Assessor Resource

DEFCM306A
Administer personnel

Assessment tool

Version 1.0
Issue Date: April 2024


The application of this unit in the workplace includes supervising a designated team of personnel in their administration and compliance with organisational administrative policy and procedures. It includes aspects of supervising personnel readiness for work, welfare, entitlements, discipline and competency.

This competency is applicable to those personnel leading and managing others in an operational environment where the normal access to a personnel administrative support network is not available.

This unit covers the competency required to administer personnel.

This unit of competency is applicable to supervisors within public safety organisations or organisations that have a responsibility to manage personnel administration.

Supervisors may be at the middle to senior line-management level or junior management level. The number of personnel being administered will vary greatly but will usually be 10-30 personnel.

The administrative support of personnel is necessary with organisations that are required to maintain a high state of personnel readiness. Examples of these are Defence, Emergency Services and Fire agencies.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Prerequisites

Not applicable.

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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

Assessment must confirm the ability to:

display a detailed knowledge and understanding of personnel under their direction

relate personnel circumstances and information to organisational administrative policy

transact a range of administrative actions as identified in the Range Statement

Consistency in performance

Competency should be demonstrated over time to ensure the candidate is assessed across a variety of situations within the workplace.

Context of and specific resources for assessment

Context of assessment

Competency should be assessed in the intended workplace or in an environment which accurately reflects the nature and tempo of the workplace.

Specific resources for assessment

Access is required to:

actual or simulated workplace

relevant organisational policies and procedures

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

This describes the essential skills and knowledge and their level, required for this unit.

Required Skills

access and compile complex organisational forms and applications

accurately analyse and validate information

allocate tasks and delegate others to take on responsibility

apply a broad range of problem-solving strategies to work outcomes

clearly articulate administrative advice

communicate detailed and technical administrative information to an individual

conduct interviews to obtain detailed personal information

consistently evaluate and monitor own performance

empathise with others and respect other's beliefs

interpret policy and procedures

make decisive, informed decision that balance the needs of individuals with organisational requirements

manage a range of complex administrative problems while performing own core function within the organisation

manage own tasks within timeframes

monitor own behaviour and administration to set example to others

record in writing detailed personal information

utilise technology to accomplish administrative duties

Required Knowledge

counselling techniques

organisational disciplinary standards and laws

organisational information systems

organisational personnel entitlements

organisational readiness requirement specific to individual service

organisational support

organisational welfare infrastructure, policy and procedures

organisational writing standards

personnel support agencies

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.

Personnel information may include:

Date of birth

Date of enlistment

Employment and trade details

Marital status

Name

Pay group

Place of birth

Posting history/preferences

Organisational identification data

Rank/date of last promotion

Religious preferences

Social or personal issues

Readiness obligations may include:

Employment proficiency

Competency

Dental fitness

Individual availability

Individual equipment proficiency

Medical fitness

Periodic training and assessment

Physical fitness

Weapons proficiency

Readiness records may include:

Competency log book

Information systems database

Medical fitness report

Personnel file

Physical fitness test results

Records of attainment and qualifications

Skills maintenance log books

Weapons proficiency record

Opportunities to maintain personnel readiness may include:

Dental appointments and assessment

Employment, training and assessment

Equipment proficiency training and assessment

Medical appointments and assessment

Physical training and assessment

Organisational policies and procedures may include:

Instructions

Operating manuals

Orders

Organisational instruction

Relevant Australian Standards

Relevant Commonwealth Acts

Standard Operating Procedures

Designated authority may include:

Chief Executive Officer

Commanding Officers

Group Manager

Manager

Officer Commanding

Officer In Charge

Team Leader

Administrative actions may include:

Administrative warning

Notice to show cause

Pay adjustment

Entitlement application forms may include:

Applications for:

housing

leave

recognition of relationships

subsidy / allowances

access to training / education

access to welfare services

Welfare requirements may include:

Family health and wellbeing

Finance

Personal wellbeing

Social

Spiritual

Welfare support services may include:

Chain of command/management

Chaplaincy or philanthropic agencies

Community liaison agencies

Housing authorities

Human resource of personnel administration agencies

Psychological support agencies

Welfare related documentation may include:

Next of kin records

Organisational housing applications

Recall records

Record of personal finances

Will

Religious preference may include:

Atheist

Baha'is

Buddhists

Chinese Universalist

Christians

Hindus

Jews

Muslims

New Age Variants

Non-religious agnostics

Sikhs

Shintoists

Taoists

Zoroastrians

Religious events may include:

Christmas

Easter

Eucharist

Mass

Sermon

Personnel entitlements may include:

Allowances

Dental care

Health care

Housing

Legal support

Retirement benefits

Subsidies

Discipline administrative actions may include:

Charge

Counselling

Infringement

Warning

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Detailed knowledge of personnel information is obtained to enable an appreciation of individual circumstances. 
Information about readiness requirements is accessed from organisational information systems and is continually monitored to ensure current knowledge of the state of personnel readiness is known. 
Personnel are informed of their readiness obligations to the organisation to enable them to comply with these through self-management. 
Readiness records and documentation are gathered and reviewed to determine personnel progress with readiness maintenance requirements. 
Opportunities to maintain personnel readiness are planned and implemented in accordance with organisational policies and procedures. 
Technical advice on readiness policy and procedure is sought to enable administrative actions in accordance with organisational policies and procedures. 
Information on personnel readiness is reported to designated authorities including specific information on and strategies planned to address personnel who are ‘not ready’. 
Administrative actions for personnel identified as permanently ‘not ready’ are implemented in accordance with organisational policies and procedures. 
Personnel entitled to readiness waivers by designated authorities are identified and waiver documentation is compiled and submitted for consideration in accordance with organisational policies and procedures. 
Information systems are utilised to obtain and review organisational policies and procedures relevant to personnel entitlements. 
Personnel information is used to identify entitlements against personnel individual circumstances. 
Entitlement application forms to be completed by personnel are accessed and general instructions and guidance are provided to personnel. 
Progress of entitlement applications is monitored to ensure timely and efficient handling by the administrative stream of the organisation. 
Personnel are informed of welfare requirements specific to their employment and the organisation, and of welfare support services available to them. 
Welfare related documentation is maintained to enable appropriate administrative support of personnel welfare and to comply with organisational policies and procedures. 
Religious preferences are respected and where suitable to organisational requirements, opportunities to participate in religious events are facilitated. 
Standards of organisational discipline are communicated to personnel in order to promote appropriate behaviour and conduct in accordance with organisational policies and procedures. 
Behaviour in contradiction of organisational disciplinary standards is recognised and responded to in accordance with organisational policies and procedures. 
Organisational discipline administrative actions are taken in response to significant breaches of organisational policies and procedures or disciplinary standards. 
Counselling is undertaken to improve behaviour of personnel and compliance with disciplinary standards in accordance with organisational policies and procedures. 
Own behaviour is monitored in order to ensure conduct is in accordance with organisational policies and procedures or disciplinary standards. 

Forms

Assessment Cover Sheet

DEFCM306A - Administer personnel
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

DEFCM306A - Administer personnel

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: