Application
This unit of competency describes the skills and knowledge required to provide support services to committees.
This unit applies to community program leaders who organise meetings for committees and sub-committees at the group and regional levels to support the operation of community groups. These individuals take responsibility for their own work and provide and communicate solutions to a range of predictable and sometimes unpredictable problems.
No occupational licensing, legislative or certification requirements are known to apply to this unit at the time of publication.
Elements and Performance Criteria
Element | Performance criteria |
Elements describe the essential outcomes. | Performance criteria describe the performance needed to demonstrate achievement of the element. |
1. Organise meetings | 1.1 Clarify purpose of meeting with the chair, secretary or coordinator 1.2 Prepare and maintain schedule of meetings in line with program, group, regional or agency requirements 1.3 Organise venue and date of meeting according to meeting schedule, group requirements and within any budget constraints 1.4 Advise participants of any changes to original meeting details 1.5 Advise all appropriate individuals of details of meetings and follow up for confirmation of attendance 1.6 Accept and record any apologies 1.7 Set up meeting room in a timely manner to suit arrangements |
2. Prepare business papers for meetings | 2.1 Prepare notice of meeting and agenda and provide details 2.2 Prepare reports for meeting 2.3 Distribute business papers to appropriate individuals following established guidelines |
3. Record and produce minutes of meeting | 3.1 Take notes of meeting activities and decisions to ensure an accurate record of meeting 3.2 Produce minutes of the meeting in required format to provide an accurate account of meeting 3.3 Check minutes for accuracy, get approval and distribute |
4. Follow up after meetings | 4.1 Prepare action lists on work following from meetings 4.2 Deal with requests for information promptly and accurately 4.3 Deal with correspondence in a timely manner |
Evidence of Performance
The candidate must be assessed on their ability to integrate and apply the performance requirements of this unit in a workplace setting. Performance must be demonstrated consistently over time and in a suitable range of contexts.
The candidate must provide evidence that they can:
organise formal meetings and advise members of details within agreed timeframes
prepare business papers and additional information for meetings
take meeting notes to meet enterprise requirements
carry out follow up actions within agreed timeframes
prepare minutes according to committee, organisational and legislative requirements
distribute meeting minutes within agreed timeframes
Evidence of Knowledge
The candidate must demonstrate knowledge of:
meeting procedures, both formal and informal
agency guidelines or instructions where applicable
relevant program and incorporation requirements for group where applicable
local facilities for meetings
local arrangements for authorising expenditure
office and related business procedures
Assessment Conditions
Assessors must satisfy current standards for RTOs.
Foundation Skills
Foundation Skills essential to performance are explicit in the performance criteria of this unit of competency
Range Statement
Sectors
Community Coordination and Facilitation (CCF)