Elements and Performance Criteria
- Maintain office procedures.
- Process data in response to information requests.
- Document requests for information and identify responses according to store policy.
- Identify relevant external information sources.
- Obtain access to identified sources.
- Access and extract relevant information.
- Identify and offer options and alternatives where available information does not match defined needs.
- Accurately copy or summarise extracted information.
- Compile and update appropriate records required for regulatory compliance to maintain security and confidentiality of contents.
- Compose reports and correspondence.
- Collate relevant information and edit as required.
- Use clear, concise, easily understood language when writing text.
- Use correct spelling, punctuation and grammar.
- Draft and set out correspondence and reports according to store policy.
- Produced edited report and dispatch to relevant personnel.
- Copy and securely file final report according to store policy.
- Maintain existing recording and filing systems.
- Maintain recording and filing systems according to store policy.
- Allocate new documents to designated category.
- Monitor the issue and return of documents to ensure the integrity of the system is maintained.
- Archive, remove and update documents to ensure appropriate space available for current records.
- Identify and locate required files and dispatch to nominated person or section within designated time limits.
- Monitor and record file and document movements.
- Maintain documents in good condition and in correct location.
- Separate confidential files from general files, with access available to nominated personnel only.
- Monitor security system to ensure issued files are traceable at all times.
- Maintain computer storage media.
- Maintain storage media and filing system according to store policy and procedures.
- Format digital storage media using correct procedures.
- Create back up files to ensure safety, security and confidentiality of files is maintained.
- Store back up files in the designated manner and location.
- Regularly perform virus checks on the system and back up storage media.
- Store hardware according to manufacturer instructions.
- File and store software according to organisational procedures.
- Observe Work Health and Safety (WHS) guidelines relating to screen based equipment and ergonomic work stations.
- Maintain computer filing system.
- Determine document filing requirements.
- Create a filing system that reflects the size, nature and complexity of the workplace.
- Implement security checks where necessary.
- Add file names to the filing system as required.
- Update the filing system regularly by deleting or archiving old files.
- Exit programs according to screen prompts to preserve data.