This unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation.
It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Elements and Performance Criteria
Elements describe the essential outcomes.
Performance criteria describe the performance needed to demonstrate achievement of the element.
1 Make meeting arrangements
1.1 Identify the type of meeting being organised and its purpose
1.2 Identify and comply with any legal or ethical requirements
1.3 Identify requirements of the meeting and its participants
1.4 Make meeting arrangements in accordance with meeting and participants requirements
1.5 Advise participants of meeting details
2 Prepare and distribute documentation for meetings
2.1 Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements
2.2 Check documentation for accuracy and correct any errors
2.3 Distribute documentation to participants within designated timelines
2.4 Prepare spare sets of documents
3 Record and produce minutes of meeting
3.1 Take notes with the required speed and accuracy to ensure an accurate record of the meeting
3.2 Produce minutes that reflect a true and accurate account of the meeting
3.3 Check minutes for accuracy and submit for approval by the nominated person
3.4 Dispatch copies of minutes within designated timelines
This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.
1.2,1.4, 2.1, 2.2, 3.3
Identifies and interprets information from instructions, organisational policies and procedures, or legislation
Compares final output with original notes to check accuracy
1.4, 1.5, 2.1, 2.2, 3.1, 3.2
Prepares complex texts from notes using appropriate structure, accurate spelling, grammar and punctuation
Records notes of meeting proceedings according to organisational requirements
Edits and corrects own work to ensure accuracy
Listens for specific information during meetings
Conveys specific instructions using vocabulary appropriate to context, purpose and audience
Asks questions and listens to responses to clarify understanding
2.3, 3.1, 3.4
Performs calculations required to measure output against predetermined timeframes
Navigate the world of work
1.2, 1.4, 2.1
Recognises and responds to both explicit and implicit organisational procedures and protocols and legislative/regulatory requirements
Interact with others
2.3, 3.3, 3.4
Selects the appropriate form, channel and mode of communication for a specific purpose relevant to own role
Get the work done
1.1, 1.3, 1.4, 2.2-2.4, 3.4
Applies formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints
Understands the purposes, specific functions and key features of common digital systems and tools and operates them effectively to complete routine tasks
Administration â€“ General Administration