South Western Sydney Region RTO Business Services ASSESSMENT TASK Qualification Code: BSB20107 Certificate II

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1 BSBIND201A Work effectively in a business environment. Insert School Name and Logo Business Services ASSESSMENT TASK Qualification Code: BSB20107 Certificate II STUDENT NAME: Date of Issue Assessment Task Name Cluster F In the Workplace Date Due: Year 12 22/6/12 Short Description Units of Competency and related assessment methods BSBIND201A Work effectively in a business environment BSBINM201A Process and maintain workplace information Assessor / Teacher Mr. J. MacRae Ms. D. Krunic Resources Required (if applicable) List the HSC exam requirements relevant to this Assessment Task Sources of current industry information, objectives and mission of a business services organization, organizational structures, quality assurance procedures, employees and employer rights and responsibilities and organisations, duty of care, workplace issues, job applications, interviews, job description, roll statement, performance appraisal, team work, conflict resolution, questioning technique and personal presentation. Record keeping and management, types of records, locating and tracking information, sources of workplace information, use of business technology, Privacy, security, creation storage and disposal of records, delivery of information, paper based and electronic record keeping, types of storage methods, filing procedures and classification systems. Knowledge and Skills Assumed -To ensure you are ready to undertake this assessment check the list below Identifying, locating and articulating organisational requirements and processing workplace information. Knowledge of workplace procedures for upholding employee and employer rights and responsibilities. Accuracy in recording and documenting information. Correctly storing, classifying and maintaining documents and records. Literacy skills to identify work requirements, process relevant workplace documentation and understand information systems. Numeracy skills to organise work priorities and arrangements. Communication skills to request advice, to receive feedback and to work with a team. Problem solving skills to solve routine problems. Technology skills to select and use technology appropriate for a task. Assessment Checklist C Competent NYC Not Yet Competent Unit Code and Title Element of competency Performance Criteria C NYC 1. Work within organisational 1.1 Identify and read organisation s requirements and responsibilities and seek advice from appropriate persons, where necessary. 1.2 Develop and utilise a current working knowledge and understanding of employee and employer rights and responsibilities. 1.3 Comply with relevant duty of care, legal responsibilities and organisational goals and objectives. 1.4 Identify roles and responsibilities of colleagues and immediate supervisors. 1.5 Identify standards and values considered to be detrimental to the organisation and communicate this through appropriate channels. 1.6 Identify, recognise and follow behaviour that contributes to a safe work environment. 2. Work in a team. 2.1 Display courteous and helpful manners at all times. 2.2 Complete allocated tasks as required. 2.3 Seek assistance when difficulties arise. 2.4 Use questioning techniques to clarify instructions or responsibilities. 2.5 Identify and display a non discriminatory attitude in all contacts with staff, management or clients. 3. Develop effective work habits. 3.1 Identify work and personal priorities and achieve a balance between competing priorities. 3.2 Apply time management strategies to work duties. 3.3 Observe appropriate dress and behaviour as required by the workplace, job role or customer contact.

2 BSBINM201A Process and maintain workplace information. 1. Collect information. 2. Process workplace information. 3. Maintain information systems. Additional Requirements (if applicable) 1.1 Collect information in a timely manner and ensure that it is relevant to organisational needs. 1.2 Use business equipment/technology available in the work area to effectively obtain information. 1.3 Apply organisational requirements relating to security and confidentiality in handling information. 2.1 Use business equipment/technology to process information in accordance with 2.2 Process information in accordance with defined timeframes, guidelines and procedures. 2.3 Update, modify and file information in accordance with organisational 2.4 Collate and despatch information in accordance with specified timeframes and 3.1 Maintain information and filing systems in accordance with organisational 3.2 Identify, remove and/or relocate inactive or dead files in accordance with 3.3 Establish and assemble new files in accordance with organisational 3.4 Update reference and index systems in accordance with organisational Assessment Task Description 1. Write a detailed description of The Perfect Employee and The Perfect Employer. In your description include the rights and responsibilities of both the employee and the employer in the workplace. 2. Describe a possible career path that you might take using your Business Services Certificate II. Describe the skills needed, where you will find information about the career, the people who could help you, the jobs you might have in your career and the types of industries and organizations you might work for. 3. Find and print a job advertisement that you may like to apply for. 4. Create a resume including any work experience or work placement you have done, qualifications achieved, skills developed and referees. 5. Produce a Cover Letter in response to the advertisement. 6. Complete the Process and Maintain Workplace Information assignment. ASSESSOR FEEDBACK: Assessor Comment.... Signature...Date:... STUDENT FEEDBACK Student name:... I agree / do not agree with this assessment (circle correct response) Signature.... Date:...

3 BSBINM201A PROCESS AND MAINTAIN WORKPLACE INFORMATION ASSIGNMENT Using research and information from your work placement complete the following questions and activities. PART A 1. Explain the reasons for security and confidentiality procedures. 2. Give some examples of files that may be confidential. 3. Explain the difference between inactive and dead files. 4. Explain the importance of updating filing records. 5. Index the following names, according to the rules of alphabetical indexing: Roberta De Castro, Double Decker Tours, Decent Deals Auction Rooms, Dr Lila Debski, Deep River Hotel, Dustin Hatbin Cleaning Supplies, 123 Data Analysis, The Daily Times, District Water Board, Ms Fleur D Argent, David Street Dental Surgery.

