• PSPGOV606A - Prepare high-level_sensitive written materials

PSPGOV606A
Prepare high-level_sensitive written materials

This unit covers high-level written communication including the preparation of complex, sensitive materials. It includes preparing for high-level written communication, critically analysing other positions and preparing persuasive written communication.In practice, preparing high-level/sensitive written materials may overlap with other generalist or specialist public sector work activities such as acting ethically, complying with legislation, applying government systems, managing change, managing diversity, etc. This is one of 5 units of competency in the Working in Government Competency Field that deal with written communication. Related units are:PSPGOV208A Write routine workplace materials PSPGOV313A Compose workplace documentsPSPGOV413A Compose complex workplace documents PSPGOV513A Refine complex workplace documentsNo licensing, legislative, regulatory or certification requirements apply to this unit at the time of publication

Application

Not applicable.


Prerequisites

Not applicable.


Elements and Performance Criteria

ELEMENT

PERFORMANCE CRITERIA

1. Prepare for high-level written communication

1.1 Communication objectives are clarified, stakeholders are identified and political or other sensitivities are determined.

1.2 Research is undertaken to anticipate the likely attitudes of and positions of stakeholders on the matter/s under consideration.

1.3 Subject matter is researched/organised, key messages to be conveyed are distilled and tactics are planned to utilise written materials to maximise outcomes for the organisation in accordance with legislation, policy and guidelines.

2. Critically analyse other positions

2.1 Other positions are considered critically to evaluate complex levels of meaning in written communication and to identify impartiality, bias or unsupported argument.

2.2 Written materials are examined for subtext, significant inclusions and exclusions, socio-cultural values, attitudes and assumptions.

2.3 Complex concepts and ideas are explored to clarify understanding, and justify, or challenge interpretations based on underlying assumptions, beliefs and values.

2.4 Evidence is compared and contrasted and sources referred to are evaluated for reliability and authenticity.

2.5 Evidence is used to test other positions and draw conclusions about their validity and strengths.

3. Prepare persuasive written communication

3.1 Communication approach is chosen and used to positively influence and remove barriers to understanding for the given audience.

3.2 Risk assessment is undertaken and risk management is implemented in relation to document preparation and content.

3.3 Input information/documents provided by others are analysed for fit with the chosen approach and to ensure consistency of values, attitudes and opinions.

3.4 Information is synthesised and complex documents are prepared in accordance with organisational requirements, legislation, policy and procedures.

3.5 Feedback from others is obtained on the documents' effectiveness for the purpose intended, outcomes are assessed and lessons learnt are articulated and used to underpin future writing.

3.6 Feedback is provided to contributors of information/documents to improve future input in a manner that provides learning opportunities for the contributors.

Required Skills

This section describes the essential skills and knowledge and their level, required for this unit.

Skill requirements

Look for evidence that confirms skills in:

reading and writing at a level to cope with a range of complex and sensitive workplace materials

critically analysing and synthesising information to compose complex written documents

researching other pertinent information, such as supporting/opposing position papers

refining content, structure and sequence according to the required purpose of written material

analysing and using language structures and features that influence the interpretation of written communication

using spelling, punctuation and grammar for workplace documents at an experienced level

providing feedback on other people's work in ways suited to the diversity of the workplace, including creation of learning opportunities to improve research/document input

cross-cultural communication requirements

implementing ergonomic requirements for office work

complying with environmental policies such as those relating to paper use/wastage/recycling

Knowledge requirements

Look for evidence that confirms knowledge and understanding of:

legislation, regulations, policies, procedures and guidelines relating to written communication in the public sector such as privacy, freedom of information, information security, confidentiality, copyright, intellectual property

critical analysis of complex information in a government context

politically and culturally sensitive documents

organisational requirements for complex written documents

government style manual requirements

persuasive written language devices and their ethical use for calculated effect

the ways in which socio-cultural factors, language features and structures combine to influence the interpretation of written information

equal employment opportunity, equity and diversity principles

public sector legislation such as occupational health and safety and environment in the context of preparing complex/sensitive written materials

Evidence Required

The Evidence Guide specifies the evidence required to demonstrate achievement in the unit of competency as a whole. It must be read in conjunction with the Unit descriptor, Performance Criteria, the Range Statement and the Assessment Guidelines for the Public Sector Training Package.

Units to be assessed together

Pre-requisite units that must be achieved prior to this unit:Nil

Co-requisite units that must be assessed with this unit:Nil

Co-assessed units that may be assessed with this unit to increase the efficiency and realism of the assessment process include, but are not limited to:

PSPETHC601B Maintain and enhance confidence in public service

PSPGOV601B Apply government systems

PSPGOV605A Persuade and influence opinion

PSPMNGT605B Manage diversity

PSPMNGT608B Manage risk

PSPMNGT609B Formulate business strategies

PSPLEGN601B Manage compliance with legislation in the public sector

PSPOHS602A Manage workplace safety

Overview of evidence requirements

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of Employability Skills as they relate to this unit

preparation of high-level/sensitive written materials in a range of (3 or more) contexts (or occasions, over time)

Resources required to carry out assessment

These resources include:

legislation, policy, procedures and protocols relating to written communication in the public sector

examples of complex workplace documents

government style guide

organisational writing guides

case studies and workplace scenarios to capture the range of situations likely to be encountered when preparing high-level/sensitive written materials

Where and how to assess evidence

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when preparing high-level/sensitive written materials, including coping with difficulties, irregularities and breakdowns in routine

preparation of high-level/sensitive written materials in a range of (3 or more) contexts (or occasions, over time).

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations.

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of 2 or more of:

portfolios

projects

questioning

scenarios

authenticated evidence from the workplace and/or training courses

For consistency of assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments


Range Statement

The Range Statement provides information about the context in which the unit of competency is carried out. The variables cater for differences between States and Territories and the Commonwealth, and between organisations and workplaces. They allow for different work requirements, work practices and knowledge. The Range Statement also provides a focus for assessment. It relates to the unit as a whole. Text in bold italics in the Performance Criteria is explained here.

Communication objectives may include:

influencing opinion

share information

brief Minister

reach consensus

shape opinion

influence policy

represent the organisation's position

represent the business unit's position

build reputation (of self and organisation)

market services

obtain funding

Stakeholders may include:

all those individuals and groups both inside and outside the government that have some direct interest in government conduct, actions, products and services, such as:

employees at all levels of the public sector

government

Ministers

clients

the public

other public sector organisations

other jurisdictions

union and association representatives

boards of management

international governments

international bodies

community groups

non-government organisations

special interest groups

key individuals of influence

Organisation of subject matter may include:

identifying features, advantages and benefits and aligning evidence/examples

anticipating likely disagreements and structuring material to address these

Legislation, policy and guidelines may include:

State/Territory and Commonwealth legislation, regulations, policies, guidelines and standards relating to high-level written communication in the public sector, such as:

ethics and accountability guidelines/codes of practice

information security standards

principles of equal employment opportunity, equity and diversity

confidentiality

freedom of information

privacy

intellectual property

fraud standards

copyright

risk management

Communication approach may include:

consideration of wider organisational/public sector issues

consideration of political sensitivities

language calculated to appeal emotionally to a particular audience, such as authoritative, serious, informal, informative

cultural, ethnic, diversity or equity considerations

working within government processes and operational frameworks

consultative

collaborative

assertive

reasonable

Complex documents may include:

Cabinet submissions

briefing papers

speeches

media briefs

position papers

discussion papers

business cases

reports

public policy strategies

justification for policy development

policy guidance

Organisational requirements may include:

use of plain English

style formats

acknowledgements

particular terminology to be used/not used:

acronyms

technical terms

bureaucratic language

abbreviations

requirements for minimising jargon in written materials

requirements for written material to take account of cultural, ethnic, religious or language differences, disabilities, etiquette

guidelines for illustrative items

standards for references, acknowledgements, citations, footnotes, endnotes

use of particular communication channels

private or confidential materials

embargoed material

politically sensitive materials

security standards for government information


Sectors

Not applicable.


Competency Field

Working in Government.


Employability Skills

This unit contains employability skills.


Licensing Information

Not applicable.