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Elements and Performance Criteria

1. Record file-related critical dates and times
2. Make and record appointments on behalf of designated person
3. Assist designated person/s to prepare for critical dates
4. Follow up outcomes of meetings or other activities

Required Skills

This Unit covers assisting others for example Partner Solicitor Fee Earner Human Resources Manager External Client to organise a legal schedule This involves arranging appointments and other activities based upon court dates and required legislative timelines

This unit can be assessed alone or in combination with other units making up a job role

Element of Competency	Performance Criteria
Record filerelated critical dates and times	File related deadlines are identified File related deadlines are recorded according to a firms policies and procedures
Make and record appointments on behalf of designated person	Priorities of designated persons are established and clarified in discussion Timelines for achievement of priorities are agreed and documentedrecorded Appointments are arranged andor rearranged to a time or date which is more convenient for parties involved
Assist designated persons to prepare for critical dates	Records are checked daily for upcoming appointments and commitments Designated persons are reminded of critical file dates Information meeting legislative requirements is prepared and distributed to the designated persons prior to critical dates Timelines are monitored regularly in consultation with designated person
Follow up outcomes of meetings or other activities	Appropriate follow up actions and activities are planned and organised in conjunction with designated person and relevant parties File notes are updated according to a firms policies and procedures

Evidence Required

Critical aspects	an understanding of the responsibility involved in making arrangements for others is demonstrated diary entries are accurately transferred to duplicate if necessary interaction with other parties when making confirming and changing appointments is courteous and efficient appropriate information is given to clients nondisclosable information is not communicated and where any doubt exists as to the informations status it is not disclosed problems such as double bookings or nonattendances are solved promptly and satisfactorily using standard procedures all relevant details of appointments and file deadlines are diarised accurately and legibly activities actions and outcomes are documented and time is recorded filematter number is attached to all relevant documentation and filed appropriately legal consequences of not meeting critical timelines are understood eg failing to give appropriate notice of impending trial records are kept uptodate legible accurate and accessible according to a firms policies and procedures diary records are checked regularly to ensure follow up occurs as required consideration is given to failure of diary system and need to check files eg backup system is understood and firms policies and procedures are followed all work is conducted within accepted codes of conduct including those relating to maintaining confidentiality use of company property duty of care ethical behaviours privacy nondiscriminatory practice conflict of interests and compliance with reasonable direction
Resource implications	The assessor must have access to appropriate documentation and resources normally found in the work environment and required to allow the job or task to be properly performed These may include appropriate legislation and regulations workplace manuals and reference materials such as company policy procedural manuals and checklists sample legal diaries hardcopy and electronic appropriate technology such as computers with relevant software
Consistency in performance	This unit of competency will require evidence to be collected across a range of events eg dealing with different organisational requirements and over a period of time to ensure that situational variables are consistently achieved
Context of assessment	Evidence of competency can be met in different situations including on the job assessment off the job assessment placement in an enterprise participation in a New Apprenticeship traineeship arrangement use of a Practice Firm or simulated work environment flexible delivery methods used by training providers to cater for distance education students Recognition of Prior Learning Recognition of Current Competencies in skill areas where there has been no significant change to work practice in recent times Evidence gathering methods may include workplace performance roleplay simulation projectsassignments third party reports
Underpinning knowledge and skills	Knowledge a firms relevant software packages a firms administrative systems a firms policies and procedures for recording and informing designated persons of critical file dates file relevant to the matter roles and responsibilities of those involved in the matter contingency management authorised signing parties security confidentiality Skills literacy follows a firms legal procedures sequences writing with attention to organising principles of date time importance or file code according to organisations requirements numeracy orders and compares sets of dates using simple everyday data adheres to deadlines accurate record keeping communication listens to clear sequenced instructions questions to clarify information discusses and confirms requirements and priorities of others listens to and notes individual preferences regarding arrangements for group activity clarifies defined purposes and objectives to be achieved by working with others problem solving negotiates task distribution with other members of the group selects most efficient and appropriate times for appointments etc technology organisational plans and prioritises own and others activities and time

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