4 PART B Using your knowledge, the following case study and information from your work placement complete the following activities to show that you understand and can clearly explain a records management system. Case Study Maria is an administrative assistant in the Human Resources (HR) department of Harvey Norman, a large retail company. The company s filing system is decentralized and all the HR files are kept in filing cabinets in the HR department. The filing system in the department includes records about the company s employees, company information, positions, training and reporting information. Harvey Norman Filing Records about the company s employees Company information Each employee has a paper-based file as well as an electronic record in the employee data base. These records are secured and confidential. A password is required to get into the employee database and a key is required to open the filing cabinet. If Maria needs to access these records, she needs permission from her supervisor, Tony. The paper-based files are arranged alphabetically. Each employee s file includes personal details such as: contact details, medical requirements, a copy of the employee s resume, copies of personal documents such as qualifications and applications for leave. The electronic records for each employee also include the hours they have worked and the amount of leave owing to them. This section is in the paper-based filing system. Information is classified into subjects and files are arranged alphabetically. Files include: annual reports brochures organizational structure company locations (that is, information about the different sections of the company) Positions Files in this section are created and stored in the electronic filing system. Copies are also kept in the paper-based files. The paper-based and electronic files are cross-referenced. There is a separate file for each vacant position. Files include: Positions vacant: position descriptions for jobs that have just been created, or to replace somebody who has left. Positions filled: position descriptions for jobs in which people are working at the moment. Positions redundant: old position descriptions for jobs that the company does not need to do any more. These files are archived on the computer after they are one year old. Paper-based files are taken to secondary storage in the basement. Applications received: applications received in response to vacant positions being advertised. Applications unsuccessful: applications from people who were not selected for the job being advertised. These files are destroyed six months after the position has been filled.

5 Training This section is in the paper-based filing system. Files are arranged by subject and include: Reporting information Training: past courses records of past training courses run by the company. Training: current courses files for current training courses run by the company. Files within this section include: - communication skills - computing - customer service - leadership - management Training: future courses files on planning for future courses to be run by the company. Training: external information about training programs run by other agencies. Training: forms application forms for training. This section is in the paper-based filing system. Information is classified into subjects and files are arranged alphabetically. They include: Tax information on tax rates, group certificates, reporting Salary information: salary scales, policies about salary levels, decisions about changes to salary levels. Forms: leave application forms, training forms and job application forms. Complete the following tasks. 1. Refer to the information in the case study and decide what Maria should do in the following situations : (a) (b) (c) (d) (e) An employee who has just left the company phones and asks Maria if he can get a certificate stating how long he worked with the company. Maria can use a template on the computer to create the certificate. The manager of the HR department can sign the certificate. What else should Maria do? Somebody phones wanting a position description for a job advertisement in the weekend paper. The person also wants some information about the company. Maria s supervisor asks Maria to find him the latest information on salary scales so he can use them in a position description he is writing. A company employee asks Maria to fax him some information about the company s leadership course and a training application form. Maria has the following documents to file. List the steps Maria should go through to file the documents. For each document, list where Maria should file it. - a training brochure from Hewlett Packard Computer Training - an employees leave application form that has been processed, approved and released for filing - a discussion paper on the restructure of the company s Melbourne branch - thirteen unsuccessful job applications for a personal assistants position within the company, which her supervisor has released for filing 2. Why wouldn t Maria have access to the employees files? What could happen if everybody had access to these files? 3. Give an example of some dead files in Harvey Norman s filing system.

6 Student Names BUSINESS SERVICES BSB20107 Certificate II Employers Checklist Date of Assessment: Assessor Name : Assessment Task Business Name : *The assessor is to indicate Y or N in the column next to each skill demonstrated in the student s work. Units of Competency BSBIND201A Work effectively in a business environment BSBINM201A Process and maintain workplace information Individual student feedback to be noted on assessment task During the work tasks, did the candidate? Comply with relevant duty of care, legal responsibilities and organisational goals and objectives. Identify roles and responsibilities of colleagues and immediate supervisors. Follow OHS guidelines and safe work practices Use business equipment/technology available in the work area to effectively obtain information. Update, modify and file information in accordance with Identify, remove and/or relocate inactive or dead files in accordance with Display courteous and helpful manners at all times. Complete allocated tasks as required. Seek assistance when difficulties arise. Use questioning techniques to clarify instructions or responsibilities. Identify and display a non discriminatory attitude in all contacts with staff, management or clients. Apply time management strategies to work duties. Observe appropriate dress and behaviour as required by the workplace, job role or customer contact. The candidate s overall performance was satisfactory.

7 Student Names BUSINESS SERVICES BSB20107 Certificate II Checklist of Written Assignments Date of Assessment: Assessor Name Assessment Task Units of Competency BSBIND201A Work effectively in a business environment BSBINM201A Process and maintain workplace information *The assessor is to indicate Y or N in the column next to each skill demonstrated in the student s work. Individual student feedback to be noted on assessment task The contents of the written task provided satisfactory evidence of: Rights of Employees included and explained Rights of Employers included and explained Career Identified and suitable skills and career path explained Job advertisement is relevant and included Resume provides appropriate information under relevant sub-headings Appropriate industry terminology used throughout Resume and Cover letter is written in the correct format and is tailored to the job advertisement Cover letter is formally written and has correct spelling & punctuation Workplace Checklist Log included and completed accurately Employers Report included and satisfactory Apply organisational requirements relating to security and confidentiality in handling information. Process information in accordance with defined timeframes, guidelines and procedures. Update, modify and file information in accordance with Maintain information and filing systems in accordance with Identify, remove and/or relocate inactive or dead files in accordance with Update reference and index systems in accordance with The candidate s overall performance was satisfactory.