This unit applies to individuals employed in a range of work environments who are responsible for the organisation of business travel. They may work as individuals providing administrative support within an enterprise, or have responsibility for these tasks in relation to their own workgroup or role.

ELEMENT

PERFORMANCE CRITERIA

1. Organise business itinerary for domestic and overseas travel

1.1. Confirm purpose and requirements of domestic and overseas travel including planned itinerary, budget, meeting requirements and traveller preferences

1.2. Identify points of contact and names of contact persons, and make and confirm arrangements for meetings in accordance with planned itinerary

1.3. Prepare daily itineraries with appointments, arrival and departure times, accommodation and other itinerary details in accordance with travel purpose

1.4. Source, prepare and provide documents and support material for meetings within designated time lines

1.5. Prepare itinerary in accordance with meeting requirements and traveller's occupational health and safety (OHS) requirements

1.6. Provide itinerary and meeting documents to the traveller within designated time lines

2. Make travel arrangements

2.1. Make bookings in accordance with organisational policies and procedures for business travel

2.2. Identify and arrange travel documents in accordance with itinerary and individual requirements

2.3. Confirm and check travel arrangements and despatch confirmation documents to the traveller within designated time lines

2.4. Negotiate and confirm alternative arrangements in response to changed requirements

2.5. Record travel details and itinerary in accordance with organisational requirements

2.6. Negotiate and confirm communication arrangements in accordance with organisational requirements

3. Arrange credit facilities

3.1. Check and confirm methods of payment

3.2. Make credit arrangements in accordance with organisational policy and procedures

Required skills

communication skills to organise and confirm travel arrangements with relevant parties

literacy skills to read a variety of texts and to write clear and detailed instructions in a logical sequence

planning and organising skills to allow sufficient time to prepare business and travel documentation and to schedule trip according to requirements

problem-solving skills to select and obtain the most effective travel itinerary

research skills to locate specific information such as appropriate transport, meeting venues, accommodation, contacts

technology skills to access online travel and booking resources.

Required knowledge

booking procedures

communication techniques to relate to people from diverse backgrounds and people with diverse abilities

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

OHS

organisational policies and procedures regarding travel, internet sites and other online resources

sources of relevant documents and support material.

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:

organising business-related travel for others, including scheduling and developing itineraries and travel-related documents

efficiently booking and organising travel within budgets and time constraints to meet traveller and organisation needs.

Context of and specific resources for assessment

Assessment must ensure:

access to:

office equipment including telecommunications equipment

travel-related reference material, such as accommodation and transport suppliers

appointment books, scheduling software, diaries and other recording and scheduling systems

preferred suppliers, contact details, websites

maps.

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.

Guidance information for assessment

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

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 and requirements may include considering:

available accommodation

budget

class of accommodation

class of travel

connections and transfers

mode of travel

time differences

time management

transport timetables

Other itinerary details may include:

arrangements for meals

contact names and numbers of all personnel involved

required documentation for each appointment

suggested leisure activities

transport arrangements

local money details and accessibility of banks and automatic teller machines (ATMs) where applicable

Material for meetings may include:

business proposals

catalogues

contracts

electronic presentations

information technology (e.g. laptop, computer software)

meeting papers

office supplies

overhead transparencies

presentation kits

prior work completed for the client

product prototypes or samples

product samples

promotional brochures

reports

telecommunications equipment (e.g. mobile phone, teleconferencing equipment)

tenders

Traveller's occupational health and safety (OHS) requirements may include:

leisure time

limit on total amount of travel per day

limit on total appointments in any one day

lunch breaks

rest periods

time between appointments

time for connections and transfers

travelling time to reach venues

Bookings may include:

online

telephone

travel agent

Travel documents may include:

accommodation confirmation email, facsimile or letter

business schedule and contact details

electronic or printed airline itinerary

e-ticket and/or paper ticket

health or medical-related documentation

insurance details and contacts

list of contacts including overseas if applicable

maps

meeting agenda and other documents

passport

timetable/s

travel itinerary

travel vouchers and accommodation guides

visa/s

Recording travel details may include:

individual travel file for each key aspect of the trip

making electronic copies of critical travel documents such as passport details page, airline tickets, itinerary

separate file for each business trip

using a diary

using a prepared checklist

using the organisation's standard checklist

Communication arrangements may include:

email and facsimile access

mobile access

points of contact

Methods of payment may include:

accounts established with the organisation

company credit cards

purchase order

special arrangement made between the organisation and individual suppliers

providing the traveller with a cash advance

reimbursing traveller for payments made on presentation of receipts

Credit arrangements may include:

cab charges

currency

debit or credit cards

electronic funds transfer

petty cash

travellers cheques

Unit sector

Administration - General Administration

This unit contains employability skills.