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Your documents could include:
• client registration forms, contact registers, client letters, case reports
• purchase orders, invoices
• HR forms, leave forms, timesheets, rosters
• meeting minutes, management reports
• any other forms that you complete in your workplace. Activity: Administrative protocols
This activity can be completed as described below, or you could look at other workplace protocols that are relevant to your job and describe one of those instead. Make sure you discuss it with your teacher or trainer first.
Find out about the protocols for purchasing supplies and equipment in your organization and complete the following:
A. Make a list of the documents used for purchases involving: a. use of petty cash
b. ordering from a preferred supplier c. obtaining quotes from suppliers d. receiving goods on delivery e. paying for goods and services.
B. List the staff members responsible for the approval/sign-off of the documentation needed for each of these purchasing processes. Activity: Select and complete forms
This activity can be completed using any of the example forms provided with this resource. You could also use forms from your workplace – discuss this with your teacher or trainer first.
A. Find and complete a workplace form relating to each of following scenarios: • registering a client referred to your parenting course
• recording your work hours
• taking a new staff member through the induction process.
B. Write a brief statement identifying the protocols and procedures that apply. C. Complete each form using fictional (made up) details.
If there is any part of the process that you are unsure of, or you don’t understand what details are required by the form, ask your supervisor for advice.
Activity: Communicating your message
Choose two examples of written workplace communication and identify the following:
• purpose
• topic
• format
• audience.
Organizational policies and procedures
Procedures provide specific guidelines for completing a task, such as filling out and submitting a form. The procedures are normally based on organizational policy, which deals with broad issues, roles and functions relating to the specific area, such as case management, workplace safety or purchasing.
If you are unsure of the policies or procedures that apply in your workplace, ask a more experienced co-worker to assist you, or refer to your organization’s
guidelines or manuals. Procedures you must follow may be similar to the following examples:
• Grievance process
• Staff appraisal process Case example
You have written a letter to a client and pass it to the receptionist to include with the daily mail. He asks you who approved the letter, and then explains that there are specific procedures for sending letters. These are in place to ensure that all communication with clients is professionally presented and in line with client management policies.
You learn that there is a template you must use – a pre-formatted document on letterhead, with instructions for content wording. There is also a process of proofreading and approval before the letter can be sent.
Case example
A colleague has an accident at work. There is an accident/incident report form and other documents that must be filled out. This ensures that the organization complies with workplace health and safety (WHS) legislation.
The WHS policy that guides this process is supported by procedures for recording information and processing the necessary forms.
Feedback
Your documents could include:
• client registration forms, contact registers, client letters, case reports
• purchase orders, invoices
• HR forms, leave forms, timesheets, rosters
• meeting minutes, management reports
• any other forms that you complete in your workplace. Activity: Administrative protocols
This activity can be completed as described below, or you could look at other workplace protocols that are relevant to your job and describe one of those instead. Make sure you discuss it with your teacher or trainer first.
D. Make a list of the documents used for purchases involving: f. use of petty cash
g. ordering from a preferred supplier h. obtaining quotes from suppliers i. receiving goods on delivery j. paying for goods and services.
E. List the staff members responsible for the approval/sign-off of the documentation needed for each of these purchasing processes. Activity: Select and complete forms
This activity can be completed using any of the example forms provided with this resource. You could also use forms from your workplace – discuss this with your teacher or trainer first.
F. Find and complete a workplace form relating to each of following scenarios: • registering a client referred to your parenting course
• recording your work hours
• taking a new staff member through the induction process.
G. Write a brief statement identifying the protocols and procedures that apply. H. Complete each form using fictional (made up) details.
If there is any part of the process that you are unsure of, or you don’t understand what details are required by the form, ask your supervisor for advice.
Activity: Communicating your message
Choose two examples of written workplace communication and identify the following: • purpose • topic • format • audience. Date Date
Consider whether the selected documents are suited to their purpose? Could they be improved in any way?
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• Purpose should be stated in the content of the document. • Topic should be evident as a heading or introductory text.
• Formats should describe whether it is a print or online document, formal or informal, a form, letter or brochure.
• Audience may be stated, or evident in the format, language and style of the communication.
Workplace activity: Organizational procedures
Choose two examples of workplace forms and identify the policies and procedures that apply.
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Your examples could have included:
• Purchase order form – Purchasing policy, procedure for ordering stores • Consent form (under 18s) – Client management policy, client registration
procedures
• Hazard report form – WHS policy, procedure for reporting a hazard. All of the forms that you complete in your workplace will be guided by policies and/or procedures.
Personal documents
Personal documents are any documents that contain information about a specific person, for example, a completed performance appraisal form is a personal document, while an invoice for stores is not.
• Human resource management documents containing personal information about staff, for example, staff records, payslips, certificates, tax forms, and performance appraisals.
• Case-related documents that contain personal information about clients, for example, Centrelink forms, medical reports, release of information consent forms, proof of Aboriginality, agency referrals, agency contract agreements, and case notes.
• Personal documents that need to be sighted for official purposes, for example, birth certificates, driving licenses, Blue Cards, Disability Services Positive Notice Cards, visas, and qualifications.
Your organization will have protocols and procedures in place to maintain a client’s legal right to privacy. All forms that relate to a client should be considered as being of a personal nature.
Every organization will have different practices for storing information. It is important that you fully understand how this is done in your organization, and why.
Workplace policies and procedures for storage and access of information provide a guide for workers to follow, and if you are conscientious in adhering to these, information can be kept secure and in good order, and will be easily accessible to those who need it.
At the end of this section you should be able to:
• keep information in accordance with organizational guidelines
• provide access to information to appropriate individuals
• maintain confidentiality and security of information
• report breaches of confidentiality to the appropriate person.
To function as an effective and productive member of your organization, it is important that you know how to select equipment that is appropriate for the task, and then use it in accordance with designated instructions. The maintenance of that equipment is also critical to ensure that it is always operational.
At the end of this section you should be able to:
• select and use equipment appropriate to the task according to organizational procedures and manufacturers’ instructions
• store and dispose of equipment and materials in accordance with organizational procedures
• deal with issues and problems arising from the operation of equipment in accordance with organizational protocol
• undertake training to use particular equipment as needed.
Self Check Questionnaire 3:
1. Make an example of a list of the documents used for purchases 2. What are Personal documents?
Answer Key:
1. The following are examples of a list of the documents used for purchases:
• use of petty cash
• ordering from a preferred supplier • obtaining quotes from suppliers • receiving goods on delivery • paying for goods and services.
2. Personal documents are any documents that contain information about a specific person, for example, a completed performance appraisal form is a personal document, while an invoice for stores is not.
3. Other examples of personal documents include:
o Human resource management documents containing personal
information about staff, for example, staff records, payslips, certificates, tax forms, and performance appraisals.
o Case-related documents that contain personal information about clients, for example, Centrelink forms, medical reports, release of information consent forms, proof of Aboriginality, agency referrals, agency contract agreements, and case notes.
o Personal documents that need to be sighted for official purposes, for example, birth certificates, driving licenses, Blue Cards, Disability Services Positive Notice Cards, visas, and qualifications.