VOCATIONAL EDUCATION AND TRAINING STANDARD FOR AN UNDERTAKING/INSTITUTION ADMINISTRATOR

Transcription

1 THE REPUBLIC OF LITHUANIA MINISTRY OF EDUCATION AND SCIENCE MINISTRY OF SOCIAL SECURITY AND LABOUR VOCATIONAL EDUCATION AND TRAINING STANDARD FOR AN UNDERTAKING/INSTITUTION ADMINISTRATOR Vocational education level 5 Vilnius, 2008

2 EUROPOS SĄJUNGA PROFESINIO MOKYMO METODIKOS CENTRAS Europos socialinis fondas ŠVIETIMO IR MOKSLO MINISTERIJA KURKIME ATEITĮ DRAUGE! Development of the Standard was financed by European Union and by the Republic of Lithuania under the Project No BPD2004-ESF /0156 Development of the System of VET Standards Development of the Standard was coordinated by the Methodological Centre for Vocational Education and Training Profesinio mokymo metodikos centras, 2008

3 APPROVED by Order No ISAK-1970/A1-279 of the Minister for Education and Science of the Republic of Lithuania and of the Minister for Social Security and Labour of the Republic of Lithuania of 8 October, 2007 VOCATIONAL EDUCATION AND TRAINING STANDARD FOR AN UNDERTAKING/INSTITUTION ADMINISTRATOR I. PARTICULARS OF THE VET STANDARD 1. Vocational education level 5 th. 2. State code S Qualification awarded an administrator. 4. Basic education secondary. II. CONTENT OF THE VET STANDARD 5. Brief description of occupational activity: 5.1. The VET Standard for an undertaking/institution administrator (hereinafter referred to as the Standard ) has been developed taking into account changes on the labour market, the findings of the qualification study carried out by the Standards Development Working Group and based on experience in other countries. The present Standard serves as a basis for the development of a training programme of vocational education level The Standard defines the minimum training requirements for an undertaking/institution administrator for working in the following main activity areas: planning and organisation of the ; information and document management; administration of the staff; building the image of the An undertaking/institution administrator plans and organises daily work of the, manages administrative office staff. Distributes the manager s assignments to the staff and controls their performance. Organises business and staff meetings and takes their minutes. Administers projects. Manages tension and conflicts. Creates favourable working conditions for the manager, assists, provides information and coordinates the manager s agenda Manages internal and external information and documents activity of the. Drafts and handles traditional and electronic documents and correspondence, organises document circulation. Uses innovative organisational and communications devices and information systems. Drafts and organises personnel documentation: formalises employee recruitment, working activity, the procedures of qualification and career and dismissal from work, employee rights, responsibilities, authorisations and responsibility. Manages information about personnel, keeps staff working time accounting, builds an employee databank and performs data analysis. Builds the image of the, maintains the ethical climate and looks for solutions in the constantly changing national and global business environment. Participates in public relations activity. Organises working with customers: visitor reception, meetings, receptions (if required, in accordance with the international protocol requirements), negotiations and conferences. Coordinates internal and external communication of the undertaking/institution with its employees, partners, visitors, communities, various

4 organisations and media. Prepares presentations, reports and press releases. Organises dissemination of promotional information. Represents the within his/her competency An undertaking/institution administrator communicates in correct Lithuanian and foreign language in writing and verbally. Knows the legislation governing activity of the undertaking/institution. Effectively uses information communication technologies and information systems. Observes ethical, etiquette and formal dress code requirements Upon completion of the programme of non-university studies in undertaking/institution administration, specialists will be able to work as office administrators of the, manager s aides, assistants, secretaries, employees in a personnel department, etc., in governmental and public administration institutions and various business, science, education and cultural institutions Successful work of an undertaking/institution administrator will hinge on professional knowledge and practical skills, aspiration to excel in professional activity and the following personal qualities essential for an administrator: analytical thinking, communicativeness, self-discipline, business-mindedness, sense of responsibility, loyalty. 6. The purpose of the undertaking/institution administrator is to administer activity of the s. 7. Activity areas and competencies of an undertaking/institution administrator are provided in Appendix 1 to the Standard. 8. Range of competencies, training objectives and competency assessment of an undertaking/institution administrator are provided in Appendix 2 to the Standard. 9. Successful work and improvement as an undertaking/institution administrator requires the following general skills: 9.1. communication and cooperation; 9.2. decision-making; 9.3. excellent knowledge of the Lithuanian language; 9.4. foreign language knowledge; 9.5. using of information technologies; 9.6. teamwork skills; 9.7. prioritising; 9.8. proactiveness and drive to excel; 9.9. adherence to the code of ethics and etiquette; pleasant and neat appearance. 10. Final qualification assessment: The qualification of an undertaking/institution administrator is awarded to a student who has completed the whole study programme, acquired competencies defined in the Standard and has been given a positive final qualification evaluation In accordance with the competency assessment criteria listed in the Standard, the following is tested and evaluated: in the course of the study process - all competencies defined in the Standard; in the course of the final qualification assessment - selected competencies Organisation and performance of the final qualification assessment and issuance of documents is regulated by the Ministry of Education and Science of the Republic of Lithuania.

