ICB LEARNERSHIP

SAQA Qualification ID No. 23618

FASSET Learnership Code 01/Q010021/00/120/5

National Certificate: Office Administration

PRACTICAL TRAINING RECORD (LOGBOOK)

Name of Learner
and ICB Student Number
Name of Workplace Provider and Accreditation Number
Name of Training Provider and Accreditation Number

Purpose of the Practical Training Record (Logbook):

To make the assessment process more manageable for both Learner and Assessor, the exit level outcomes have been adapted into 36 units (learning outcomes). Each unit, with its component assessment criteria, has been included in this Logbook. The logbook is to be completed by the Learner and is vital to the assessment process as it indicates the progress that the learner is making towards meeting all the assessment criteria. After successfully completing each unit of this Logbook, the learner will be ready to be assessed against all the relevant SAQA exit level outcomes. The Logbook contains exactly the same tasks, questions and assessment criteria as the Assessment Record that will be completed by the Assessor during each assessment session.

This blank Logbook must be split up and filed in the front of every section (unit) of the learner’s Portfolio of Evidence. Then (in stages during the year) the Learner must complete the ‘PoE Reference’ column, fill in the timing and completion dates in the ‘Completed’ column and then file the supporting evidence for each section. The Learner and his/her Mentor/Supervisor should then confirm the assessment date/s and venue/s with the Assessor. The assessment can be done in stages or as one complete assessment.

This Training Record must also be referred to in conjunction with the three related ICB documents for the National Certificate in Office Administration: (i) ‘Assessment Record’, (ii) ‘Introductory Learnership Outline’ and (iii) ‘ICB Reports and Records’.

Portfolio of Evidence (Training Record):

The Learner's Training Record (Portfolio of Evidence) consists of several lever arch files and includes the following:

Ø  Learner’s Quarterly Reports – optional at the discretion of the training provider - four formal reports by the learner in MS Word format

Ø  Practical Training Logbook – split into 7 sections and containing a total of 36 exit level outcomes

(this Logbook includes exactly the same units, learning outcomes and assessment criteria as the Assessment Record)

Ø  Documentary evidence for each unit – e.g. reports, print-outs, statements, summaries, letters, memos, projects, etc

It also includes the following completed ICB forms:

Ø  Examinations Report form

Ø  Courses and Seminars Attended form

Ø  Employment Record form/s

Ø  Diary form/s – optional - only if required by the Supervisor to supplement any of the above

Ø  Review form/s – alternatively the company’s own performance appraisal form can be used

Responsibilities:

Learner - responsible for completing and filing all aspects of his /her Portfolio of Evidence (Training Record) except the Review form/s.

Supervisor - responsible for completing the Review forms and providing the learner with copies.

Assessor - responsible for completing the Assessment Record in stages and providing the Learner with copies for his/her Portfolio of Evidence.

Contents of this Assessment Record

Exit Level Outcomes at NQF Level 5:

Unit 1 Communication
Outcome 1.1 / Identify, understand and apply concepts of communication theory
Also demonstrate an understanding of all the different graphic communication techniques available
Outcome 1.2 / Demonstrate the ability to write business correspondence (including e-mails) in appropriate styles:
(a)  Internal memoranda
(b)  External correspondence
(c)  Reports
Outcome 1.3 / Demonstrate an understanding of group dynamics and the procedures involved when leading or participating in group activities in any organisation
Outcome 1.4 / Demonstrate an understanding of how oral presentations are prepared for and presented
N.B. For the qualification - this is to be demonstrated in written format at the assessment (national exam)
N.B. For the learnership - this is demonstrated by delivering an actual oral presentation in the workplace
Outcome 1.5 / Demonstrate an understanding of the elements of advertising
N.B. File this evidence in Learning Outcome 7.6 of Unit 7 as evidence for both Outcome 1.5 and Outcome 7.6
Unit 2 Public Relations
Outcome 2.1 / Understand how public relations developed, explain the purpose of PR and highlight the advantages of PR to the modern organisation
Outcome 2.2 / Understand PR in relation to the social environment that PR operates in
Outcome 2.3 / Explain the purpose of PR activities/tasks and the characteristics of the available communication media
Apply PR techniques to achieve the aims and objectives of a particular organisation
Outcome 2.4 / Outline the profile of a professional PR practitioner and the reasons for employing his/her services
Outcome 2.5 / Describe how the PR profession regulates itself
Unit 3 Administrative Practice
Outcome 3.1 / Explain how corporate entities make use of individuals to think and act for them
Outcome 3.2 / With regard to meetings:
(a)  Identify and explain the proceedings at a general meeting
(b)  Demonstrate understanding of administrative practice with regard to meetings of clubs and companies
(c)  Describe the procedures at meetings of other than clubs and companies
(d)  Define the term defamation and explain the defences that may be raised against accusations of defamation in meetings
(e)  Draft the agenda and minutes of meetings - file this evidence in Learning Outcome 4.4 of Unit 4 as evidence for both Outcome 3.2 (e) and Outcome 4.4
(f)  Write resolutions
(g)  Identify extracts from minutes
Outcome 3.3 / Draft reports
N.B. File this evidence in Learning Outcome 1.2 of Unit 1 as evidence for both Outcome 1.2(c) and Outcome 3.3
Outcome 3.4 / Describe the conduct of a close corporation
Outcome 3.5 / Describe the conduct of a trust
Unit 4 Business and Office Administration
Outcome 4.1 / Demonstrate an understanding of the role and function of a secretary in the organisation
Outcome 4.2 / Use the telephone and demonstrate competence as a receptionist
Understand the principles of reprography
Outcome 4.3 / Demonstrate your ability to:
(a)  Prepare and handle correspondence and mail
(b)  Manage records
(c)  Use computer software (e.g. MS Word, Excel and Powerpoint) and the Internet and E-mail
Outcome 4.4 / Draft the documentation related to meetings
Outcome 4.5 / Demonstrate an understanding of security measures (including health and safety) in a range of situations
Unit 5 Financial Accounting
Outcome 5.1 / Record income and receipts for a sole proprietorship
Outcome 5.2 / Make and record payments for a sole proprietorship
Outcome 5.3 / Prepare ledger balances and an initial trial balance for a sole proprietorship
Outcome 5.4 / Process year-end adjustments and prepare income statements and balance sheets for a sole proprietorship
Outcome 5.5 / Explain the key legal requirements (from an ownership, accounting and taxation perspective) for sole proprietorships, partnerships, close corporations and companies
Also explain how the financial statements for Outcome 5.4 would differ (if the legal entity was a partnership, close corporation or company) with respect to owners’ equity, taxation and profit distribution
Unit 6 Cost and Management Accounting
Outcome 6.1 / Demonstrate a knowledge of various methods of labour remuneration
Outcome 6.2 / Demonstrate an understanding of fixed and variable overheads; how to allocate overheads; and how to deal with over- or under-applied overheads
Outcome 6.3 / Distinguish between process and job costing
Outcome 6.4 / Demonstrate knowledge of stock valuation; also define equivalent units using FIFO and AWC stock valuation methods
Outcome 6.5 / Prepare contract accounts
Unit 7 Marketing
Outcome 7.1 / Identify the elements and illustrate the dynamics of the marketing environment; also differentiate between market segments and market sectors
Outcome 7.2 / Demonstrate a basic understanding of marketing information systems
Outcome 7.3 / Demonstrate an understanding of consumer behaviour and how products/services are developed to satisfy consumer needs
Outcome 7.4 / Relate how products, product development and pricing issues determine marketing decisions
Outcome 7.5 / Describe the strategic marketing process taking into consideration marketing communication and the logistics of marketing management
Outcome 7.6 / Demonstrate an understanding of the elements of advertising
N.B. Evidence for Learning Outcome 1.5 of Unit 1 must be filed here as evidence for both Outcomes 1.5 and 7.6
Unit 1 Communication
Outcome 1.1 / Identify, understand and apply concepts of communication theory
Also demonstrate an understanding of all the different graphic communication techniques available
Outcome 1.2 / Demonstrate the ability to write business correspondence (including emails) in appropriate styles:
(a)  Internal memoranda
(b)  External correspondence
(c)  Reports
Outcome 1.3 / Demonstrate an understanding of group dynamics and the procedures involved when leading or participating in group activities in any organisation
Outcome 1.4 / Demonstrate an understanding of how oral presentations are prepared for and presented
N.B. For the qualification - this is to be demonstrated in written format at the assessment (national examination)
N.B. For the learnership - this must be demonstrated by delivering an actual oral presentation in the workplace
Outcome 1.5 / Demonstrate an understanding of the elements of advertising
N.B. File this evidence in Learning Outcome 7.6 of Unit 7 as evidence for both Outcomes 1.5 and 7.6
Instructions to the Learner

