This unit applies to individuals who provide assistance in controlling required levels of stocks and supplies in a medical administration context or work area. The person offers assistance under supervision and all work is undertaken in accordance within legislative requirements, Australian and industry standards and codes of practice, and in line with organisational policies, procedures and specific requirements.

ELEMENT

PERFORMANCE CRITERIA

1. Determine own role in stock control processes

1.1. Determine own role in stock control processes by consulting with manager or supervisor

1.2. Access documented procedures for stock control and read for understanding

1.3. Seek clarification with relevant personnel of unclear or ambiguous procedures

2. Assist in maintaining stock levels

2.1. Monitor stock levels against required levels

2.2. Order stock in a timely manner or in accordance with ordering cycles, to ensure continuity of supplies

2.3. Identify potential shortfalls in stock levels and take action to ensure stock is replenished in a timely manner

2.4. Check orders against enterprise documentation and take appropriate actions where any shortfall is identified

2.5. Complete and store documentation for maintenance of stock levels

3. Store stock

3.1. Unpack stock and check against order for condition and currency

3.2. Identify damaged or missing stock and take action to replace it

3.3. Store stock according to established storage systems

3.4. Identify and store stock requiring specialised storage

3.5. Rotate stock to minimise stock reaching expiry or use-by-date

4. Assist in stocktaking

4.1. Provide assistance in stocktaking to identify, count, move and locate items

4.2. Complete and store stocktaking documentation

4.3. Assist with other stocktaking actions as directed

5. Assist in disposal of out of date stock and recalls

5.1. Dispose of stock marked for disposal according to legislation and other industry specific or manufacturer requirements and under direction of supervisor

5.2. Complete and store required documentation of disposal of out-of-date stock

Required skills

numerical skills to assess stock levels and assess deliveries for completion

problem solving skills to analyse storage and disposal requirements of stock.

Required knowledge

occupational health and safety (OHS), for example:

safe handling of specific dangerous goods (as relevant for enterprise)

manual handling

relevant legislation from all levels of government that affects business operations, codes of practice and national standards, such as:

anti-discrimination legislation

ethical principles

privacy law

Freedom of Information Act

safe disposal of out-of-date stock

recording of stock usage of prescribed substances and dangerous goods, where relevant

enterprise policies and procedures for stock control including record keeping requirements for:

stock levels

stocktaking

disposal of out-of-date stock.

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:

documenting three activities relating to maintenance and ordering of stock and supplies, which may include:

stocktaking reports

communicating with suppliers to address shortfalls in orders

stock rotation

disposal of out-of-date stock

knowledge of relevant legislation from all levels of government.

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 workplace records and processes for stock control

access to security arrangements for stock and supplies.

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 stock orders

analysis of responses to case studies and scenarios

demonstration of techniques

observation of presentations

oral or written questioning to assess knowledge of relevant legislation

observation of performance in role plays

assessment of stored stock and store stocktaking documentation.

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 or medical services 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.

Stock control processes may include:

cycles for stocktaking and stock rotation

levels of stock and supplies to be held on premises

security arrangements for stock and supplies

specialised storage conditions for stock and supplies

Actions may include:

contacting the supplier

reporting to supervisor to take action

Specialised storage may include:

refrigeration or keeping in a cool environment

security and special handling for dangerous goods

transferring to specialised containers for storage

Unit sector

Administration - Medical Services Administration

This unit contains employability skills.