5 Appendix 1 to the VET Standard for an undertaking/institution administrator ACTIVITY AREAS AND COMPETENCIES OF AN UNDERTAKING/INSTITUTION ADMINISTRATOR Activity Areas 1. Planning and organisation of the activity of the Competencies 1.1. Helping planning and organising the work of the 1.2. Controlling the work of the 1.3. Coordinating the manager s agenda and providing favourable working conditions to him 2. Information and document management 2.1. Managing internal and external information flows 2.2. Drafting and organising documents of the 2.3. Using computer information systems and information communication technologies 3. Administration of the personnel of the. 4. Building the image of the undertaking/institution 3.1. Drafting and organising personnel documents 3.2. Organising personnel information management and accounting 3.3. Performing personnel information analysis 4.1. Shaping the undertaking s or institution s image 4.2. Administering public relations 4.3. Organising work with clients

6 Appendix 2 to the VET Standard for an undertaking/institution administrator RANGE OF COMPETENCIES, TRAINING OBJECTIVES AND COMPETENCY ASSESSMENT OF AN UNDERTAKING/INSTITUTION ADMINISTRATOR Activity Areas 1. Planning and organisation of the activity of the Description of Competencies Competencies Range of Competencies 1.1. Helping planning and organising the work of the Legislation governing activity of the and their application. The principles of planning activity of the. Planning activity of the unit. Organisational management structure. Business processes and organisation and administration of their performance. Allocation of the manager s tasks. Decision-making related to unit activity. Project administration. Training Objectives Competency Assessment Knowing the legislation governing the establishment and activity of the undertaking/institution Applying planning principles Drafting unit s business plan Applying the principles of work organisation in an undertaking, institution, organisation and unit Applying task delegation principles Knowing duties and responsibility of the management Applying project administration principles The procedure of undertaking or institution s establishment Strategic and operational business plans of the Analysis of external and internal organisation s environment using given data made and plans modified. A unit (office) plan prepared. Organisational management structure Unit activity regulations prepared. Individual working places Given manager s assignments (tasks) delegated. Decisions regarding unit (office) activity made. Tasks

7 1.2. Controlling the work of the 1.3. Coordinating the manager s agenda and providing favourable working conditions to him The definition and content of control. Plan implementation control. Organisation of control of the unit s activity. The principles of allocation of the manager s assignments. Requirements for the control of the implementation of the manager s decisions. Agenda drafting and coordination. Assisting and reporting. Information provision in writing, in person and by telephone. Preparation of manager s reports and presentations. Meeting organisation and minutetaking. Handling of correspondence Knowing control types and phases Organising control of unit s activity Organising control of performance of the manager s assignments Organising implementation of the manager s agenda Assisting and reporting to the manager Organising and taking minutes at meetings and sittings Handling correspondence allocated to subordinates and the limits of their competencies set. Assessment analysis performed, based on unit (office) performance indicators. A project administration schedule prepared. Activity schedules prepared. The principles, the system and measures for the control of the unit s activity The system for control of the performance of the manager s assignments An example of performance control of the manager s assignment presented. Advantages of electronic control The manager s agenda prepared and its coordination principles Assisting and reporting principles Presentation of the manager s report prepared. An overview of the information provided

8 2. Information and document management 2.1. Managing internal and external information flows 2.2. Drafting and organising documents of Conflict, tension management. The role of internal and external communication in the business environment. Written and verbal communication. Internal and external communication management models. Data organisation. Information protection measures. Legislation governing document management in an Dealing with conflict and tension management problems Organising internal and external communication in the organisation Identifying information needs, finding information sources, knowing how to use them Performing information processing and systematisation Organising information protection Drafting and managing traditional and prepared. Memos on sitting and meeting organisation and their minutes prepared. Incoming and outgoing correspondence algorithms prepared. Ways of conflict and tension management presented and analysed. Tension management situations involving visitors, co-workers, business partners and competitors resolved: in person, by telephone and in writing (in the Lithuanian and foreign languages). Structure of internal and external communication in the organisation prepared. Information search systems and sources selected. Data processing measures selected. Essential information collection and management chart Information protection methods selected and Document management principles

