Level 2 Certificate for Legal Secretaries (7462-01)

Level 2 Certificate for Legal Secretaries (7462-01) Qualification handbook 500/1744/5

www.cityandguilds.com July 2007 Version 1.0

About City & Guilds City & Guilds is the UK’s leading provider of vocational qualifications, offering over 500 awards across a wide range of industries, and progressing from entry level to the highest levels of professional achievement. With over 8500 centres in 100 countries, City & Guilds is recognised by employers worldwide for providing qualifications that offer proof of the skills they need to get the job done. City & Guilds Group The City & Guilds Group includes ILM (the Institute of Leadership & Management) providing management qualifications, learning materials and membership services and NPTC which offers land-based qualifications and membership services. City & Guilds also manages the Engineering Council Examinations on behalf of the Engineering Council. Equal opportunities City & Guilds fully supports the principle of equal opportunities and we are committed to satisfying this principle in all our activities and published material. A copy of our equal opportunities policy statement Access to assessment and qualifications is available on the City & Guilds website. Copyright The content of this document is, unless otherwise indicated, © The City and Guilds of London Institute 2006 and may not be copied, reproduced or distributed without prior written consent. However, approved City & Guilds centres and learners studying for City & Guilds qualifications may photocopy this document free of charge and/or include a locked PDF version of it on centre intranets on the following conditions:

• centre staff may copy the material only for the purpose of teaching learners working towards a City & Guilds qualification, or for internal administration purposes

• learners may copy the material only for their own use when working towards a City & Guilds qualification

• the Standard Copying Conditions on the City & Guilds website. Please note: National Occupational Standards are not © The City and Guilds of London Institute. Please check the conditions upon which they may be copied with the relevant Sector Skills Council. Publications City & Guilds publications are available on the City & Guilds website or from our Publications Sales department at the address below or by telephoning +44 (0)20 7294 2850 or faxing +44 (0)20 7294 3387. Every effort has been made to ensure that the information contained in this publication is true and correct at the time of going to press. However, City & Guilds’ products and services are subject to continuous development and improvement and the right is reserved to change products and services from time to time. City & Guilds cannot accept liability for loss or damage arising from the use of information in this publication. City & Guilds 1 Giltspur Street London EC1A 9DD T +44 (0)20 7294 2800 www.cityandguilds.com F +44 (0)20 7294 2400 [email protected]

About the Institute of Legal Executives The Institute of Legal Executives (ILEX) has extensive experience in the field of qualifications, both in the UK and internationally. Over 80,000 people have chosen the ILEX route to obtain their legal qualification. ILEX is the governing membership body for Legal Executives and plays a unique and important role within the legal profession. ILEX works closely with Government and is recognised and listed by the Department for Constitutional Affairs as a main branch of the legal profession (www.dca.gov.uk). ILEX provides a range of programmes for those wishing to pursue a career as a Legal Secretary, as well as qualifications in Vocational Paralegal Studies. The qualifications are offered in association with City & Guilds, the UK’s leading vocational awarding body. For more details of the full ILEX range of qualifications and entry requirements contact: Institute of Legal Executives (ILEX) Kempston Manor Kempston Bedford MK42 7AB tel +44 (0)1234 841000 • fax +44 (0)1234 840373 email [email protected] • web www.ilex.org.uk

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Level 2 Certificate for Legal Secretaries (7462-01) Qualification handbook

www.cityandguilds.com July 2007 Version 1.0


Level 2 Certificate for Legal Secretaries (7462-01) 3

Contents

1 About this document 5 2 About the qualification 6 2.1 Aim of the qualification 6 2.2 The structure of the qualification 7 2.3 Relevant sources of information 8 3 Candidate entry and progression 10 4 Centre requirements 11 4.1 Obtaining centre and qualification approval 11 4.2 Resource requirements 12 4.3 Registration and certification 13 4.4 Quality assurance 14 5 Course design and delivery 16 6 Assessment 19 6.1 Summary of assessment requirements 19 7 Units 23 Unit 1 Legal Word Processing 24 Unit 2 Working in the Legal Environment 29 Appendix 1 Abbreviations, spelling, amendment and correction signs 39 Appendix 2 Progression diagram 42 Appendix 3 Connections to N/SVQs and other qualifications 43 Appendix 4 Technical Certificate Mapping to the Level 2 N/SVQ in Business and

Administration 44 Appendix 5 Key Skills signposting 52 Appendix 6 The wider curriculum 53 Appendix 7 Funding 54

4 Level 2 Certificate for Legal Secretaries (7462-01)



1 About this document

This document contains the information that centres need to offer the following qualification:

Level 2 Certificate for Legal Secretaries City & Guilds qualification number 7462-01 QCA accreditation number 500/1744/5

This document includes details and guidance on:

• centre resource requirements • candidate entry requirements • information about links with, and progression to, other qualifications • qualification standards and specifications • assessment requirements


2 About the qualification 2.1 Aim of the qualification

This vocationally related qualification has been designed by the Institute of Legal Executives with City & Guilds to provide a national benchmark qualification for those working in a secretarial and administrative legal environment. It covers all the aspects of the skills and knowledge required by a candidate to carry out administrative and secretarial tasks within a legal environment. It aims to enhance the underpinning knowledge and understanding of the various requirements of those administrative tasks with a vocational and practical application of technical skills, administrative competence and communication skills. The Certificate is aimed at candidates who may already possess a basic knowledge and understanding of administration but not necessarily the skills required. They may have entered the employment sector; it is particularly relevant for those wanting to develop those skills within the legal sector. The Level 2 Certificate for Legal Secretaries assesses the knowledge and understanding of learners at Level 2 of the National Framework of Qualifications. It provides valuable accreditation of skills and/or knowledge for candidates not following the Business and Administration N/SVQ and Apprenticeship programmes, without requiring or proving occupational competence. The aims of this qualification are to:

• meet the needs of candidates who work or want to work as administrators/junior secretaries in the business and legal environments

• allow candidates to learn, develop and practise the skills required for employment and/or career progression in the legal sector

• contribute to the knowledge and understanding towards the related Level 2 N/SVQ in Business and Administration, whilst containing additional skills and knowledge which go beyond the scope of the National Occupational Standards. See the N/SVQ Relationship mapping in Appendix 3 for further details.

This qualification • is accredited as part of the NQF at Level 2 • is recognised by the Council for Administration (CfA) and QCA as a technical certificate for the

Apprenticeship in Business and Administration. Full details of the requirements of the Apprenticeship Framework for the Business and Administration Sector are available from: Name of SSB The CfA Address 6 Graphite Square, Vauxhall Walk, London SE11 5EE Telephone 020 7091 9620 Fax 020 7091 7340 e-mail [email protected] URL www.cfa.uk.com


2 About the qualification 2.2 The structure of the qualification

The Level 2 Certificate for Legal Secretaries will be awarded to successful candidates on completion of the required combinations of units. Candidates completing one or more units, rather than the full qualification, will receive a Certificate of Unit Credit (CUC). In order to achieve the Certificate candidates must successfully complete two mandatory units as shown within the two-year registration period. Additional qualifications are also available for candidates wishing to develop further skills and knowledge relevant to the legal sector, eg 7462-03 Level 2 Award in Legal Information Processing . Please see the progression diagram in Appendix 2 for more details.

QCA unit reference

City & Guilds unit number

Unit title Unit type

F/500/6755 Unit 1 Legal Word Processing Mandatory

J/500/6756 Unit 2 Working in the Legal Environment Mandatory


2 About the qualification 2.3 Relevant sources of information

Related publications ILEX and City & Guilds also provide the following documents specifically for this qualification:

Publication Available from

Assignment guide for assessors and candidates www.cityandguilds.com

Fast-track approval form www.cityandguilds.com

There are other City & Guilds documents which contain general information on City & Guilds qualifications:

• Providing City & Guilds qualifications – a guide to centre and qualification (scheme) approval: This document contains detailed information about the processes which must be followed and requirements which must be met for a centre to achieve ‘approved centre’ status, or to offer a particular qualification.

• Ensuring quality – This document contains updates on City & Guilds assessment and policy issues. • Centre toolkit – This document contains additional information on Providing City & Guilds

qualifications, in a CD-ROM, which links to the internet for access to the latest documents, reference materials and templates

• Directory of qualifications – This document contains details of general regulations, registration and certification procedures and fees. This information also appears on the Walled Garden, the online qualification administration service for City & Guilds approved centres. If there are any differences between the Directory of qualifications and this handbook, the Directory of qualifications contains the more up-to-date information.

For the latest updates on our publications and details of how to obtain them and other City & Guilds resources, please refer to the City & Guilds website.


City & Guilds websites Website Address Purpose and content

City & Guilds main website

www.cityandguilds.com This is the main website for finding out about City & Guilds qualifications. It contains qualification documentation and updates.

SmartScreen www.smartscreen.co.uk SmartScreen is the City & Guilds online learning support website. It gives registered subscribers access to qualification-specific support materials.

Walled Garden www.walled-garden.com The Walled Garden is a qualification administration portal for approved centres, enabling them to register candidates and claim certification online.

ILEX websites Website Address Purpose and content

ILEX main website

www.ilex.org.uk This is the main website for finding out about ILEX professional qualifications. It contains information on what a legal executive is and how to qualify.

ILEX Paralegal Programmes

www.ilexpp.co.uk The Paralegal Programmes website contains the syllabuses, sample assessments and centres that are offering the qualifications.


3 Candidate entry and progression

Candidate entry requirements There are no formal entry requirements for candidates undertaking this qualification. However, centres must ensure that candidates have the potential and opportunity to be successful in gaining their qualification. The nature of both the learning and assessment required for the qualification is such that candidates will need basic literacy and numeracy skills: ie the ability to read and interpret written tasks and to write answers in a legible and understandable form. Candidates will also need to be able to organise written information clearly and coherently with accurate spelling and grammar. In order to successfully complete the Legal Word Processing assessments for this qualification it is also recommended that candidates attain a keying-in speed of 40wpm. Please note that for funding purposes, candidates should not be entered for a qualification of the same type, content and level as that of a qualification they already hold. (Information on funding is provided in Appendix 7.)

Age restrictions and legal considerations There are no age limits attached to candidates undertaking the qualification unless this is a legal requirement of the process or the environment.

Progression The qualification provides knowledge and skills related to the N/SVQ Level 2 in Business and Administration. On completion of this qualification candidates may wish to progress into employment or to another City & Guilds/ILEX qualification. See Appendix 1 for a diagram of progression routes.


4 Centre requirements 4.1 Obtaining centre and qualification approval

Only approved organisations can offer City & Guilds qualifications. Organisations approved by City & Guilds are referred to as centres. Centres must meet a set of quality criteria including:

• provision of adequate resources, both physical and human • clear management information systems • effective assessment and quality assurance procedures including candidate support and reliable

recording systems. An organisation that has not previously offered City & Guilds qualifications must apply for approval to become a centre. This is known as the centre approval process (CAP). Centres also need approval to offer a specific qualification. This is known as the qualification approval process (QAP), (previously known as scheme approval). In order to offer this qualification, organisations which are not already City & Guilds centres must apply for centre and qualification approval at the same time. Existing City & Guilds centres will only need to apply for qualification approval for this particular qualification. Full details of the procedures and forms for applying for centre and qualification approval are given in Providing City & Guilds qualifications - a guide to centre and qualification (scheme) approval, which is available on the City & Guilds centre toolkit, or downloadable from the City & Guilds website. Regional / national offices will support new centres and appoint a Quality Systems Consultant to guide the centre through the approval process. They will also provide details of the fees applicable for approvals. Assessments must not be undertaken until qualification approval has been obtained. City & Guilds reserves the right to withdraw qualification or centre approval for reasons of debt, malpractice or non-compliance with City & Guilds’ policies, regulations, requirements, procedures and guidelines, or for any reason that may be detrimental to the maintenance of authentic, reliable and valid qualifications or that may prejudice the name of City & Guilds. Further details of the reasons for suspension and withdrawal of approval, procedures and timescales, are contained in Providing City & Guilds qualifications.

Fast track approval Centres approved to offer the Level 2 Certificate for Legal Secretaries (7461-12) may apply for approval for the new Level 2 Certificate for Legal Secretaries (7462-01) using the Fast Track Form available from the regional/national office or downloadable from the City & Guilds website. Centres may only use this form if they meet all of the approval criteria specified in the Fast Track Form and its guidance notes. Centres may use the Fast Track Form for 12 months from the introduction of the qualification.


4 Centre requirements 4.2 Resource requirements

Physical resources Centres must have access to sufficient IT equipment, software and audio equipment in the centre or workplace to ensure candidates have the opportunity to cover all of the practical activities.

Centre staff Centre staff must satisfy the requirements for occupational expertise for this qualification. These requirements are as follows:

• Staff should be technically competent in the areas for which they are delivering training and/ or should also have experience of providing training. This will be looked for at the approval stage and will be monitored by the external verification process.

• Assessors and tutors should have recent relevant experience in the specific area they will be assessing. Assessors need to have a greater level of experience and understanding than those they are assessing.

Assessor and verifier requirements While the Assessor/Verifier (A/V) units are valued as qualifications for centre staff, they are not currently a requirement for the qualification. Continuing professional development (CPD) Centres are expected to support their staff in ensuring that their knowledge of the occupational area and of best practice in delivery, mentoring, assessment and verification remains current, and takes account of any national or legislative developments.


4 Centre requirements 4.3 Registration and certification

Full details of City & Guilds’ administrative procedures for this qualification are provided in the Directory of qualifications, provided online to City & Guilds registered centres via the Walled Garden. This information includes details on:

• registration procedures • enrolment numbers • fees • entry for examinations • claiming certification. These details are also available in the Directory of qualifications. Centres should be aware of time constraints regarding the registration and certification periods for the qualification, as specified in the City & Guilds Directory of qualifications. Centres should follow all guidance carefully, particularly noting that fees, registration and certification end dates for the qualification are subject to change.


4 Centre requirements 4.4 Quality assurance

Internal quality assurance Approved centres must have effective quality assurance systems to ensure optimum delivery and assessment of qualifications. Quality assurance includes initial centre approval, qualification approval and the centre’s own internal procedures for monitoring quality. Centres are responsible for internal quality assurance, and City & Guilds is responsible for external quality assurance. National standards and rigorous quality assurance are maintained by the use of:

• City & Guilds/ILEX set and marked written examinations • City & Guilds/ILEX assignments, marked by the centre according to externally set marking criteria • internal (centre) quality assurance • City & Guilds external verification. To meet the quality assurance criteria for this qualification, the centre must ensure that the following internal roles are undertaken:

• quality assurance co-ordinator • assessor • internal verifier/moderator • examinations secretary • invigilator. Full details and guidance on the internal and external quality assurance requirements and procedures, are provided in Providing City & Guilds qualifications and in the Centre toolkit together with full details of the tasks, activities and responsibilities of quality assurance staff. In order to fully support candidates, centres are required to retain copies of candidates’ assessment records for three years after certification.


External quality assurance External verifiers are appointed by City & Guilds to approve centres, and to monitor the assessment and internal quality assurance carried out by centres. External verification is carried out to ensure that assessment is valid and reliable, and that there is good assessment practice in centres. To carry out their quality assurance role, external verifiers/moderators must have appropriate occupational and verifying knowledge and expertise. City & Guilds external verifiers attend training and development designed to keep them up-to-date, to facilitate standardisation between verifiers and to share good practice. External verifiers: The role of the external verifier is to:

• provide advice and support to centre staff • ensure the quality and consistency of assessments within and between centres by the use of

systematic sampling • regularly visit centres to ensure they continue to meet the centre and qualification approval criteria • provide feedback to centres and to City & Guilds. External quality assurance for the qualification will be provided by the usual City & Guilds external verification process. This includes the use of an electronically scannable report form which is designed to provide an objective risk analysis of individual centre assessment and verification practice. Further details of the role of external verifiers are given in Providing City & Guilds qualifications.


5 Course design and delivery

Recommended delivery strategies Centre staff should familiarise themselves with the structure, content and assessment requirements of the qualification before designing a course programme. In particular, staff should consider the skills and knowledge related to the national occupational standards. Provided that the requirements for the qualification are met, centres may design course programmes of study in any way that they feel best meets the needs and capabilities of their candidates. Centres may wish to include topics as part of the course programme, which will not be assessed through the qualification. Please note the following:

• Additional guidance is given in Unit 1 Legal Word Processing on the need to ensure that candidates are aware of health and safety and security requirements relating to the IT environment.

• There is no recommended delivery strategy for this qualification however it is beneficial to candidates not based in the workplace to be offered practical experience in a realistic office environment or a placement with a local company.

• Continuous internal assessment of candidates’ ability and knowledge and understanding throughout the delivery of the course programme could be covered by work based projects, case studies, work based products, evaluative and reflective reports etc.

• For information on ILEX coursebooks see section on Resources.

Relationship to other qualifications and the wider curriculum City & Guilds recommends centres address the wider curriculum, where appropriate, when designing and delivering the course. Centres should also consider links to the National Occupational Standards, Key/Core Skills and other related qualifications. The following relationship tables are provided to assist centres with the design and delivery of the qualification:

• Relationship to the N/SVQs can be found in Appendix 3. • Level 2 mapping to the CfA Business and Administration Technical Certificate requirements can be

found in Appendix 4. • Signposting Key Skills for the qualification can be found in Appendix 5 of this handbook. • Opportunities to address social, moral, spiritual and cultural issues during the delivery of the

qualification has been identified, and can be found in Appendix 6 of this handbook.

Health and safety The requirement to follow safe working practices is an integral part of all City & Guilds qualifications and assessments, and it is the responsibility of centres to ensure that all relevant health and safety requirements are in place before candidates start practical assessments. Should a candidate fail to follow health and safety practice and procedures during an assessment, the assessment must be stopped. The candidate should be informed that they have not reached the standard required to successfully pass the assessment and told the reason why. Candidates may retake the assessment at a later date, at the discretion of the centre. In case of any doubt, guidance should be sought from the external verifier.


Data protection and confidentiality Centres offering this qualification may need to provide City & Guilds with personal data for staff and candidates. Guidance on data protection and the obligations of City & Guilds and centres are explained in Providing City & Guilds qualifications.

Initial assessment and induction Centres will need to make an initial assessment of each candidate prior to the start of their programme to ensure they are entered for an appropriate type and level of qualification. The initial assessment should identify any specific training needs the candidate has, and the support and guidance they may require when working towards their qualification. City & Guilds recommends that centres provide an induction programme to ensure the candidate fully understands the requirements of the qualification they will work towards, their responsibilities as a candidate, and the responsibilities of the centre. It may be helpful to record the information on a learning contract. Further guidance about initial assessment and induction, as well as a learning contract that centres may use, are available in the Centre toolkit.

Equal opportunities It is a requirement of centre approval that centres have an equal opportunities policy (see Providing City & Guilds qualifications). The regulatory authorities require City & Guilds to monitor centres to ensure that equal opportunity policies are being followed. The City & Guilds equal opportunities policy is set out on the City & Guilds website, in Providing City & Guilds qualifications, in the Directory of qualifications, and is also available from the City & Guilds Customer Relations department. Access to qualifications on the National Qualifications Framework is open to all, irrespective of gender, race, creed, age or special needs. The centre co-ordinator should ensure that no candidate is subject to unfair discrimination on any ground in relation to access to assessment and the fairness of the assessment.


Access to assessment City & Guilds’ guidance and regulations on access to assessment are designed to facilitate access for assessments and qualifications for candidates who are eligible for adjustments to assessment arrangements. Access arrangements are designed to allow attainment to be demonstrated. For further information, please see Access to assessment and qualifications, available on the City & Guilds website.

Appeals Centres must have their own, auditable, appeals procedure that must be explained to candidates during their induction. Appeals must be fully documented by the quality assurance co-ordinator and made available to the external verifier or City & Guilds. Further information on appeals is given in Providing City & Guilds qualifications. There is also information on appeals for centres and learners on the City & Guilds website or available from the Customer Relations department.

Learning and support resources City & Guilds/ILEX will provide the following learning and support resources. See individual units for more details of resources that are unit specific.

Resource How to access

ILEX Level 2 Legal Secretaries coursebooks

An ILEX publications order form will need to completed and returned to ILEX. Available from www.ilexpp.co.uk or www.cityandguilds.com

CD-ROM This will automatically be provided with the ILEX coursebooks

Sample assessments Sample assignments and proof reading tests are available from www.cityandguilds.com or www.ilexpp.co.uk


6 Assessment 6.1 Summary of assessment requirements

For this qualification, candidates will be required to complete the following assessments:

Unit No. Title Assessment Method Where to obtain assessment materials

1 Legal Word Processing

Two assignments 7462-220 Text production 7462-221 Audio The assessments cover the practical activities and underpinning knowledge for all outcomes to verify coverage of the unit. Externally set assignments, locally marked and externally verified.

Assignment versions A, B and C will be available on the City & Guilds website www.cityandguilds.com A CD-ROM containing audio assessments and any other relevant material relating to the assignments will be dispatched upon registration.

2 Working in the Legal Environment

Assignment 7462-222 The assessment will sample the practical activities and underpinning knowledge for all outcomes to verify coverage of the unit. Externally set assignment, locally marked and externally verified.

Assignment versions A, B and C will be available on the City & Guilds website www.cityandguilds.com

Units 1-2 Proof reading test 7462-223 Externally set test, externally marked.

Dated exam, available in three series per year, November, February and May.


