This unit applies to individuals who assist others to organise events and programs in an international education provider context, with some supervision and guidance. They could be working in administration of education programs and projects in one or more international education sectors (schools, English language teaching organisations, vocational education and training, higher education, postgraduate education). These organisations could be onshore or offshore and public or private.

ELEMENT

PERFORMANCE CRITERIA

1. Assist in planning events and programs for international clients and other stakeholders

1.1. Participate in team meetings to plan events and programs

1.2. Clarify and record team roles, own work role and task responsibilities

1.3. Identify and record requirements for information, material and services during the planning stages

1.4. Complete planning-related tasks on time and in accordance with team and work role requirements

1.5. Implement organisational policy and procedures for facilitating at international education events and programs

1.6. Comply with relevant legislative and regulatory requirements applicable to international education events and programs

2. Assist in preparing for international education events and programs

2.1. Collate and package appropriate information according to the event or program plan

2.2. Check stocks of material for quality and sufficiency, and confirm storage and distribution details

2.3. Report identified shortfalls in material and order, in line with organisational procedures

2.4. Prepare relevant material as needed

2.5. Make arrangements with relevant clients and other stakeholders according to the requirements of the event, program and organisational procedures

2.6. Assist in identifying and arranging supply of required facilities, equipment and material for events and programs

2.7. Assist with booking and confirming domestic and international travel, accommodation and venues as required by particular event or program

3. Make information presentations in relation to international education events and programs

3.1. Prepare to deliver information presentations for specific events and programs, relevant to work role

3.2. Deliver information presentations as required and approved, in line with organisational policy and procedures

3.3. Make improvements to presentations based on feedback from relevant personnel

4. Contribute to international education events and programs

4.1. Check and arrange delivery of required material and equipment to specified client or other stakeholder destinations on time and in line with organisational policy and procedures

4.2. Facilitate meeting relevant legislative and regulatory requirements in relation to the distribution of goods and material

4.3. Monitor communication and process flow to ensure on-time despatch of requested material and resources for events and programs to specified persons and destinations

4.4. Provide assistance to event or session presenters to facilitate smooth presentations

4.5. Provide assistance and support to clients and stakeholders, as needed, during events and programs

4.6. Seek advice from relevant personnel if situations or issues arise that require departure from regular practices

5. Contribute to the continuous improvement processes for international education events and programs

5.1. Follow organisational policies and procedures for facilitating events and programs, in accordance with work role activities

5.2. Apply cross-cultural communication skills and strategies in events and programs

5.3. Perform work effectively within a team environment to assist facilitation of events and programs

5.4. Assist in determining client satisfaction regarding event and program outcomes

5.5. Use feedback from stakeholders to promote continuous improvement in own work

5.6. Provide input to organisational policy and procedures review and development regarding facilitation of events and programs

Required skills

communication skills to interact effectively in an intercultural context with clients, co-workers and other stakeholders in relation to events and programs; to make information presentations at events

initiative and enterprise skills to suggest improvements to event and planning processes

learning skills to improve own work performance and to adjust work practices to the satisfaction of the organisation

planning and organising skills to assist with event or program activities in accordance with job role

problem-solving skills to deal with changes and contingencies which may arise before or during events and programs

numeracy skills to organise supply of adequate resources for event

self-management skills to work independently on allotted event-related tasks

technology skills to use a computer and other office equipment to carry out allotted tasks in relation to event or program.

Required knowledge

communication networks, lines and strategies

coordinator and team roles for planning and facilitating events and programs

information presentation strategies

information provision and distribution strategies

internal and external clients, presenters and support people involved in managing and participating in events and programs

relevant legislative and regulatory compliance issues in relation to facilitating international education events and programs

relevant organisational policy and procedures

resource requirements for international education events and programs

stakeholders in international education events and programs

team behaviour and participation

travel and accommodation requirements for international education events and programs coordination

types, purposes and formats of international education events and programs.

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:

applying cross-cultural communication strategies in relation to international education events and programs

assisting with planning and facilitating international education events and programs

knowledge of relevant legislative and regulatory compliance issues.

Context of and specific resources for assessment

Assessment must ensure:

access to opportunities to participate in a range of practical exercises and projects

access to relevant documents.

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

evaluation of supervisor's reports

analysis of projects, case studies, completed records and reports developed by the candidate

review of documentation recording requirements for information, material and services during the planning stages

oral or written questioning to assess knowledge of travel and accommodation requirements for event and program coordination

evaluation of using feedback from stakeholders to promote continuous improvement in own work

observation of delivery of information presentations.

Guidance information for assessment

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

other educational administration units

customer service 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.

Events and programs may include:

briefings and social activities for student pre-departure

careers fairs, events and exhibitions

cultural festivals and religious celebrations such as Chinese New Year, Diwali

functions for welcoming agents and clients to the country

graduation and alumni events, dinners, award ceremonies

internal open days and information days

memorial services

multicultural days and activities

orientation sessions

overseas exhibitions and agent briefings

professional development orientation sessions, workshops, seminars, conferences

professional network events

recreational, social and educational activities

religious observances

social events connected to specific groups such as postgraduate dinners

trips and tours

various forums for disseminating information

visits to other international education provider's open days and information days

Organisational policy and procedures may include:

documented procedures for facilitating events and programs

international student-specific documented policies and procedures

Relevant legislative and regulatory requirements may include:

contracts and agreements with agents

current relevant legislation, regulations, industry codes of practice and policy (commonwealth and state/territory) relating to:

anti-discrimination including equal opportunity and equal employment opportunity, disability discrimination, racial intolerance

business compliance relevant to work roles

Education Services for Overseas Students (ESOS) Act 2000, and subsequent amendments and related legislation

contracts and agreements with agents

employment, education and training - relevant to onshore and offshore provision

environmental issues

immigration related policies and procedures for example from commonwealth government departments such as Department of Education, Science and Training (DEST), Department of Immigration and Citizenship (DIAC), Department of Health and Ageing (DOHA), Department of Foreign Affairs and Trade (DFAT )

National Code of Practice for Registration Authorities and Providers of International Education and Training

occupational health and safety (OHS)

privacy and confidentiality

quality assurance guidelines set by particular organisations e.g. cultural diversity, equity and access, critical incidents and workplace practices

Information may include:

information for students, staff, agents, presenters, support persons and other stakeholders covering:

contact lists and details of students, personnel, participants

organisational, educational, social, tourist and environmental information

program activities

programs, timetables, schedules and details for event presentations and delivery

relevant legislative, regulatory, standards information, including for OHS and security

travel information and advisories

information specific to agents and other clients:

course and campus information

educational standards and qualifications

English language requirements for prospective applicants

fees, refunds and grievance procedures

government guidelines and regulations relating to the ESOS Act

marketing and recruitment information

partner institution information

student services information

study tour schedules and agreements

travel schedules

updated agreements and renewals of contracts

information specific to conference, seminar or workshop facilitators, presenters, attendees and support personnel including:

available resources

contacts

event and program details including times, dates and venue

papers and presentation or facilitation requirements

Relevant clients and other stakeholders may include:

internal clients such as section, department or faculty staff

international students

other clients of the organisation such as parents of students, homestay providers, consular staff, overseas agents, government and private organisations, departments and agencies, other educational organisation

Presentations may include:

audio or video taped presentations

face-to-face delivery

information reports at team meetings

OHS workplace requirements

orientation information

presentation software or other presentation materials and electronic equipment

program information

Relevant personnel may include:

audience of presentation

coordinators, managers

team members

other stakeholders involved with facilitating event and program activities

Unit sector

Administration - Educational Administration

This unit contains employability skills.