This unit applies to individuals employed in a range of work environments who produce notes and texts from oral or printed sources using shorthand techniques. They may work as individuals providing administrative support within an enterprise, or they may be responsible for the production of their own notes and other documentation.

ELEMENT

PERFORMANCE CRITERIA

1. Take dictation using shorthand

1.1. Prior to commencing the task, identify organisational and task requirements relating to style, presentation and storage of documents

1.2. Clarify purpose and requirements of text with the author/speaker

1.3. Record shorthand notes from a dictation source at a minimum speed of 60 words per minute

1.4. Clarify meaning and spelling of unusual names or terms to ensure accuracy of the notes

1.5. Self-check shorthand notes for accuracy

2. Transcribe shorthand notes

2.1. Produce text from shorthand notes to at least 98% accuracy

2.2. Produce text within designated time lines

3. Edit and revise text

3.1. Self-check final text for accuracy, spelling, grammar, punctuation and formatting

3.2. Revise, format, print, name and store text in accordance with organisational and task requirements

Required skills

communication skills to to predict words from context, and to interpret intonation and stress

literacy skills to:

read and understand organisational procedures

produce a range of documents

proofread and edit work for accuracy against original

memory retention skills to accurately capture information

problem-solving skills to address inconsistencies or errors in text.

Required knowledge

formatting styles and their effect on formatting, readability and appearance of documents

key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:

anti-discrimination legislation

ethical principles

codes of practice

privacy laws

occupational health and safety

organisational requirements for ergonomics, work periods and breaks, and conservation techniques

organisational style guide

shorthand symbols.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

producing accurate documents from notes that meet the requirements of the author/speaker

accurate transcription of data.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to office equipment and resources

access to shorthand manuals

access to English and shorthand dictionaries

access to examples of audio sources for transcription and note taking.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

review of authenticated documents from the workplace or training environment

demonstration of techniques in a workplace or simulated environment.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

BSBADM302B Produce texts from notes

BSBWRT301A Write simple documents

other general administration units.

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, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Purpose may include:

agenda

formal or informal letters

memo

report

Requirements may include:

verbatim motions plus meeting summary i.e. minutes

verbatim record of dictation

verbatim record of meeting

Dictation source may include:

in person

teleconference

telephone

videoconference

Self-checking notes for accuracy may include:

checking correlation between source and notes

clarifying names, addresses and specific spelling with information on file

correct grammar

correct spelling

correct use of technical vocabulary

inserting paragraphs

inserting punctuation

intended meaning

reading over shorthand notes for meaning

Required degree of speed and accuracy may include:

AS 2907:2001 Shorthand speed tests

60 words per minute at 98% accuracy

Designated time lines may include:

organisational time line e.g. minutes of meeting/agenda

AS 2907:2001 Shorthand speed tests

time line agreed with supervisor/person requiring text

Unit sector

Administration - General Administration

This unit contains employability skills.