LG – BSBCOR0011A PREPARE FOR WORK

Upper Corentyne Industrial Training Centre

No 79 Village Kingston Road
Tel: 3392218
Email: [email protected]

LEARNER’S GUIDE

PREPARE FOR WORK BSBCOR0011A

General Office Administration

BUSINESS ADMINISTRATION SERVICES

This unit covers the skills and knowledge required to prepare an individual to perform effectively
in a work environment. It includes identify the rights and responsibilities of employees and
employers and assisting in the business while under direct supervision

***19/02/2024***

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TABLE OF CONTENTS

Introduction ................................................................................................................................... 3

Welcome...................................................................................................................................... 3
This Competency Unit ................................................................................................................ 3
Before You Start.......................................................................................................................... 4
Planning Your Learning Programme .......................................................................................... 4
Self-Assessment Checklist .......................................................................................................... 5
How To Use This Learner’s Guide ............................................................................................. 6
Using The Computer And Other Resources ................................................................................ 8
Method Of Assessment ............................................................................................................... 8

Element 1: Idenify Organizational/Work Requirements .......................................................... 9

Self-Assessment checklist ......................................................................................................... 14

Element 2: Work In A Team...................................................................................................... 15

Self-Assessment checklist ........................................................................................................ 20

Element 3: Develop Effective Work Habits .............................................................................. 21

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BSBCOR0011A
PREPARE FOR WORK

INTRODUCTION

Welcome

Welcome to the Learner’s Guide for Unit of Competency “Prepare for Work”. This is just one
of a number of Learner’s Guides produced for the Business Administrative Sector, and it
designed to guide you, the learner, through a series of learning processes and activities that will
enable you to achieve the specified learning outcomes for the competency unit.

The content of this guide was developed from the Competency Standard BSBCOR0011A which
is one of the basic building blocks for the National Vocational Qualification of Guyana (NVQ-G)
certification within the industry. Please refer to your Learner’s Handbook for a thorough
explanation of standards and competencies, and how these relates to the NVQ-G certification

You are also advised to consult the Competency Standard and Assessment Instrument for a better
understanding of what is required to master the competency

This Competency Unit

“Prepare for work” addresses the knowledge and skills requirements for effectively preparing for
work. There are three main areas or elements:

Element 1: Identify organizational/work requirements

Element 2: Work in a team

Element 3: Develop effective work habits

As you go through each element, you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes for preparing for work.

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Before you start

Before you start this learner’s Guide, you need to

a. Obtain a Learner’s Logbook that you will use to record evidence of your new
skills/competence. As you demonstrate your new skills, record your activities and have
your learning facilitator sign off them. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard

b. Ensure that you have access to the facilities and equipment necessary for learning.

c. Ensure that your learning resources are available

d. Ensure that you are wearing suitable clothing, that tools and equipment are safe, and that
the correct safety equipment is used

e. Plan your learning programme (see below)

f. Understand how to use this Learner’s Guide (see below)

Planning your learning programme

The self – assessment checklist on the following page will assist you in planning your training
programme as it will help to think about the knowledge and skills needed to demonstrate
competency in this unit. As you go through the checklist you will be able to find out what
elements you have already mastered and which ones you will need to pay more attention to as
you go through the learning process.

To complete the self – assessment checklist, simply read the statements and tick the ‘Yes’ or
‘No’ box. You should do this exercise now.

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Self-Assessment Checklist
- Prepare for work

Element 1 Identify organizational/work requirements Yes No

1. I can identify work requirements and responsibilities

with advice from appropriate persons ( ) ( )

2. I can identify roles and responsibilities of colleagues

and immediate supervisors ( ) ( )

3. I can identify employee’s/employer’s rights and

knowledge apply where appropriate ( ) ( )

4. I can identify and apply legal responsibilities and any

relevant organizational goals and objectives where ( ) ( )
appropriate

5. I can identify and follow behaviour that contributes to

a safe work environment ( ) ( )

Element 2 Work in a team Yes No

1. I can display courteous and helpful manner at all times ( ) ( )

2. I can complete allocated tasks as require ( ) ( )

3. I can seek assistance when difficulties arise ( ) ( )

4. I can use questioning to clarify instructions or

responsibilities ( ) ( )

Element 3 Develop Effective work habits Yes No

1. I can identify work and personal priorities and a

balance achieve between competing priorities ( ) ( )

2. I can apply time management strategies to work duties ( ) ( )

3. I can observe appropriate dress and behaviour in the ( ) ( )

workplace

How did you do?