Specific guidelines are included for each of the five learning outcomes on the following pages

Learning Outcome 1.1

Identify, understand and apply concepts of communication theory
Also demonstrate an understanding of all the different graphic communication techniques available / Portfolio of Evidence
Reference / Timing and
Completion Date
Instructions for each of the following tasks:
(a)  Prior to assessment – the learner is to read, study and then use (for example Word, Excel and/or Powerpoint) to present his/her evidence to the assessor
(b)  At the assessment interview – the assessor will ask the learner to clarify his/her understanding of the tasks by answering any additional questions orally
Task 1.1.1
Identify, understand and apply concepts of communication theory by providing the assessor with the following:
ü  Draw a labelled diagram of the communication process and describe seven parts/components that are involved in this process
ü  Identify at least six barriers that can hinder the communication process
ü  Describe at least four things that are assisting the communication process in your own organisation or workplace
ü  Describe at least four things that are hindering the communication process in your own organisation or workplace
ü  Draft an action plan of what you personally now intend to do to improve the communication process in your own workplace
[Optional: you may also wish to include the last three bulleted items above in the form of a report – refer to Task 1.2.1(c)]
Task 1.1.2
Demonstrate an understanding of all the different graphic communication techniques available to the office administrator:
ü  Wherever possible, in all evidence for all the outcomes and tasks contained in this document, the learner is to use as wide a range of tables, diagrams, graphs, charts, headings, slides, objects, pictorials, colour, visuals, etc
ü  In all the evidence presented for assessment, the learner is encouraged to demonstrate his/her ability to effectively use all the equipment, computer hardware and software available in the workplace
ü  The learner must be able to explain and justify why specific graphic effects were used for particular tasks and whether these were appropriate or not – if not, what would have been better if costs or availability had not been a constraint

Learning Outcome 1.2

Demonstrate the ability to write business correspondence in appropriate styles (including e-mails): (a) internal memoranda, (b) external correspondence and (c) reports

/ Portfolio of Evidence
Reference / Timing and
Completion Date
Task 1.2.1
Demonstrate the ability to write business correspondence in appropriate styles in the workplace by providing the assessor with the following items that you have drafted and distributed in the past 12 months:
(a)  two internal office memoranda
(b)  two items of external correspondence
(c)  two reports (preferably one involving accounting/finance and the other for office administration/practice)
Prepare a summary for each of the above six items as follows and hand to the assessor:
ü  The background to each communication
ü  What you intended to achieve by this method of communication
ü  Whether you in fact achieved what you originally set out to accomplish
ü  Given similar circumstances, would you do anything differently in the future
During the assessment interview, answer any other oral questions that the assessor may wish you to clarify regarding any of the following:
ü  The internal memos
ü  The external correspondence
ü  The reports

Learning Outcome 1.3

Demonstrate an understanding of group dynamics and the procedures involved when leading or participating in group activities in any organisation / Portfolio of Evidence
Reference / Timing and
Completion Date
Instructions for each of the following tasks:
(a)  Prior to assessment – the learner is to read, study and then use (for example Word, Excel and/or Powerpoint) to present his/her evidence to the assessor
(b)  At the assessment interview – the assessor will ask the learner to clarify his/her understanding of the tasks by answering any additional questions orally
Task 1.3.1
Demonstrate your understanding of the following by:
ü  Providing your own definition of a group
ü  Differentiating between at least four types of power that can be used by individual group members during their interactions
ü  Differentiating between formal and informal groups
ü  Providing your own definition of group norms and group roles
ü  Describing at least 6 different roles that group members can perform that can either help or hinder the group in achieving its goal/s
ü  Give two examples of formal groups that you are involved in at work and what role/s you yourself perform in each group that help or hinder the group in achieving your organisation’s objectives
ü  Give two examples of informal groups that you are involved in at work and what role/s you yourself perform in each group that help or hinder your organisation in achieving its objectives
[Optional: you may also wish to include the last two bulleted items here (as well as in Task 1.3.2 below) in the form of a report – refer to Task 1.2.1(b) and file this report as evidence there]
Task 1.3.2
Many textbooks on group dynamics use a four or five stage model to explain the group development process: