CHCINF302C: Maintain the organisation’s information systems

Descriptor: This unit describes the knowledge and skills required to collect, store and provide accurate and current information to clients
Employability Skills: This unit contains Employability Skills
Application: This unit may apply to work in a range of community service contexts

Element	Performance Criteria
Elements define the essential outcomes of a unit of competency.	The Performance Criteria specify the level of performance required to demonstrate achievement of the Element. Terms in italics are elaborated in the Range Statement.
1. Maintain accurate records	1.1 Identify information needs of clients and key stakeholders and negotiate options for meeting them with client and other relevant people 1.2 Update and maintain records and information in accordance with organisation procedures and report breaches to supervisor or management 1.3 Identify and access appropriate and relevant sources of information so the organisation can provide information relevant to its service delivery 1.4 Maintain specific information, including client assessment and referral records in accordance with organisation procedures and confidentiality considerations 1.5 Prepare and present reports to the required standard
2. Handle organisation correspondence	2.1 Deal with incoming correspondence according to established organisation guidelines 2.2 Prepare and despatch outgoing correspondence in accordance with organisation procedures
3. Provide information as required	3.1 Collect, index and maintain information in accordance with organisation procedures and requirements and to assure its currency and relevance 3.2 Prepare and present required information in a manner appropriate to audience and purpose and consistent with organisation procedures 3.3 Collect and maintain client statistics, inquiries and other data as required 3.4 Utilise appropriate processes to handle and process data to address workplace needs

Required Skills And Knowledge

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

Essential knowledge:

The candidate must be able to demonstrate essential knowledge required to effectively perform task skills; task management skills; contingency management skills and job/role environment skills as outlined in elements and performance criteria of this unit

These include knowledge of:

Use of relevant information technology
Relevant guidelines and policies of organisation
Government legislation and program guidelines
Operation procedures and occupational health and safety (OHS) requirements for use of office technology
Confidentiality requirements

Essential skills:

It is critical that the candidate demonstrate the ability to:

Maintain accurate and up to date records
Provide information when it is required

In addition, the candidate must be able to demonstrate relevant task skills; task management skills; contingency management skills and job/role environment skills
These include the ability to:

Apply communication skills as required to provide instruction and support
Apply basic operational numeracy skills related to straight forward data
Utilise relevant information technology effectively in line with OHS guidelines

Range Statement

The Range Statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Add any 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.

Clients may include:	Individual members of the public Family members and significant others Referred or self referred
Records and reports may be verbal or written, according to the requirements of the job and may include:	Client information Internal forms including: time sheets work sheets correspondence incoming/outgoing petty cash forms reports for organisation and/or funding bodies equipment usage report financial statements funding submissions organisation policies and procedures manual
Correspondence may include:	Mail Facsimiles Email Memos Messages Internal reports Organisation newsletters
Information includes all that may be required for the effective operation of the organisation, including:	Details of relevant service provider, government agencies and funding sources Details on the range of services provided by the organisation Relevant government and organisation policies, legislation, statutory requirements Client details Network information Professional development material Data collected about clients or organisation operations
Processes for interpreting and analysing data include:	Relevant numerical calculations

Evidence Guide

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.