needs

lack of available or suitable resources

problems encountered when liaising with others

technical difficulties.

Designated person may include:

barrister

lawyer

legal practice manager

paralegal

partner

supervisor.

Unit sector

Administration - legal administration

This unit contains employability skills.