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Elements and Performance Criteria

1. Prepare documentation
2. Legal invoice is despatched

Required Skills

This Unit covers the preparation and despatch of invoices for files where there is no fixed quote

Note It may be illegal for a person without a current legal practice certificate to provide legal advice to sign off on legal work and receive trust account monies The use of trust account monies is subject to legislative control Accordingly work carried out in regard to trust

account monies occurs under the instruction of a legal practitioner and is of a complex but

specified nature

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

Element of Competency	Performance Criteria
Prepare documentation	Type of invoice for preparation is determined Meeting is arranged with instructing legal practitioner to discuss costing of the file Relevant information sources are accessed Relevant costs and disbursement information is integrated and checked Incomplete costs and disbursement information is checked with instructing legal practitioner and relevant amendments are made Costs and disbursements to be invoiced are assessed according to a firms policies and procedures and legislativeregulatory requirements Any discrepanciesirregularities between information sources and costs and disbursement data are checked and rectified File is prepared for external cost consultant where appropriate Invoice is checked against file and legislative regulatory requirements for accuracy and presented to instructing legal practitioner for approval within agreed timelines
Legal invoice is despatched	Details of invoice are recorded on accounting system andor the file within agreed timelines Filematter number is attached to all relevant documentation and such documentation is filed appropriately Invoice is approved in line with the firms policies and procedures Clients file is updated to reflect despatch of invoice Invoice is despatched within designated timelines and according to a firms policies and procedures

Evidence Required

Critical aspects	the purpose and preparation of different types of invoices are understood and can be explained costs and disbursements are calculated and allocated correctly irregularities andor uncertainties are noted and corrected or referred to instructing legal practitioner for rectification if outside scope of own responsibility legislative requirements regarding account operations can be identified explained and complied with company credit policy is understood and implemented principles of accounting are applied in all account operations clients file is updated correctly agreed timelines are met financial documentation is prepared on a regular basis and forwarded to clients where appropriate nondisclosable information is not communicated and where any doubt exists as to the informations status it is not disclosed activities actions and outcomes are documented and time is recorded honesty and integrity are demonstrated in all financial dealings 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 relevant to assisting clients maintaining trust accounts and using trust account monies workplace manuals and reference materials such as company policy procedural manuals and checklists 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 invoicing 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 demonstration questioning workplace performance roleplay simulation projectsassignments written tests skills portfolio third party reports
Underpinning knowledge and skills	Knowledge a firms invoicing policies and procedures relevant legal process the costing steps in the legal process and relevant current legislation privacysecurityconfidentiality procedures legal terminology in general trust account terminology in particular and terminology relevant to the matter and area of law application of a firms policies and procedures required in the full range of tasks covered a firms accounting system accounting principles and terminology a firms administrative systems eg Accessing pro formas invoices bills despatching of documents Skills literacy follows complex legal procedures reads and interprets legal documents and financial documents follows and writes detailed instructions organised sequentially communication participates in sustained and complex oral transactions answers questions and provides information numeracy application of mathematical and accounting principles accurate financial costings and timely record keeping adheres to designated timelines proofreading checks invoice against financial procedures and regulatory requirements

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