- SIRXADM002A - Coordinate retail office
Coordinate retail office
This unit applies to team member who coordinate a retail office, responding accurately and appropriately to requests for information and maintaining records and filing systems, including computerised records, according to store policy and procedures. Those with managerial responsibility undertake this unit.
Elements and Performance Criteria
Elements describe the essential outcomes of a unit of competency.
Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.
1. Maintain office procedures.
1.1.Monitor, record and order office supplies as required according to store policy and procedures.
1.2.Implement store policy and procedures in regard to special requests and requirements, according to set timeframes.
2. Process data in response to information requests.
2.1.Document requests for information and identify responses according to store policy.
2.2.Identify relevant external information sources.
2.3.Obtain access to identified sources.
2.4.Access and extract relevant information.
2.5.Identify and offer options and alternatives where available information does not match defined needs.
2.6.Accurately copy or summarise extracted information.
2.7.Compile and update appropriate records required for regulatory compliance to maintain security and confidentiality of contents.
3. Compose reports and correspondence.
3.1.Collate relevant information and edit as required.
3.2.Use clear, concise, easily understood language when writing text.
3.3.Use correct spelling, punctuation and grammar.
3.4.Draft and set out correspondence and reports according to store policy.
3.5.Produced edited report and dispatch to relevant personnel.
3.6.Copy and securely file final report according to store policy.
4. Maintain existing recording and filing systems.
4.1.Maintain recording and filing systems according to store policy.
4.2.Allocate new documents to designated category.
4.3.Monitor the issue and return of documents to ensure the integrity of the system is maintained.
4.4.Archive, remove and update documents to ensure appropriate space available for current records.
4.5.Identify and locate required files and dispatch to nominated person or section within designated time limits.
4.6.Monitor and record file and document movements.
4.7.Maintain documents in good condition and in correct location.
4.8.Separate confidential files from general files, with access available to nominated personnel only.
4.9.Monitor security system to ensure issued files are traceable at all times.
5. Maintain computer storage media.
5.1.Maintain storage media and filing system according to store policy and procedures.
5.2.Format digital storage media using correct procedures.
5.3.Create back up files to ensure safety, security and confidentiality of files is maintained.
5.4.Store back up files in the designated manner and location.
5.5.Regularly perform virus checks on the system and back up storage media.
5.6.Store hardware according to manufacturer instructions.
5.7.File and store software according to organisational procedures.
5.8.Observe Work Health and Safety (WHS) guidelines relating to screen based equipment and ergonomic work stations.
6. Maintain computer filing system.
6.1.Determine document filing requirements.
6.2.Create a filing system that reflects the size, nature and complexity of the workplace.
6.3.Implement security checks where necessary.
6.4.Add file names to the filing system as required.
6.5.Update the filing system regularly by deleting or archiving old files.
6.6.Exit programs according to screen prompts to preserve data.
This section describes the essential skills and knowledge and their level, required for this unit.
literacy and numeracy skills to:
process, record and document information
use various computer software packages
interpersonal communication skills to:
deal with information requests through clear and direct communication
ask questions to identify and confirm requirements
use language and concepts appropriate to cultural differences
use and interpret non-verbal communication
store policy and procedures in regard to:
store administration and financial systems
systems and methods for organisation of work routine
appropriate clerical or office systems
transport procedures, including cab charge and courier systems
systems and procedures for processing information
types and functions of records management systems
types and functions of office technology, including:
installation of hardware and software packages
software licensing requirements
relevant WHS requirements in relation to the retail office
principles and techniques in interpersonal communication skills
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training Package.
Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the following is essential:
consistently implements workplace office procedures
responds accurately and appropriately to requests for information according to store policy
consistently applies procedures for maintaining records and filing system, including computerised records.
Context of and specific resources for assessment
Assessment must ensure access to:
a retail work environment
sample policy and procedures in regard to:
store administration and clerical or office systems
processing of information
format and technical vocabulary
WHS legislation and codes of practice
a range of office equipment, including:
a work team.
Methods of assessment
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
observation of performance in the workplace
third-party reports from a supervisor
answers to questions about specific skills and knowledge
review of portfolios of evidence and third-party workplace reports of on-the-job performance.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended.
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 in the performance criteria is detailed below.
Ordering procedures may include:
Store policy and procedures in regard to:
store administration and clerical systems
document format and technical vocabulary.
Special requests and requirements may include:
ordering of stock
transport, e.g. taxi, cab charge
special mail procedures.
External information sources may include:
technical support personnel
Modes of access to identified sources may include:
Relevant information may include:
Options and alternatives may be limited by:
Relevant personnel may include:
Recording and filing systems may be:
Digital storage media may include:
external hard drive.
Hardware may include:
keyboard or typewriter
OHS guidelines may include:
glare and reflection
keyboard equipment and radiation
setting up work stations.
This unit contains employability skills.
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.