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If you ticked all or most of the ‘Yes’ boxes then you might not need to go through the entire
guide. Ask your learning facilitator to assist you in determining the most appropriate action you
should take.

If you ticked a few of the ‘Yes’ boxes or none at all then you should work through all of the
guide, even though some of the material my familiar to you.

Plan your learning based on your answers. Be sure to involve your learning facilitator in the
planning process.

How to use this Learner’s Guide

This Learner’s Guide is designed to assist you in working and learning at your own pace.

We suggest that you:

• Go through the sections./elements as they are presented (starting at Section 1)

• Check your progress at each checkpoint to ensure that you have understood the material

• Observe the icons and special graphics used throughout this guide to remind you of what
you have to do and to enhance your learning. The icons and their meaning are as follows:

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Definition Box
Words/Phrases are defined or explained in this box.
The words/phrases being explained are in bold print

Checkpoint
This denotes a brain teaser and is used to check your
understanding of the material presented. No answers
are provided for the questions asked

Activity
This denotes something for you to do either alone or
with the assistance of your trainer/supervisor

• Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability of resources

• Complete each activity as you come to it. If the activity requires you perform an actual task,
be sure to tell your learning facilitator when you get o that activity so that he/she can make
any arrangements, if necessary.

• Get your learning facilitator to sign and date the Learner Logbook when you have
completed an activity.

• Complete the self-assessment checklist at the end of each section or element

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When you have worked through all the elements of the guide, and when you can tick every ‘Yes’
box, you are ready for assessment and should ask your learning facilitator to assist you in making
arrangement to have your performance assessed

Using the Computer and Other Resources

Where your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting training in an institution,
there may be a library and a computer laboratory. If this is not the case, visit the local library and
find out what resources are available.

If you are new to the computer and Internet, someone in the computer room should be able to
show you how to use these resources

Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advise you, however, that we cannot guarantee that all
the sites will be available when you need them. If this happens, ask your learning facilitator to
assist you with locating other sites that have the information you require.

Method of Assessment

Competency will be assessed while you are actually performing the tasks related to this
competency, this may be in real workplace or in a simulated situation that accurately relates to
the work situation. You are advised to consult the associated competency standard and
assessment instrument for further details relating to the assessment strategies

You may now start your learning. Have fun while you work!

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ELEMENT 1 IDENIFY ORGANIZATIONAL/WORK

REQUIREMENTS

LEARNING OUTCOMES

As you go through this element, you need to ensure that you acquire the knowledge, skills and
attitudes necessary to identify organizational /work requirements. Your learning facilitator is
there to guide you through the various activities so, on completion you will be able to

1. Identify work requirements and responsibilities with advice from appropriate persons
2. Identify roles and responsibilities of colleagues and immediate supervisors
3. Identify employees/employer’s right and apply knowledge where appropriate
4. Identify legal responsibilities and any relevant organizational goals and objectives and
apply where appropriate
5. Identify and follow behaviour that contributes to a safe environment

IDENTIFY WORK REQUIREMENTS AND RESPONSIBILITIES

When you go to work, it is important that you understand the requirements of the job and your
responsibility to the organization. A document outlining the company’s policies and guidelines
and a job description will be made available to you. If you work in a government organization,
there will be relevant legislation, which focuses on issues such as industrial relations, anti-
discrimination and safety practises.

Your employer will furnish you will the relevant information, but you can also seek advice from
other persons which as mentors, supervisors, trainers, and your colleagues at work

What is a job description? – A

document outlining the duties
and responsibilities comprising
a particular job.
ACTIVITY:

• Discuss with your colleagues and learning

facilitator the information that is usually given
in a job description
• Obtain the job description for two jobs, which
are similar in nature. What are the similarities
in the identified tasks? The differences

Discuss with your learning facilitator

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CHECKPOINT:

• What are some specific uses of job description?

• How does a job description differ from a job
specification

ROLES AND RESONSIBILTIES OF COLLEAGUES AND IMMEDIATE

SUPERVISIORS ARE IDENTIFIED

Knowing the responsibilities of your colleagues is very important in clarifying ambiguities

related to specific job tasks and in avoiding ‘passing the buck’.

Job descriptions will be made up to reflect the level of authority the worker has. Therefore, your
supervisor’s job description will look somewhat different from yours and that of some of your
colleagues. You should know your supervisor’s responsibilities in order to help prevent conflict
to help you perform within certain guidelines.

ACTIVITY:

Write a job description for an office attendant. Discuss the

contents with your learning facilitator.

CHECKPOINT:

Why is it important that you are aware of the duties and

responsibilities of your colleagues and supervisor

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IDENTIFY EMPLOYEES’/EMPLOYERS’ RIGHTS AND APPLY KNOWLEDGE

WHERE APPROPRIATE

Every employer expects to be respected. They want employees who acknowledge them for who
they are and have some respect for them in their capacity as the person in charge. Therefore,
employers want employees who are loyal, dependable and understanding.

In the same light, employees expect respect and good treatment from their employers. They
expect that employers will honor their obligations and treat them fairly. By acknowledging each
other’s obligations, both employee and employer will help to foster a good relationship in the
firm, thus eliminating conflicts. You should ensure that when you go to work you know the
obligations of both you, the worker, and your employer.

Rights and responsibilities of employers include:

• The responsibility of providing a safe environment free from discrimination and sexual
harassment
• The right to dismiss an employee if he should:
- Commit a criminal offence
- Cause an accident through negligence or carelessness
- Commit acts of disloyalty such as revealing confidential information
• To instruct employees on how to do the job that is expected from him/her
• To provide a clean environment
• To provide opportunity for career advancement

Rights and responsibilities of employees include:

• Obeying lawful orders

• Knowing the terms and conditions of own employment
• Regular attendance
• Punctuality
• Protection from discrimination and sexual harassment
• Taking an interest in the product of the organization
• Safety and care with respect to occupational health and safety policy
• Right to union representation
• Confidentiality of information concerning the organization, clients or colleagues

ACTIVITY:

Visit your school library or public library in your area and seek
information or ‘Rights of the employee in the Caribbean’. Discuss
this information with your colleagues and learning facilitator

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CHECKPOINT:

Why is it important for you to know your rights as a worker?

IDENTIFY LEGAL RESPONSIBIOLITIES AND ANY RELEVANT ORGANIZATIONAL

GOALS AND OBJECTIVES AND APPLY WHERE APPROPRIATE

The organization’s goal and objectives may be stated/implied in the way the organization conducts
its business including:

• Organizational values and behaviours, policies and guidelines

• Flexibility, responsiveness, financial performance
• Work procedures and/or procedures manual
• People management, interpersonal communication
• Business planning, customer service
• Relevant industry codes of practise

Goals and objectives of an organization are also stated in a mission statement which is centrally
located in the organization.

What is a mission statement? –

A written expression of the basic
values and objectives of an
organization

As you begin to work in an organization, it is your responsibility to get a full understanding of its
aims and objectives as well as its culture. As soon as you know this information, you should
work and behave in a manner that supports the organization’s mission.

More and more companies are also writing a vision statement.

CHECKPOINT:

What information is usually found in a mission statement

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ACTIVITY:

List at least three organizational goals and objectives of any

organization of your choice. Discuss this with your learning
facilitator

IDENTIFY BEHAVIOR THAT CONTRIBUTES TO A SAFE WOPK ENVIRONMENT

As an employee in an organization, it is your responsibility to assist in establishing and

maintaining job safety programs. You can contribute in this regard by adhering to the following.

• Identifying and reporting any risks or hazards

• Using business equipment according to instructions
• Being trained in safety practices
• Keeping the surroundings clean
• Erecting safety signs in appropriate locations
• Cooperating with employer in promoting and maintaining health and safety

Tip! In an organization, safety is everybody’s business.