6 Assessment

Time constraints The following time constraints must be applied to the assessment of this qualification:

• Unit 1 Legal Word Processing – the two assignments must be completed under controlled timed conditions: 7462-220 Text Production – 2 hours 7462-221 Audio - 1.5 hours

• Unit 2 Working in the Legal Environment – the assignment (7462-222) can be delivered according to the centre’s individual programme of delivery eg task by task over a set teaching period, over a full term, or over the whole period of the course. However, it is anticipated that the assignment should take no longer than 6 hours (excluding research time), to complete. Centre staff should guide candidates to ensure excessive evidence gathering is avoided. Centres finding that assignments are taking longer, should contact the external verifier for guidance.

• 7462-223 - the external proof reading test is 45 minutes and must be conducted in accordance with City & Guilds Regulations on the conduct of exams. Candidates may re-sit the proof reading test as many times as there are exam series within the registration period.

• See specific guidance on opportunities to repeat tasks and re-sit assignments in the 7462-01/02 Assignment guide for assessors and candidates.

• Candidates who fail to achieve overall, will be allowed to re-register with City & Guilds.

Grading and marking Grading for this qualification is as follows:

• assignments are graded pass, merit, distinction

• the proof reading test is graded pass or fail

• for a full qualification certificate a grade of pass, merit, distinction will be awarded in accordance with the combination rules as set out in the 7462-01/02 Assignment guide for assessors and candidates

• for the Unit 1 assignments generic marking and grading criteria are provided in the 7462-01/02 Assignment guide for assessors and candidates

• for the Unit 2 assignment detailed marking and grading criteria are provided in the marking criteria section of each assignment.

Sample assessments Sample assignments and proof reading tests are available on the City & Guilds and ILEX websites, www.cityandguilds.com and www.ilexpp.co.uk .

Accreditation of prior experience and learning (APEL) Accreditation of Prior Learning (APL) and Accreditation of Prior Experience and Learning (APEL) are approaches used to recognise the contribution a person’s previous experience might contribute to a qualification. The Level 2 Certificate for Legal Secretaries recognises the skills and experience acquired either through previous qualification or experience gained through employment. Partial exemption from Unit 2 Working in the Legal Environment may be given where appropriate however, APL/APEL procedures will usually be undertaken by the approved centres on the authority of City & Guilds/ILEX. However, in such cases only a pass grade can be achieved.


Regulations for the conduct of examinations Regulations for the conduct of examinations for online and written examinations are given in Providing City & Guilds qualifications - a guide to centre and qualification (scheme) approval and in the Directory of qualifications. Centres should ensure they are familiar with all requirements prior to offering assessments.


6 Assessment

Test specifications The following is a summary test specification for the proof reading test. Paper title: Level 2 Certificate for Legal Secretaries – Proof reading test Paper number: 7462-223

Type of error Approx number

of marks

Approx

weighting

Spelling 30 60%

Punctuation 10 20%

Consistency

Grammatical

Presentation

10 20%

Totals 50 100%

NB: Final pass marks are determined after each exam date to take into account the performance of the question paper.


7 Units

Availability of units The units for this qualification follow.

Structure of units The units in this qualification are written in a standard format and comprise the following:

• title • unit reference • rationale • statement of guided learning hours – a GLH is defined as all times when a member of staff is present

to give specific guidance towards the learning aim being studied on a programme, eg lectures, tutorials, supervised study. It does not include time spent by staff in the day-to-day marking of assignments or homework where the learner is not present

• statement of notional learning hours - notional learning hours are broader than guided learning hours and can include all the estimated time a learner is expected to need to achieve the unit, eg own work and research, completing homework

• connections with other qualifications, eg N/SVQs, Key Skills • assessment details • learning outcomes in detail expressed as practical skills and/ or underpinning knowledge • notes for guidance.

The units in this qualification are: Unit 1 Legal Word Processing Unit 2 Working in the Legal Environment


Unit 1 Legal Word Processing

Rationale This aim of this unit is to enable the candidate to develop the knowledge and skills to accurately produce documentation appropriate for the legal and business environments. The candidate will become familiar with word processing techniques, audio typing conventions, legal document layouts and legal terminology. Learning outcomes There are two outcomes to this unit. The candidate will be able to:

• use word processing software and audio equipment to create and amend business documents

• use audio and word processing skills to produce legal documentation Guided learning hours It is recommended that 200 hours should be allocated for this unit. This may be on a full or part-time basis. Notional learning hours A total of 250 hours is recommended for this unit. This may be on a full or part-time basis. Connections with other qualifications This unit contributes towards the knowledge and understanding required for the following qualifications:

• N/SVQs

• Level 2 N/SVQ in Business and Administration 201, 203, 209, 210, 214, 221, 223, 224

• Level 2 N/SVQ for IT Users (ITQ) 208 Word processing software 2

• See detailed mapping to the CfA Business Administration Technical Certificate in Appendix 4.

Key Skills This unit contributes towards the Key Skills in the following areas:

• Information Technology

• Communication Assessment and grading This unit will be assessed by:

• two externally set, time constrained assignments, graded pass, merit, distinction covering the practical skills and the underpinning knowledge to verify coverage of the unit. The assignments will be internally assessed by centres.

• a proof reading test which is externally set and marked, graded pass/fail. • a CD-ROM containing the relevant audio assessment will be despatched upon registration by

City & Guilds/ILEX. Any other word processing text to be recalled for assignment completion will be made available on the City & Guilds website.


Unit 1 Legal Word Processing Outcome 1 use word processing software and audio equipment to

create and amend business documents

Practical skills The candidate will be able to: 1 log onto system 2 access word processing software 3 create new documents to a given house style (see separate Assignment guide) eg:

• letters • memos • notices • information sheets

4 format new and existing documents: • create and amend headers and footers • adjust page setup – orientation, margins, line spacing and justification • insert manual and automatic page numbering

5 copy type from manuscript and printed text 6 use text editing functions through the use of the keyboard and/or mouse:

• delete • insert • cut • copy • move • paste

7 use text format as required through the application of font attributes: • bold • italics • underline • font size • font style • small capitals • centring

8 insert dates and references where appropriate 9 create and format tables:

• insert, delete and adjust columns, rows and cells • apply shading and borders • hide or highlight gridlines • align cell content ie left, right, centre, decimalisation

10 select and insert symbols: • currency • copyright © • @ • accents (language) • arithmetic

11 insert and delete page breaks 12 apply automatic or manual numbering to paragraphs to a maximum of two levels


13 adjust paragraph styles using: • text alignment • bullets • line spacing • tabulation ie right, left, centre, decimal • indentation ie block, hanging

14 use search and replace functions as required 15 create basic document templates with insertion points 16 select standard clauses or phrases and insert into a template 17 follow written instructions and interpret amendment and correction signs (see Appendix 1) 18 use spell checking, grammar and thesaurus facilities to check and maintain accuracy 19 identify and correct legal terminology 20 identify and expand general and legal abbreviations (see Appendix 1) 21 correctly route originals/copies/printouts as required 22 transcribe documents using audio and/or digital equipment 23 follow, interpret and implement audio conventions and instructions 24 produce documents within specific time limits 25 select page orientation ie portrait and landscape 26 name, save and print documents. Underpinning knowledge The candidate will be able to: 1 identify short cut keys 2 identify and correct spelling, grammar, punctuation, presentation and consistency errors including

legal terminology (see Appendix 1).


Unit 1 Legal Word Processing Outcome 2 use audio and word processing skills to produce legal

documentation

Practical skills The candidate will be able to: 1 identify and use appropriate layouts to create and amend different legal documents eg:

• backsheet • frontsheet • brief to counsel • statements • deeds (eg lease, change of name, deed of gift) • basic Wills including codicils • affidavit • estate accounts • particulars of claim • file and attendance notes

2 present attestation clauses and jurats appropriately 3 correctly display concluding and signatory clauses 4 name, save and print draft and final copies of legal documents.


Unit 1 Legal Word Processing Notes for guidance

Notes for guidance

• It is recommended that candidates have a minimum keying-in speed of 40wpm to enable them to complete this unit and the related assessments.

• Tutors should encourage candidates to acquire touch typing skills using a QWERTY keyboard to achieve maximum accuracy and speed.

• Whilst not part of the assessment candidates should be able to organise and maintain a file structure ie create, name, rename, copy, delete folders and subfolders.

• Whilst not part of the formal assessment, candidates should be made aware of the health and safety and security issues related to working with word processors and audio equipment:

o risks caused by trailing cables, personal belongings, drinks/food o possible effects of using computers such as eye strain, bad posture, repetitive strain injury

(RSI) o factors that contribute to a good working environment including positioning of equipment,

regular breaks, appropriate ventilation, heating, lighting o understand the importance of maintaining security and confidentiality of information o follow operating, safety and maintenance procedures observing health and safety

regulations at all times. • Although not included in the learning outcomes for this unit, it is recommended that candidates are

shown how to complete specialist forms used within the legal environment eg local authority search, transfer of whole / article of association, bankruptcy, divorce petition. Form software is available on a CD-ROM as part of the ILEX coursebook.

Resources For this unit the likely resources required are as follows:

• ILEX Level 2 Legal word processing coursebook • sample assignments and proof reading tests.


Unit 2 Working in the Legal Environment

Rationale This aim of this unit is to enable the candidate to develop the knowledge and skills to understand and operate in different organisational structures and be aware of how relevant legislation, regulations and procedures apply to the legal and business environments. The candidate will also develop an understanding of working relationships, effective communication skills and internal and external customer service. Learning outcomes There are six outcomes to this unit. The candidate will be able to:

• explain the different organisational structures that exist within different businesses including legal offices

• identify the different branches of the legal profession and explain the roles of key personnel within a legal office

• explain the role and responsibilities of the legal secretary

• describe the relevant legislation, policies and procedures that apply to the business environment

• plan and prioritise own workload and describe the benefits of effective team working

• describe the importance of establishing and maintaining effective customer relationships Guided learning hours It is recommended that 150 hours should be allocated for this unit. This may be on a full time or part time basis. Notional learning hours A total of 200 hours is recommended for this unit. This may be on a full or part-time basis. Connections with other qualifications This unit contributes towards the knowledge and understanding required for the following qualifications: N/SVQs

• Level 2 N/SVQ in Business and Administration 110, 201, 202, 203, 204, 206, 209, 210, 212, 213, 214, 219, 220, 221, 222, 223, 224, 225

• See detailed mapping to the CfA Business Administration Technical Certificate in Appendix 3. Key Skills This unit contributes towards the Key Skills in the following areas:

• Communication • Application of Number Assessment and grading This unit will be assessed by:

• one externally set assignment (graded pass, merit, distinction) sampling the practical skills and the underpinning knowledge to verify coverage of the unit. The assignment will be internally assessed by centres.


Unit 2 Working in the Legal Environment Outcome 1 explain the different organisational structures that

exist within different businesses including legal offices

Practical skills The candidate will be able to: 1 describe the different types of organisational structure that exist ie flat or bureaucratic 2 research the structure of a legal office including span of control and functional structure. Underpinning knowledge The candidate will be able to: 1 describe the basic differences between the different organisation types eg:

• specialisation of roles • authority levels • span of control

2 explain the structure of a legal office consisting of two or more departments and the inter-relationships involved.


Unit 2 Working in the Legal Environment Outcome 2 identify the different branches of the legal profession

and explain the roles of key personnel within a legal office

Practical skills The candidate will be able to: 1 identify and research the different branches of the legal profession ie:

• judiciary • barristers • solicitors • legal executives

2 produce an organisational chart to show the individual roles of different personnel including paralegals and support staff

3 describe the main aspects of work carried out by the different levels of staff within a legal office ie: • solicitors • legal executives • paralegals • legal secretaries • office services support staff eg reception, post room, reprographics, filing.

Underpinning knowledge The candidate will be able to: 1 identify and describe the different departments found in a legal office and the general type of work

typically undertaken within these eg: conveyancing, probate, criminal litigation, civil litigation, commercial, corporate, family

2 identify the main roles and responsibilities of individuals at departmental level within a legal office 3 explain the different qualification routes to become a barrister, solicitor or legal executive.


Unit 2 Working in the Legal Environment Outcome 3 explain the role and responsibilities of the legal

secretary

Practical skills The candidate will be able to: 1 produce documentation including drafts of routine business correspondence eg letters, memos,

legal documents, reports 2 use appropriate styles and layouts for business correspondence 3 describe how general office equipment is maintained in the legal environment eg photocopier, fax

machine, telephone equipment, audio/digital equipment, IT equipment including printers and scanners

4 identify different types of media storage devices eg floppy disks, hard drive, CD-Rom, memory stick 5 describe the features and facilities of a modern photocopier and how they can be used eg enlarge,

reduce, double sided, stapling, collating etc 6 identify ways of minimising office waste eg photocopying double–sided, ensuring originals are clean

etc 7 describe different filing methods, manual eg lateral and vertical, and electronic eg directories, sub-

directories, folders 8 select and use appropriate filing classification systems ie alphabetical, numerical, chronological,

alpha-numerical, geographical 9 identify ways of cross-referencing files 10 describe procedures for receiving, sorting and distributing incoming mail 11 describe procedures for outgoing mail 12 identify and select different postal methods ie DX system, standard postal services, special delivery,

couriers 13 perform simple calculations 14 identify and use different methods of communication as appropriate eg telephone, letters, memos,

reports, fax, e-mail 15 identify policies and procedures for effective communication eg house-style guidance, data

protection and confidentiality policies, rules and regulations for making and receiving telephone calls, sending and receiving e-mails

16 describe appropriate techniques that can be used to communicate effectively within the office: • verbal: pre-preparation; employing active listening skills; tone of voice; confirming understanding

of key points; recording full details of messages • non-verbal: use of clear, simple language; style and tone; accuracy of information; following

house-style guidance; use of business conventions eg complimentary close; significance of body language; dress codes.

Underpinning knowledge The candidate will be able to: 1 identify different internal and external information systems, eg intranet, organisational polices and

procedures, staff handbooks, databases, telephone directories, DX directory, internet 2 describe the advantages and disadvantages of using manual and electronic information systems 3 describe the general principles of case management software 4 explain the importance of maintaining confidentiality and security of information 5 describe the basic requirements of copyright legislation in relation to the copying of documents 6 describe procedures for maintaining paper-based and electronic information systems including

storage and retrieval ie file retention policy, archiving 7 compare the advantages and disadvantages of different postal methods


8 explain the advantages and disadvantages of using different communication systems eg telephone, fax, e-mail

9 describe the advantages and disadvantages of different communication methods eg formal, informal, one-way, two-way, including benefits to staff and to organisation

10 describe the different channels of internal communication and explain the purpose of each eg meetings, staff notices, one to ones

11 identify and explain the barriers to effective communication (verbal and non-verbal) and state how they can be overcome.