9 the 2.3. Using computer information systems and information communication technologies undertaking or institution. Traditional and electronic document management rules. Document drafting requirements. Fast typing technology. Documentation chart. Document storage, filing and accounting. Preparation for archiving. Determination of document value and archiving or liquidation. electronic documents Organising documents by information nature, form and media Organising document circulation Preparing documents for archiving or liquidation Use of information communication technologies (ICT). Types of office equipment and requirements for their use. Working with document management and accounting information systems Using office equipment and information communication technologies (ICT) Using information systems for dealing with specific document management tasks Database management Knowing database Documents of the undertaking/institution drafted. Particulars of an electronic document described, formats of electronic documents prepared, electronic file management Documentation chart Technological cycle of document circulation Document management phases, accounting principles Document logs filled in. Requirements for preparation for archiving named. Principles of expert examination, archiving and liquidation requirements explained. A file created. Document handover and liquidation statements prepared. Ability to use office equipment and ICT demonstrated. A graphic activity model created (data flow chart). A work task schedule prepared and control using computer means. The principles of using

10 3. Administration of the s personnel 3.1. Drafting and organising personnel documents 3.2. Organising personnel information management and accounting 3.3. Performing personnel information analysis Knowledge of the principles of accounting information systems. Prerequisites and peculiarities of drafting personnel document. Structure of an employee personal file. Report, documentation drafting. Personnel information management principles. Personnel information management systems. Personnel working time accounting. Personnel relations (internal communication). Data banks and principles of their organisation. Data analysis and creation and management principles, knowing ho to use them on the undertaking or institution s activity Knowing the principles of using accounting information systems Drafting personnel documents Creating employee personal files Drafting reports and providing information about personnel and progression of work to responsible institutions Organising internal personnel communications system Using personnel information management systems Organising accounting of working time Creating and managing a personnel data bank databases The principles of using accounting information systems Preparing personnel documents in accordance with the requirements of the Labour Code and other legislation of the Republic of Lithuania: documents related to recruitment, progression of work, dismissal from work, job descriptions, etc. An employee personal file created. A report prepared. The principles of personnel information management An internal communications system prepared. Advantages of using a personnel information management system A time sheet completed. The principles of creating and using a personnel data bank

11 4. Building the image of the undertaking/institution 4.1. Shaping the undertaking s or institution s image 4.2. Administering public relations systematisation Organising quantitative and qualitative personnel information analysis Undertaking/institution/unit image, its elements and promotion measures. Preparation of promotional materials. Promotional publications and souvenirs. Corporate/institutional culture. The code of ethics, its purpose and structure. Dress code. Administrator s business conduct Organising promotion of the image Preparing promotional materials Organising promotion of the corporate/institutional culture and ethical climate Building the administrator s business image Public relations programme. Communication Administering a public relations programme The principles of personnel data analysis An examination report, overview, conclusions prepared. The structure of the image described, measures for image promotion provided for. Promotional description of the undertaking, its products/services prepared and its dissemination provided for (fairs, exhibitions, other events and programs). Organisational behaviour of the undertaking/institution, the code of ethics, its influence on the undertaking/institution s image Suggestions for maintaining the ethical climate prepared. Administrator s business image created in accordance with the requirements of the dress code and code of conduct. An information dissemination plan

12 4.3. Organising work with clients through media channels. Press conferences. Methodology for preparation of presentations and speeches. Preparation of reports and Organising press conferences and communicating with media Presenting the undertaking/ institution/unit to local and foreign guests reviews Reporting to the manager about the undertaking/institution s image in the press Requirements for client/visitor reception. Planning and organisation of negotiations, meetings, manager s trips. The principles of organisation of traditional and virtual conferences. Requirements for guest reception. International protocol requirements. Business communication and cooperation principles. Norms of ethics and etiquette requirements Organising visitor reception, meetings, negotiations, conferences Organising official guest receptions Applying norms of communication and cooperation ethics prepared. A public relations administration programme described by individual public relations activity areas. A plan for organising press conferences, information planned to be provided on a specific issue, lists of media representatives prepared (a media relations plan; media relations plan for crisis situations; a question and answer list). Visitor reception situations involving visitors of different age, interests and educational background resolved, demonstrating conversation management and communicativeness (business role-playing, case studies, etc.). A negotiations plan and a meeting agenda prepared. A programme for organisation of a traditional and a virtual conference and its agenda prepared. Requirements for official receptions

13 Guest reception programme prepared and its implementation measures provided for. Business communication situations resolved, applying ethics, etiquette, protocol requirements. Case studies of intercultural communication made.