CHECKPOINT:

What are some ways in which management can provide for the
safety of the office staff?

ACTIVITY:

You have visited an organization where workers were

engaged in unsafe work practices. You decided to introduce
them to Office Heath and Safety requirements as they relate
to the use of office equipment. Do a written presentation of
these standards to be given to all workers. This will be
assessed by your learning facilitator.

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READY TO TEST YOUR COMPETENCY?

Now that you have completed this element, check if you fully grasped all the components by
doing the following self-assessment:

Checklist 1 Yes No
1. I understand how to identify work requirements and responsibilities with advice ( ) ( )
from appropriate persons

2. I understand how to identify roles and responsibilities of colleagues and immediate ( ) ( )

supervisors

3. I understand how to identify employee’/employer’s rights and acknowledge and ( ) ( )

apply where appropriate

4. I understand how to identify and apply legal responsibilities and any relevant ( ) ( )
organizational goals and objectives where appropriate

5. I understand how to identify and follow behaviour that contributes to a safe work ( ) ( )
environment

Checklist 2 Yes No
1. Work requirements and responsibilities are identified with advice from appropriate ( ) ( )
persons

2. Roles and responsibilities of colleagues and immediate supervisors are identified ( ) ( )

3. Employee’s /employer’s rights are identified and knowledge applied where

appropriate ( ) ( )

4. Legal responsibilities and any relevant organizational goals and objectives are
identified and applied where appropriate ( ) ( )

5. Behaviour that contributes to a safe work environment is identified and followed

( ) ( )

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ELEMENT 2 WORK IN A TEAM

LEARNING OUTCOME

As you go through this element you need to ensure you acquire the necessary knowledge, Skills
and attitudes to work in a team. Your learning Facilitator is there to assist you through the
various Exercises so, on completion, you will be able to:

1. Display a courteous and helpful manner at all times

2. Complete allocated tasks as required
3. Seek assistance when difficulties arise
4. Use questioning to clarify instructions or responsibilities
5. Display non-discriminatory Attitude

DISPLAY A COURTEOUS & HELPFUL MANNER AT ALL TIMES

Teamwork is Essential to the effective functioning of every organization. Teamwork requires

interaction among members & success is dependent on how much each person plays his/her role
and the amount of effort that is put into it.

When you go to work, you will become part of a team working to achieve the organizations
objectives. In order to be an effective player, you need to ensure that you display courtesy &
Helpfulness to other team members. This will help create a harmonious atmosphere & less
pressure will be placed on one person.

Being helpful & playing your part in a team will also help to boost your morale. You will feel
that you have played a more significant role in the company.

What is a Team?

Two or More Persons ACTIVITY:

working together to
achieve a common goal • Recall a situation where you were a part of a team that
lacked courtesy and helpfulness. Discuss with your
learning Facilitator & colleagues, the effects it had on the
outcome on the task.
• With the help of your Colleagues, role play a situation
which is opposite to the experience discussed earlier,
Highlight the effectiveness of teamwork with Courtesy &
helpfulness. Your learning facilitator should access the role
play

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CHECKPOINT:

Why is it important that you display Courtesy & Helpfulness

when you are working in a team?

COMPLETE ALLOCATED TASK AS REQUIRED

Your effectiveness in the organization where you work will be based primarily on how you
perform the task that are assigned to you. In order to be successful in this regard, you need to
follow instructions given to you on how the perform this task. Liaison with your supervisor and
colleagues will assist you to perform according to the requirements. However, it is also important
that you have a sound knowledge and understanding of your job description.

A job evaluation exercise is usually carried out at particular periods which are used by your
supervisor to assess your performance on the job. However, you can assess your own
performance at intervals to ensure that your tasks are being completed as required.

What is a job evaluation?

This is the assessing of work performed by
employees over a period of time which will
help in determining the overall performance
and worth of the organization

A job evaluation is beneficial for various reasons including putting a value on the job You
perform and it also help identifying appropriate areas for you to be trained in.

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CHECKPOINT:

1. what are the benefits of a job evaluation exercise?