Unit 2 Working in the Legal Environment Outcome 4 identify and describe the relevant legislation, policies

and procedures that apply to the business environment

Practical skills The candidate will be able to: 1 identify current legislation in terms of health, safety and welfare of employees and visitors 2 describe the role of the first-aider and/or appointed person in the organisation 3 identify potential hazards and risks in a given work area 4 identify current legislation in terms of data protection and apply to organisational policies and

procedures. Underpinning knowledge The candidate will be able to: 1 explain how a healthy and safe working environment affects personal rights and responsibilities

including the use of display screen equipment 2 explain how a healthy and safe working environment affects the organisation 3 describe the importance of maintaining safety, security and confidentiality when dealing with

customer and organisation information 4 identify the main points included in a written contract of employment and its importance 5 describe the importance of an organisation’s rules and regulations (staff handbook) eg grievance

procedures, disciplinary procedures 6 identify external sources of information on current legislation eg internet, trade unions, trade

journals, professional bodies, library.


Unit 2 Working in the Legal Environment Outcome 5 plan and prioritise own workload and describe the

benefits of effective team working

Practical skills The candidate will be able to: 1 identify techniques to manage own workload eg diaries, timesheets, planners, to do lists, schedules 2 organise and prioritise given tasks 3 identify and describe circumstances in which deadlines cannot be met 4 describe the importance of creating and maintaining effective working relationships with others 5 describe key considerations for effective communication within a team:

• the scope of communication • types of channel • methods (speech, written, signs, action, silence, non-verbal, general behaviour and attitudes).

Underpinning knowledge The candidate will be able to: 1 state the importance of gaining full information in order to complete work 2 explain how to prioritise and the importance of deadlines 3 explain how to maintain a manageable workload in order to maximise the use of own time eg

prioritisation, team working, identifying aids to managing workload 4 describe the importance of effective communication when working with others.


Unit 2 Working in the Legal Environment Outcome 6 describe the importance of establishing and

maintaining effective customer relationships

Practical skills The candidate will be able to: 1 describe the role of the individual in establishing effective customer/client relationships including

limits of authority 2 illustrate ways of creating a positive and professional image 3 describe procedures for dealing with client complaints. Underpinning knowledge The candidate will be able to: 1 identify different types of internal and external customers 2 explain the importance of establishing and maintaining effective customer/client relationships eg:

• customer focused business • organisational benefits • increased customer satisfaction • improving image and reputation of organisation • reduction in complaints • individual satisfaction (greater enjoyment, greater job security, better promotion prospects)

3 explain how an individual can contribute to meeting customer expectations eg: • interacting effectively with customers and clients • using appropriate verbal and non-verbal communication skills • using questioning and listening skills • identifying potential communication problems and solutions

4 describe the ways in which an organisation can create and maintain effective customer/client relationships eg: • mission statements/customer charters • style of written and verbal communications • customer satisfaction surveys (feedback) • quality management systems eg Investors in People, Lexcel, ISO.


Unit 2 Working in the Legal Environment Notes for guidance

Resources For this unit the likely resources required will be:

• information on business structures • examples of different types of business structures eg bureaucratic • examples of different types of legal organisational structures/practices of various sizes • examples of organisational and departmental charts • examples of workflow charts • information on current Health and Safety legislation: The Health and Safety at Work Act 1974; The

Electricity at Work Regulations 1989; The Health and Safety (Display Screen Equipment) Regulations 1992, RIDDOR Regulations 1995; The Control of Substances Hazardous to Health Regulations 2002 (COSHH); The Management of Health and Safety at Work Regulations 1999; The Workplace (Health, Safety and Welfare) Regulations 1992

• sample risk assessments • Data Protection Act 1998 • Copyright, Designs and Patents Act 1988 and intellectual property rights legislation • Freedom of Information Act 2000 • Human Rights Act 1998 • ACAS Codes of Practice • organisational policies and procedures (including issues of confidentiality) • Operating/instruction manuals for using equipment • job descriptions • examples of contracts of employment • staff handbooks • time management tools and systems • examples of organisational ‘house-styles’ and template documents • notes on methods of, and barriers to, communication • examples of verbal and non-verbal communication • examples of different types, layout and content of reports • examples of customer service and quality systems • lists of external sources of information (eg HSE, ACAS) • internet access • a safe working environment • ILEX Level 2 coursebook • sample assignments. Delivery strategies The content of this unit can be delivered in various ways and the following delivery strategies can be considered:

• in the workplace with the candidate receiving the relevant experience in working within their organisation with the course content being taught at an appropriate in-house or external facility

• in a college or training establishment where the candidate is being taught the course content and offered practical experience in a realistic office environment or a placement with a local company.


Continuous internal assessment of the candidate’s ability and knowledge and understanding throughout the delivery of the programme could be covered by:

• work based projects • case studies • products and outcomes of work • written questioning • evaluative and reflective reports.


Appendix 1 Abbreviations, spelling, amendment and correction signs

Abbreviations

You should be able to expand the following abbreviations and spell the word accurately:

abbreviation spelling abbreviation spelling abbreviation spelling

a/c(s) account(s) immed immediate(ly) rec receipt(s)

AOB any other business info information recd received

appt(s) appointment(s) jnr junior ref(s) references(s)

approx approximate(ly) mfr(s) manufacturer(s) sec(s) secretary(ies)

asap as soon as possible misc miscellaneous snr senior

cat(s) catalogue(s) necy necessary sig(s) signature(s)

co(s) company(ies) opp(s) opportunity(ies) temp temporary

dept(s) department(s) org organisation wd would

dr dear poss possible yr(s) year(s)

gntee(s) guarantee(s) mfr(s) manufacturer(s) yr(s) your(s)

days of the week: eg Thurs, Fri

months of the year: eg Jan Feb

words in addresses: eg Rd St Ave Dr Sq Cresc Pl Pk

complimentary closes: eg ffly sincly

You should be able to spell the following words: and their derivations: eg plurals, -ed, -ing, -ment, -tion, -ly, -able, -ible

access apparent colleague expense permanent separate

accommodate appreciate committee experience receipt success

achieve believe correspondence financial receive sufficient

acknowledge business definite foreign recommend temporary

advertisement cancel develop government responsible through

although client discuss inconvenient satisfactory unfortunate

You should be able to distinguish between words that are often confused eg

affect / effect are / our complement / compliment dependant / dependent

enquiry / inquiry ensure / insure licence / license practice / practise

principle / principal stationary / stationery to / too their / there

and identify how to use the apostrophe for omission and possession eg

it is –it’s not true it has – it’s happened twice you/we/they are – you’re/we’re/they’re welcome they/we have – they’ve/we’ve arrived early

it – the dog wagged its tail singular noun – the girl’s dogs plural noun – the girls’ dogs plural noun that doesn’t end in ‘s’ – the men’s hats


Legal abbreviations

You should be able to expand the following abbreviations and spell the word accurately:

abbreviation spelling abbreviation spelling abbreviation spelling

actn(s) action(s) ct(s) court(s) partics particulars

afft(s) affidavit(s) covt(s) covenant(s) pchs(r) purchase(r)

agmt(s) agreement(s) decln(s) declaration(s) ppty property

atty attorney doc(s) document(s) pty party

benefl beneficial dft(s) draft(s) pceedg(s) proceeding(s)

clt(s) client(s) est estate sched schedule

codl(s) codicil(s) freehd(s) freehold(s) solr(s) solicitor(s)

conson consideration insolvt(cy) insolvent(cy) staty statutory

contt(s) contract(s) instron(s) instruction(s) smns summons

convce(s) conveyance(s) ct(s) court(s) tency tenancy

(co-)resp (co)-respondent judgt(s) judgment(s)

You should retain commonly used abbreviations:

etc eg ie NB PS v

All ER QC Plc Ltd & (retain only in company names) F.Inst.L.Ex.

You should be able to spell the following words: and their derivations: eg plurals, -ant, -ary, -cy, -ed, -ee, -hold, -ing, -ment, -of, -or, -tion, -trix

administrator bankrupt guarantee mortgage transfer witness

appoint defence herein testament vendor

assign executor lease thereafter whereas

You should know when to use the spelling judgment (as in a case) rather than judgement

Amendment and correction signs

New paragraph or close up

run on leave a space

insertion (with word above or balloon with arrow)

or

move to the right

transpose horizontally or balloon with arrow

or move to the left

transpose vertically

Let it stand (stet)

- - - - - in margin

upper case ie capital letter(s) u/c underscore ie underline u/s

Delete lower case l/c


Punctuation

Punctuation marks used may include:

Colon : full stop .

semi-colon ; question mark ?

hyphen (no space either side) - exclamation mark !

dash (one space either side) - brackets ( )

apostrophe ’ asterisk *

inverted commas “ ” oblique or solidus /

Comma , ampersand &


Appendix 2 Progression diagram Legal Secretaries progression routes

Occupational Relevant NQF Roles Qualifications Level ILEX Professional Higher Diploma in Law 6 ILM N/SVQ in Management 5 ILM Leadership VRQs Office manager ILM N/SVQ in Management 4404 N/SVQ in Business and Administration 4 4543 N/SVQ in Customer Service Team leader ILM N/SVQ in Management Supervisor ILM First Line Management VRQs Senior secretary/PA ILM Leadership VRQs Administrator IL EX Professional Diploma in Law 4404 N/SVQ in Business and Administration 4543 N/SVQ in Customer Service 3 4410 Certificates in Business Support Skills 7266 e-Quals07 VRQs 7461 Diploma in Vocational Paralegal Studies 7462 Diploma for Legal Secretaries

7462 Legal Information Processing Receptionist ILM N/SVQ in Team Leading Secretary ILM Team Leading VRQs Administrator 4404 N/SVQ in Business and Administration 4543 N/SVQ in Customer Service 4410 Certificates in Business Support Skills 2 7266 e-Quals07 VRQs 7461 Certificate in Vocational Paralegal Studies 7462 Certificate for Legal Secretaries 7462 Legal Information Processing Junior secretary 4404 N/SVQ in Business and Administration Administration Assistant 4543 N/SVQ in Customer Service 7266 e-Quals07 VRQs Single Subjects: 8952 Audio Transcription 8954 Business Studies 1 8956 Computerised Accounts 8965 Office Procedures 8980 Shorthand Speed

E N T R A N T S

W I T H

P R I O R

E X P E R I E N C E

&

Q U A L I F I C A T I O N S

ENTRY LEVEL


Appendix 3 Connections to N/SVQs and other qualifications

City & Guilds has identified the connections to linked N/SVQs and other qualifications. This mapping is provided as guidance and suggests areas of overlap and commonality between the qualifications. It does not imply that candidates completing units in one qualification are automatically covering all of the content of the qualifications listed in the mapping. Centres are responsible for checking the different requirements of all qualifications they are delivering and ensuring that candidates meet requirements of all units/qualifications. For example, a qualification may provide knowledge towards an N/SVQ, but centres are responsible for ensuring that the candidate has met all of the knowledge requirements specified in the N/SVQ standards. This qualification has connections to the Level 2 N/SVQ in Business and Administration. Relationship between the Vocational Qualification and Level 2 N/SVQ in Business and Administration

City & Guilds/ILEX Level 2 Certificate for Legal Secretaries Unit Number/Title

City & Guilds Level 2 N/SVQ in Business and Administration (4404) Related units

1 Legal Word Processing 201, 203, 209, 210, 214, 221, 223, 224

2 Working in the Legal Environment 110, 201, 202, 203, 204, 206, 209, 210, 212, 213, 214, 219, 220, 221, 222, 223, 224, 225


Appendix 4 Technical Certificate Mapping to the Level 2 N/SVQ in Business and Administration Work Skills

The Level 2 City & Guilds/ILEX Certificate for Legal Secretaries assesses the following knowledge and understanding

Level 2 Unit source and teaching opportunity to combine outcomes

Progression (APL from Level 1 N/SVQ to Level 2 N/SVQ)

Progression (APL into Level 3 N/SVQ)

Key Skills Opportunities from N/SVQ unit

GLH Approx weighting

Health and Safety

Safe working with people and equipment: ERR Target 1

2.4 Yes Yes

Safe working with people and equipment: ERR Target 2

2.4 Yes Yes

(201) Responsibilities at work To Unit 301 Com 2.1a, 2.1b, 2.2, 2.3 AON 1.1

25 25%

Importance of effective communication 2.3, 2.5, 2.6 Yes

Handling information: clarifying, locating, selecting

1.1, 1.2, 2.3, 2.5 Yes

Presenting information: structuring 1.1, 1.2, 2.3 Yes

Techniques for planning work 1.1, 1.2, 2.3, 2.5 Yes

Techniques for monitoring work 2.5 Yes

Purpose of guidelines: procedures 2.3, 2.4 Yes

(202) Working in a business environment To Unit 302 Com 3.1a 25 25%

Different sectors in business and administration 2.1 Yes

Personal responsibilities: individual role in an organisational structure

2.1, 2.2 Yes

Personal responsibilities: impact of procedures, systems, regulations, legislation on work

2.3, 2.4 Yes








Personal responsibilities: security, types and role of guidelines in organisations

2.3, 2.4 Yes

(203) Customer relations To unit 305 Com 2.1a 25 25%

Techniques: identification, confirmation, agreeing timescales and standards

2.5

(204) Diary systems Application of Unit 105 Common Unit 25 25%

Purpose and types of systems: appropriateness 2.5

Information needed 2.5

Prioritisation: importance and techniques 2.5

Techniques for communication and security 2.5 (communication only) 2.3 (confidentiality)

(205) Organising travel and accommodation Application of Unit 105 Common Unit Com 2.1a, 2.3 AON 1.1, 1.2, 1.3 ICT 2.1, 2.2, 2.3

25 25%

Types, sources of information, role of procedures

Not specifically covered in the certificate

Information needed Not specifically covered in the certificate

Problems, techniques to resolve Not specifically covered in the certificate

Purposes of records and evaluation Not specifically covered in the certificate

(206) Dealing with visitors Com 2.1a 25 25%

Importance and role of receptionist Not specifically covered in the certificate but may be covered in 2.2 under support staff

Yes

Types of visitors and needs Not specifically covered in the certificate but may be covered in 2.6

Yes








Purpose of communication and security when dealing with visitors

2.4 (security) 2.6 (communication)

