BSBADM504B - Plan or review administrative systemsBSBADM504BPlan or review administrative systems

Unit descriptor

This unit describes the performance outcomes, skills and knowledge required to plan or review the requirements of effective administration systems and procedures for implementing, monitoring and reviewing the system.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the unit

This unit applies to individuals employed in a range of work environments who are required to plan or review administrative systems. They may work as senior administrative staff or may have been delegated responsibility for planning or reviewing administrative systems.

Prerequisite units

Employability skills

This unit contains employability skills.

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

EVIDENCE GUIDE

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:

documenting requirements or modifications to administration system

developing appropriate activities to support system implementation

working with staff to identify system improvements.

Context of and specific resources for assessment

Assessment must ensure:

access to organisational policy and procedure manuals, reference materials and appropriate equipment.

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:

other general administration units.

RANGE STATEMENT

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.

System requirements may include:

components of the system

number and type of users

organisation/staff requirements

purpose and nature of system

purpose and nature of organisation

size of system

skills of existing staff

staff training needs

type of system

work practices

Administration system may include:

electronic system

paper-based system

System users may include:

casual personnel

external clients

organisation's personnel

Suppliers/developers may include:

administration system consultants

computer/software suppliers

efficiency consultants

equipment suppliers

information technology technicians

information technology trainers

internal staff/clients

office equipment suppliers

Implementation strategies may include:

boosting staff confidence

change management strategies

changing team/organisational culture

ensuring system functions correctly

external consultants

informing relevant persons

modifying system

providing staff training/information sessions

re-defining staff roles

re-distributing office tasks

team goal setting

temporary reduction of workload

testing

trialling

Communicating procedures may include:

email messages

facsimile messages

internal newsletter

meetings

office memorandum

photocopied instructions

professional development time

training days

Training and support for staff may include:

coach, mentor and/or buddy systems

online tutorials

on-the-job trainers

professional development

skills assessment

training handbooks

videos

Contingencies may include:

loss of staff confidence

need for additional training

need to modify system

temporary reduction of work output

Monitoring of system may include:

extra administrative support and back-up

feedback from internal/external client/s

observation by trained technician/s

utilising monitoring tools and processes

Security may include:

confidentiality agreements

passwords

safeguards against computer viruses

Changing needs may include:

change in the nature and purpose of the system/organisation

change in user requirements

growth or decline in system size

technological advances in administration systems

Further modifications may relate to:

additional equipment, training

negotiation of timeframes for system implementation

redefinition of administrative roles and duties

specialised software

Monitoring staff training needs may include:

ongoing assessment of staff skills

ongoing feedback opportunities

providing professional development opportunities

Unit sector

Competency field

Administration - General Administration