2. Why is it important that you complete your task
according to the requirement

ACTIVITY:

Use the Internet assist you in preparing a task listing sheet for an
office attendant. present this to your learning facilitator for
discussion.

SEEK ASSISTANCE WHEN DIFFICULTIES ARISE

when you work in a team, other interpersonal skills will also become important. Human relations
skills are one of these. When you possess good interpersonal skills, you will be able to approach
someone and seek assistance when you are facing difficulties in completing a task. Other
workers possessing similar qualities will be willing to share information and will be willing to
listen when you express your ideas and concern.

When you work in such an open environment, you will be more comfortable and effective in
completing your task and playing your part in the team. If you think that this openness is lacking
when you start to work, immediate attention must be given to improve situation and enhance the
work of the team.

CHECKPOINT:

Why is it important that you seek assistance if you are

experiencing difficulty in completing a task?

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USE QUESTIONING IN CLARIFYING INSTRUCTIONS OR RESPONSIBILITIES

Developing the art of questioning is very important if you are to get a full understanding of your
job and the way the company operates. When you go to work, you will have many things to learn
about your new environment and job. It is your responsibility to ensure that you understand what
is required of you so that you can perform accordingly. If you are in doubt, do not hesitate to ask
questions to get a full understanding of your assignment.

TIP! TACT should be exercised when seeking particular information. This will ensure
cooperation from the other party.

ACTIVITY:

Join in groups and role play the following:

You are given a task to do what you have come up on some

difficulties for which you have to seek assistance. State the task you
are doing and the difficulties you are experiencing. Write a list of
questions you are going to ask in order to clarify the instructions you
are given. Ask your learning facilitator to assist you

CHECKPOINT:

Why should you exercise tact in seeking information from

your colleagues at work?

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DISPLAY NON-DISCRIMINATORY ATTITUDE

When you work in an organization you will have to deal with different types of people. You will
find that each person you interact with is different in his/her behavior and in this way he/she does
things. This comes about as a result of the following:

1. The difference in people's religious and social beliefs

2. The Varying backgrounds and cultures which will affect a person’s behavior
3. Each Persons expectations or goals
4. The physical capabilities of individuals
you should ensure that you exercise tact when dealing with people. Your way of handling each
customer or colleague should not imply any form of discrimination. Each person should be
treated with the same level of respect and care.

For example, the way someone dresses or speaks should not determine the type of service he/she
receives or how you communicate with them. Also, without overlooking other customers, you
should do you special attention to the elderly and the handicapped. These rules should apply in
all aspects of your work as non-discriminatory I should be displayed in:

1. Contacts or with other staff, clients or management

2. Verbal or nonverbal communication
Tip! In ensuring that non-discriminatory attitudes are displayed, you should observe the
company policy on dealing with customers.

ACTIVITY:

Discuss with your learning facilitator and colleagues, how the

existence of discrimination in an organization can affect its
operations

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READY TO TEST YOUR COMPETENCY

Now that you have completed this element, check if you have fully grasped all the components
by doing the following self-assessment

Checklist 1 Yes No

1. I know how to display courteous and helpful manner at all times ( ) ( )

2. I know how to complete allocated tasks as required ( ) ( )

3. I understand how to seek assistance when difficulties arise ( ) ( )

4. I know how to use questioning to clarify instructions or responsibilities ( ) ( )

5. I know how to display non-discriminatory attitude ( ) ( )

Checklist 2 Yes No

1. Courteous and helpful manner is displayed at all times ( ) ( )

2. Allocated tasks care completed as required ( ) ( )

3. Assistance is sought when difficulties arise ( ) ( )

4. Questioning is used to clarify instructions or responsibilities ( ) ( )

5. Non-discriminatory attitude is displayed ( ) ( )

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ELEMENT 3 DEVELOP EFFECTIVE WORK HABITS

LEARNING OUTCOMES

As you go through this element, you need to ensure that you acquire the necessary skills,
knowledge and attitudes to develop effective work habits. Your learning facilitator is there to
guide you through the various activities so, on completion you will be able to:

1. Identify work and personal priorities and achieve a balance between competing priorities
2. Apply time management strategies to work duties
3. Observe appropriate dress and behaviour in the workplace

IDENTIFY WORK AND PERSONAL PRIORTIES AND ACHIEVE A BALANCE

BETWEEN COMPETING PRIORITIES

What are priorities? – these

are activities that require
special and more immediate
attention

Even though you are employed in an organization, you will have personal assignments that you
need to take care of. Your personal priorities may relate to things such as your personal studies,
your home/family recreational activities, having other jobs and your culture. Your work priorities
may vary according to the organization’s requirement, type of work you perform and the degree
of client/customer contact.