(207) Process financial information (208) Operate credit control procedures

Application of unit 105 25 25%

Sources of financial information Not specifically covered

Types and role of procedures: for customers, limits to authority

Not specifically covered

Importance of security, data protection Covered in general terms in 2.3

(209) Store, retrieve and archive information

To unit 308 ICT 2.1, 2.3 25 25%

Information systems and their main systems 2.1, 2.2, 2.3 Yes

Techniques for processing, retrieving and archiving information

2.3 Processing and retrieving - 2.1, 2.2

Importance of security and confidentiality of information

2.3, 2.4

(210) Research and report information Application of unit 105 To units 309, 312

Com 2.1b, .2.2, 2.3 Com 3.1b, 3.2, 3.3 AON 1.1, 2.1 ICT 2.1, 2.2, 2.3

25 25%

Techniques for finding information 1.1

Types of information and sources 1.2, 2.3

Good practice in presenting information, appropriateness of formats

1.1, 1.2, 2.3








(211) Organise and support meetings Application of unit 105

To unit 313 Com 2.1a, 2.1b, 3.1a AON 1.1, 1.2, 2.1 ICT 2.1, 2.2, 2.3

25 25%

Types of meetings Not specifically covered

Techniques for setting up meetings Not specifically covered

Types of information needed: set up, at meeting, after meeting

Not specifically covered

Purpose of records: content, accuracy Not specifically covered although may be covered in 1.2

(212) Use IT systems Common Unit 15 15%

Common types of hardware and storage media 2.3

Risks and hazards: to self, to others, guidelines and regulations, minimising

2.4

Potential risks to data: people, hardware and software

2.3, 2.4

External risks Not specifically covered

Sources of information and advice 2.4

(213) IT to exchange information Common Unit 15 15%

Purposes of email 2.3 Yes

Resources and limitations Not specifically covered although may be covered in 2.3

Yes

Principles for dealing with: unknown senders, unwanted mail, viruses

Not specifically covered although may be covered in 2.3

Yes

Security 2.3, 2.4

Laws and guidelines 2.4 Yes








(214 – 218) Using software 216-218 Common units

To units 314 and 315

ICT 2.1, 2.2, 2.3

15 15%

Types of software and their suitability for purpose: type of information

1.1, 1.2, 2.3 Yes

User needs: agreeing, clarifying 2.5 Yes

Importance of file management: creating, handling, organising, saving

1.1, 1.2, 2.3 Yes

Importance of accuracy: techniques 1.1 Yes

(219) Use a telephone systems 10 10%

Types of telephone system 2.3 Yes

Purpose of procedures 2.3 Yes

Information handling: before call, from call, transferring calls, to callers

2.3

Importance of security 2.3 Yes

(220) Operate office equipment 10 10%

Different types and their suitability for purpose 2.3 Yes

Purpose of instructions: efficiency, faults, safety 2.3 Yes

Principles of handling equipment: managing waste, cleanliness, other users

2.3 Yes

(221 – 224) Producing text and documents Application of unit 105 To unit 318

ICT 2.2, 2.3 10 10%

Different types of documents and sources 1.1, 1.2, 2.3

Importance of agreeing: purpose, format, quality standards, deadlines

1.1








Importance of safe storage of text 1.1, 2.3

Importance of security and data protection 2.3

Reasons for high quality, attractive documents 1.1, 1.2


Personal Skills







Health and Safety 10 10%

Employees’ legal responsibilities (HASAWA) 2.4 Yes Yes

Scope and limits of personal responsibilities 2.4 Yes Yes

Maintaining own and others’ health and safety 2.4 Yes Yes

(201) Responsibilities at work To unit 301 Com 2.1a, 2.1b, 2.2, 2.3 AON 1.1

25 25%

Techniques for communicating with others 2.3, 2.5 Yes

Techniques for personal development Not specifically covered Yes

Importance of personal behaviour: setting and maintaining standards, challenges

2.5 Yes

Importance of personal behaviour: working with others

2.5 Yes

(202) Working in a business environment To unit 302 Com 2.1a 3.1a

25 25%

Rights, responsibilities and legislation: ERR Target 1

2.4 and possibly 2.3 Yes

Purpose of contracts and personnel procedures: ERR Target 2


Sources for dealing with grievance and discrimination: ERR Target 2


Respecting other people Not specifically covered but could be possibly covered in 2.4 and 2.5








Sources of employment rights information: ERR Target 3

2.4 Yes

Role of business and administration within the industry: ERR Target 4

Organisation chart covered in 2.2. Other aspects of this are likely to be covered in 2.2 and 2.3

Typical career pathways and sources of career information ERR Target 5 and 7

2.2

Main types of representative bodies and role : ERR Target 6


Purpose of principles and codes of practice within the sector: ERR Target 8


(225) Work effectively with other people To units 319, 320, 321

Com 2.1a, 2.1b, 3.1a

25 25%

Value of working with others 2.5 Yes

Communication: purposes 2.5 Yes

Value of team work Not specifically covered although may be covered in 2.5

Importance of respect for others Not specifically covered although may be covered in 2.5

Yes

Role of developing teams Not specifically covered although may be covered in 2.5

(203) Customer relations To unit 305 Com 2.1a 15 15%

Customers (internal/external) 2.6

Importance of building effective, efficient customer service and employees’ role in developing, role of standards

2.6

Principles of dealing with problems and complaints; role of procedures

2.6


Appendix 5 Key Skills signposting

The qualification provides opportunities to gather evidence for the accreditation of Key Skills as shown in the table below. However, to gain Key Skills certification the Key Skills would need to be taken as additional qualification.

Unit number/ and title

Information Technology

Communication Application of Number


IT1.1, IT1.2, IT2.1, IT2.2

C1.2, C1.3, C2.3


C1, C2.2, C2.3

N1


Appendix 6 The wider curriculum

Candidates taking this qualification may also have the opportunity to cover the following aspects of the wider curriculum. Identification of opportunities for evidence generation of moral, ethical, spiritual, European dimension, Environmental education and Health and Safety

Unit No and Title

Spiritual, moral, ethical, social and cultural

European development

Environmental education

Health and safety




Appendix 7 Funding

This qualification is accredited and included on the National Qualifications Framework, and is therefore eligible for funding. City & Guilds does not provide details on funding as this may vary between regions. Centres should contact the appropriate funding body to check eligibility for funding and any regional/national arrangements which may apply to the centre or candidates. For funding regulatory purposes, candidates should not be entered for a qualification of the same type, level and content as that of a qualification they already hold. Please see the table below for where to find out more about the funding arrangements for this and other City & Guilds/ILEX qualifications.

Nation Who to contact For higher level qualifications

England The Learning and Skills Council (LSC) is responsible for funding and planning education and training for over 16-year-olds. Each year the LSC publishes guidance on funding methodology and rates. There is separate guidance for further education and work-based learning. Further information on funding is available on the Learning and Skills Council website at www.lsc.gov.uk and, for funding for a specific qualification, on the Learning Aim Database http://providers.lsc.gov.uk/lad.

Contact the Higher Education Funding Council for England at www.hefce.ac.uk.

Scotland Colleges should contact the Scottish Further Education Funding Council, at www.sfc.co.uk. Training providers should contact Scottish Enterprise at www.scottish-enterprise.com or one of the Local Enterprise Companies.

Contact the Scottish Higher Education Funding Council at www.shefc.ac.uk.

Wales Centres should contact the Department for Education, Lifelong Learning and Skills http://new.wales.gov.uk.

For higher level qualifications, centres should contact the Higher Education Funding Council for Wales at www.hefcw.ac.uk.

Northern Ireland

Please contact the Department for Employment and Learning at www.delni.gov.uk.


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Level 2 Certificate for Legal Secretaries (7462-01)