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Undertake general administrative procedures

By Annette Austin,2014-11-29 16:42
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Undertake general administrative procedures

    Undertake general administrative procedures

    An entertainment industry assessment guide

Contents

    ; Perform administrative procedures

    ; Process information

    ; Produce and/or complete documents/forms ; Operate computers

     Candidate’s name ………………………………………………………………….………….………

     (Print name)

     Verifier/Assessor’s name …………………………………………………..…………...….……….

     Registered training organisation and/or venue …………………………..…………...………..

     Competence achieved (assessor to tick) ;

     Verifier/Assessor’s signature………………………………… Date ……………….…………..

     Candidate’s signature ………………………………….……... Date …………………………...

    Assessment of this unit applies to administrative procedures including: opening and distributing external and internal mail

     answering telephones

     taking messages via telephone, answering machine, pager or other means photocopying documents

     filing

     faxing documents

     sending or receiving material via couriers or freight systems requisitioning consumable stock

This unit may be assessed on or off the job or in a combination of both, using resources

    including relevant office equipment, computer and computer software, and stationery required to

    undertake general administrative procedures in an entertainment venue or event.

    An entertainment industry assessment guide

Suggested evidence gathering methods

Observation

Observation is a popular assessment method, because it is direct and authentic. However, it will

    often need to be supplemented by other forms of assessment to obtain sufficient evidence of all

    aspects of competence.

The assessee may be observed:

     performing administrative duties

     processing information

     producing and/or completing documents/forms

     operating computers

Oral questioning

Oral questioning is a useful way of checking knowledge, areas that are not directly

    observed, and ‘what if?’ situations. In this unit, oral questioning may be used to assess:

Knowledge and understanding of:

     the entertainment industry

     organisation structure

     relevant organisational procedures

     effective communication techniques including active listening, questioning and non-verbal

    communication

Skills in:

     organising work according to its priority

     following written and/or spoken instructions

     reading equipment manuals

Documentary evidence

Documentary evidence may include:

     third party reports from supervisors, referees or others evidence of successfully completed courses

     duty statements (provided these show clear links to the relevant units)

     resumes (provided these show clear links to the relevant units and can be verified

    independently)

     relevant workplace documentation prepared or completed by the candidate

    Undertake general administrative procedures

    Page 1

    ASSESSMENT CHECKLIST

Can the candidate: Evidence

Perform administrative procedures

    Perform administrative procedures accurately, ___________________________________________promptly and efficiently in accordance with

    ___________________________________________organisation requirements

     ___________________________________________Select appropriate office equipment for

    ___________________________________________required task/s which may include:

     telephone ___________________________________________ mobile phone

     pager ___________________________________________ answering machine ___________________________________________ fax machine

     photocopier ___________________________________________ computer ___________________________________________ modem

     calculator ___________________________________________

     ___________________________________________Use office equipment in accordance with

    designated instructions and the requirements ___________________________________________of the organisation ___________________________________________

Process information

    Process information received from colleagues ___________________________________________and/or customers and circulate it to the

    ___________________________________________appropriate personnel

     ___________________________________________Information received from colleagues and/or

    ___________________________________________customers may be received via any of the

    following: ___________________________________________ telephones

     written communication, e.g. letters, ___________________________________________

    memos, faxes ___________________________________________ computer work station terminal, e.g. via

    modem, online database system ___________________________________________

     ___________________________________________Respond to enquiries from colleagues and/or

    customers promptly and courteously, and ___________________________________________where necessary, refer the matter to ___________________________________________appropriate personnel

     ___________________________________________

An entertainment industry assessment guide

    Page 2

Can the candidate: Evidence

Process information (cont.)

    Take follow-up action as necessary or refer to ___________________________________________appropriate personnel as required ___________________________________________

    Follow up action may include providing ___________________________________________further information or service ___________________________________________

Produce and/or complete documents/forms

     ___________________________________________Draft simple correspondence and reports as

    ___________________________________________required by appropriate personnel

     ___________________________________________Ensure that documents include all the required

    information and are checked by appropriate ___________________________________________personnel ___________________________________________

    Complete forms accurately and ensure that ___________________________________________they are approved by designated person and ___________________________________________given to appropriate department or individual

    in accordance with the organisation's policies ___________________________________________and procedures ___________________________________________

    Forms may include: ___________________________________________ personnel forms, e.g. time sheets, leave ___________________________________________forms, overtime sheets

     petty cash forms ___________________________________________ financial reconciliation forms

Operate computers

    Operate computer/s and relevant software in ___________________________________________accordance with specified procedures and

    ___________________________________________manufacturer’s instructions

     ___________________________________________Enter information into files or retrieve, edit,

    ___________________________________________ save and/or print as required

    Undertake general administrative procedures

    Page 3

    Evidence Can the candidate:

Provide evidence that they know and understand:

    ___________________________________________ The entertainment industry

     The organisation’s structure i.e. key ___________________________________________

    personnel ___________________________________________ Relevant organisational procedures

    ___________________________________________ Effective communication techniques

    including active listening, questioning and ___________________________________________

    non-verbal communication ___________________________________________

Provide evidence that they can:

     Organise work according to its priority ___________________________________________ Follow written and/or spoken instructions ___________________________________________ Read equipment manuals ___________________________________________ Communicate effectively within the range ___________________________________________of situations required for the job role

    ___________________________________________ Carry out procedures with thoroughness,

    accuracy and attention to detail ___________________________________________ Operate a range of office equipment and ___________________________________________software programs

    ___________________________________________ Work as part of a team

An entertainment industry assessment guide

    Page 4

COMMENTS ON ASSESSMENT

Assessor’s comments

    _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

    _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Candidate’s comments

    ______________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

    __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

    Undertake general administrative procedures

    Page 5

An entertainment industry assessment guide

Page 6

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