Unit of competency Outline

Date retreived
23/07/2026 12:57 AM AWST

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Coordinate retail office

Coordinate retail office

Unit of competency
National Code
SIRXADM002A
State Code
S6111
TGA Status
Deleted
DTWD Status
Deleted
Current Release Number
2.00
Current Release Date
13/06/2012
View on TGA
State Implementation and Classification
Approved Date
26/11/2012
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
26/11/2012
Nominal Hours
35
Description
This unit describes the performance outcomes, skills and knowledge required to coordinate a retail office. It involves maintaining office procedures, processing data in response to information requests, composing reports and correspondence, maintaining recording and filing systems and maintaining digital storage media and computer filing systems.
Notes
Elements and Performance Criteria
1. Maintain office procedures.
  • 1.1.Monitor, record and order office supplies as required according to store policy and procedures.
  • 1.2.Implement store policy and procedures in regard to special requests and requirements, according to set timeframes.
2. Process data in response to information requests.
  • 2.1.Document requests for information and identify responses according to store policy.
  • 2.2.Identify relevant external information sources.
  • 2.3.Obtain access to identified sources.
  • 2.4.Access and extract relevant information.
  • 2.5.Identify and offer options and alternatives where available information does not match defined needs.
  • 2.6.Accurately copy or summarise extracted information.
  • 2.7.Compile and update appropriate records required for regulatory compliance to maintain security and confidentiality of contents.
3. Compose reports and correspondence.
  • 3.1.Collate relevant information and edit as required.
  • 3.2.Use clear, concise, easily understood language when writing text.
  • 3.3.Use correct spelling, punctuation and grammar.
  • 3.4.Draft and set out correspondence and reports according to store policy.
  • 3.5.Produced edited report and dispatch to relevant personnel.
  • 3.6.Copy and securely file final report according to store policy.
4. Maintain existing recording and filing systems.
  • 4.1.Maintain recording and filing systems according to store policy.
  • 4.2.Allocate new documents to designated category.
  • 4.3.Monitor the issue and return of documents to ensure the integrity of the system is maintained.
  • 4.4.Archive, remove and update documents to ensure appropriate space available for current records.
  • 4.5.Identify and locate required files and dispatch to nominated person or section within designated time limits.
  • 4.6.Monitor and record file and document movements.
  • 4.7.Maintain documents in good condition and in correct location.
  • 4.8.Separate confidential files from general files, with access available to nominated personnel only.
  • 4.9.Monitor security system to ensure issued files are traceable at all times.
5. Maintain computer storage media.
  • 5.1.Maintain storage media and filing system according to store policy and procedures.
  • 5.2.Format digital storage media using correct procedures.
  • 5.3.Create back up files to ensure safety, security and confidentiality of files is maintained.
  • 5.4.Store back up files in the designated manner and location.
  • 5.5.Regularly perform virus checks on the system and back up storage media.
  • 5.6.Store hardware according to manufacturer instructions.
  • 5.7.File and store software according to organisational procedures.
  • 5.8.Observe Work Health and Safety (WHS) guidelines relating to screen based equipment and ergonomic work stations.
6. Maintain computer filing system.
  • 6.1.Determine document filing requirements.
  • 6.2.Create a filing system that reflects the size, nature and complexity of the workplace.
  • 6.3.Implement security checks where necessary.
  • 6.4.Add file names to the filing system as required.
  • 6.5.Update the filing system regularly by deleting or archiving old files.
  • 6.6.Exit programs according to screen prompts to preserve data.
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 in the performance criteria is detailed below.
Ordering procedures may include:
fax
phone
email
internet.
Store policy and procedures in regard to:
store administration and clerical systems
document format and technical vocabulary.
Special requests and requirements may include:
mail
ordering of stock
bill payment
taxation paperwork
courier service
transport, e.g. taxi, cab charge
special mail procedures.
External information sources may include:
distributors
suppliers
manufacturers
technical support personnel
maintenance personnel.
Modes of access to identified sources may include:
contact person
contact details.
Relevant information may include:
orders
files
letters
correspondence
warranties.
Options and alternatives may be limited by:
regulatory requirements
cost-effectiveness
store policy.
Relevant personnel may include:
relevant managers
supervisor
team leader.
Recording and filing systems may be:
paper-based
electronic.
Digital storage media may include:
floppy disk
USB drive
zip disk
CD-ROM
DVD-ROM
digital tape
external hard drive.
Hardware may include:
computer
keyboard or typewriter
printer
scanner
monitor
mouse
storage media.
OHS guidelines may include:
lighting
seating
posture
ventilation
glare and reflection
keyboard equipment and radiation
eye strain
setting up work stations.
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training Package.
Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the following is essential:
consistently implements workplace office procedures
responds accurately and appropriately to requests for information according to store policy
consistently applies procedures for maintaining records and filing system, including computerised records.
Context of and specific resources for assessment
Assessment must ensure access to:
a retail work environment
sample policy and procedures in regard to:
store administration and clerical or office systems
processing of information
format and technical vocabulary
WHS legislation and codes of practice
a range of office equipment, including:
computer
printer
software packages
a work team.
Methods of assessment
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
observation of performance in the workplace
third-party reports from a supervisor
answers to questions about specific skills and knowledge
review of portfolios of evidence and third-party workplace reports of on-the-job performance.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended.
Replaces
State Code National Code Title Type
N0664 WRRCA4B Coordinate retail office Unit of competency