In accepting a job in a firm, you need to analyze your commitments and ensure that a balance is
created between competing priorities, and interference remains limited.

ACTIVITY:

Your friend has recently taken a new job as a secretary. She is finding
it extremely stressful to cope because she attends classes in the
evenings and has a family to take care of. Already her supervisor is
reprimanding her for lateness.

• Advise her on ways in which she can deal with the problem.

• Present your suggestions to your group and learning facilitator and

invite discussions
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CHECKPOINTS:

Why is it important that you create a balance between your

priorities?

APPLY TIME MANAGEMENT STRATEGIES TO WORK DUTIES

In order to contribute to efficiency in the office, you must be able to effectively manage your
time. This is important for achieving both professional and personal goals.

One way in which you can manage your work. This involves:

• Developing efficient work habits

• Gaining knowledge and skills that will enable you to go beyond your present
performance

• Working with an effective reminder system to help you follow up on each task

• Working with a ‘THINGS TO DO’ list

Time management is a daily task. You need to think about things such as the time you need to
travel, the time you need to get settled before starting your work and prioritizing your activities
at work.

TIP! As a worker, you have the task of helping your manager and organization save time in
order to meet deadlines. For you to do this, you must understand how to make use of your
time.

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ACTIVITY:

Prioritize the following activities that you have been assigned by your
manager on Monday.

• Arrange meeting between your manager and representatives of his

bank
• Start planning monthly sales meeting to be held two weeks from
today
• Call Mr. Black to remind him of his appointment with your
manager today
• Replenish desk supplies
• Letters to be typed and sent off to confirm arrival of a shipment of
goods
• Call Lorraine for lunch
• Check e-mails messages
• Make hotel reservations for sales meeting

Construct a ‘THINGS TO DO’ list and show the order clearly. Give your
rationale for such prioritization to your learning facilitator

CHECKPOINT:

What are some ways in which you can manage your time?

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OBSERVE APPOPRIATE DRESS AND BEHAVIOUR IN THE WORKPLACE

Appropriate dress and behaviour in the office focus mainly on:

• Personal dress, presentation and hygiene

• Demeanor in the workplace

• Attitude displayed to customers and other team members

In selecting appropriate clothing for the office, you need to consider things such as the colour,
design and texture of the fabric. Your goal should be to make impression of you a positive one.
Therefore, you need to ensure that you are appropriately attired to greet your visitors and
colleagues on a daily basis.

TIP! If it is your company’s policy that uniforms be worn, you should adhere to the rule and
ensure that your uniform is properly laundered and free of tears and marks.

Hygiene is also a very important aspect of grooming. Here are some common grooming habits to
practice:

• Bathe daily
• Keep your hair clean and neat at all times
• Make sure your teeth are clean and breath fresh
• Shave regularly
• Use cosmetics and perfume very moderately
• Use anti-perspirant deodorant
• Keep nails short, clean and well-shaped
• Cover cuts with clean bandage

Your demeanor in the workplace will also help to form people’s judgement of you. Displaying
proper behaviour in the workplace will also help to eliminate conflicts with your colleagues and
supervisors.

Organizations operate with established rules and guidelines (a code of ethics), which include
hygiene, grooming and general behaviour. When you start working, you should ensure that you
learn these rules and receive training in the importance of observing them so that you will be
able to function effectively and efficiently.

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CHECKPOINT:

Why do you think it is important to observe appropriate dress and

behaviour in the workplace?

ACTIVITY:

Ask your learning facilitator to assist you in inviting someone to put

on a presentation on appropriate clothing for the workplace.

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