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

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 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.

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

This unit contains employability skills.