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YMCA Level 1 Award in Business Administration (601/6906/0) YMCA Level 1 Certificate in Business Administration (601/6716/6)

YMCA Level 1 Award in Business Administration (601/6906/0 ...€¦ · The YMCA Level 1 Award in Business Administration and the YMCA Level 1 Certificate in Business Administration

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YMCA Level 1 Award in Business

Administration (601/6906/0)

YMCA Level 1 Certificate in Business

Administration (601/6716/6)

2

YMCA Awards

112 Great Russell Street

London

WC1B 3NQ

020 7343 1800

www.ymcaawards.co.uk

YMCA Level 1 Award in Business

Administration

YMCA Level 1 Certificate in Business

Administration

Qualification Specification

Qualification number: 601/6906/0

Operation start date: 1st August 2015

3

Contents

Introduction ............................................................................................................................................ 7

About YMCA Awards ........................................................................................................................... 7

Qualification overview ........................................................................................................................ 7

Qualification aim ............................................................................................................................. 7

Target group and age range ............................................................................................................ 8

Qualification structure .................................................................................................................... 8

Total Qualification Time (TQT) ........................................................................................................ 9

Guided Learning Hours (GLH) ......................................................................................................... 9

Recommended Guided Learning Hours – our ongoing review ....................................................... 9

Entry requirements ....................................................................................................................... 10

Opportunities for progression ...................................................................................................... 10

Mapping to standards ................................................................................................................... 10

Centre approval ............................................................................................................................ 10

Qualification approval ................................................................................................................... 10

Tutor, assessor and IQA approval requirements .......................................................................... 10

Registration ................................................................................................................................... 10

Qualification availability ................................................................................................................ 10

Reasonable adjustments and special considerations ................................................................... 10

Enquires and appeals procedures ................................................................................................. 10

Assessment and quality assurance ................................................................................................... 11

How the qualification is assessed ................................................................................................. 11

Internal assessment ...................................................................................................................... 11

External assessment ...................................................................................................................... 12

Assessors ....................................................................................................................................... 12

Internal and external quality assurance ....................................................................................... 12

Qualification content ........................................................................................................................ 13

Unit specifications and recommended assessment methods ...................................................... 13

Group 1 ................................................................................................................................................. 14

Communicating electronically (A/501/7236) Level 1 ........................................................................... 15

Unit aim ......................................................................................................................................... 15

Unit content: ..................................................................................................................................... 15

Recording business transactions (J/501/7238) Level 1 ......................................................................... 16

4

Unit aim: ............................................................................................................................................ 16

Unit content: ..................................................................................................................................... 16

Supporting Business Meetings (F/501/7240) Level 1 ........................................................................... 17

Unit aim: ............................................................................................................................................ 17

Unit content: ..................................................................................................................................... 17

Job Opportunities in Business Administration (R/501/7243) Level 1 ................................................... 19

Unit aim: ............................................................................................................................................ 19

Unit content: ..................................................................................................................................... 19

Working in business and administration (F/502/4009) Level 1 ............................................................ 20

Unit aim: ............................................................................................................................................ 20

Unit content: ..................................................................................................................................... 20

Making and receiving calls (T/502/4007) Level 1 ................................................................................. 22

Unit aim: ............................................................................................................................................ 22

Unit content: ..................................................................................................................................... 22

Welcome visitors (M/502/4006) Level 1 .............................................................................................. 23

Unit aim: ............................................................................................................................................ 23

Unit content: ..................................................................................................................................... 23

Handling mail (A/502/4008) Level 1 ..................................................................................................... 24

Unit aim: ............................................................................................................................................ 24

Unit content: ..................................................................................................................................... 24

Creating business documents (K/502/4005) Level 1 ............................................................................ 25

Unit aim: ............................................................................................................................................ 25

Unit content: ..................................................................................................................................... 25

Word Processing Software (L/502/4627) Level 1 ................................................................................. 26

Unit content: ..................................................................................................................................... 26

Using the Internet (T/502/4296) Level 1 .............................................................................................. 28

Unit aim: ............................................................................................................................................ 28

Unit content: ..................................................................................................................................... 28

Group 2 ................................................................................................................................................. 30

Using a Computer in Business Administration (M/501/7234) Entry Level 3 ........................................ 31

Unit aim: ............................................................................................................................................ 31

Unit content: ..................................................................................................................................... 31

Managing Own Learning (T/501/7235) Entry Level 3 ........................................................................... 33

Unit aim: ............................................................................................................................................ 33

Unit content: ..................................................................................................................................... 33

Working in Business and Administration (H/600/1090) Entry Level 3 ................................................. 34

Unit aim: ............................................................................................................................................ 34

Unit content: ..................................................................................................................................... 34

5

Professional Behaviour in an Office Environment (L/600/1097) Entry Level 3 .................................... 35

Unit aim: ............................................................................................................................................ 35

Unit content: ..................................................................................................................................... 35

Using Office Equipment in a Business Environment (R/600/1098) Entry Level 3................................. 36

Unit aim: ............................................................................................................................................ 36

Unit content: ..................................................................................................................................... 36

Investigating Rights and Responsibilities at Work (H/503/2815) Entry Level 3 ................................... 37

Unit aim: ............................................................................................................................................ 37

Unit content: ..................................................................................................................................... 37

Managing Your Health at Work (K/503/2816) Entry Level 3 ................................................................ 38

Unit aim: ............................................................................................................................................ 38

Unit content: ..................................................................................................................................... 38

Preparing for Work Placement (T/503/2821) Entry Level 3 ................................................................. 39

Unit aim: ............................................................................................................................................ 39

Unit content: ..................................................................................................................................... 39

Learning from Work Placement (A/503/2822) Entry Level 3 ............................................................... 40

Unit aim: ............................................................................................................................................ 40

Unit content: ..................................................................................................................................... 40

Using email (J/502/0172) Entry Level 3 ................................................................................................ 41

Unit aim: ............................................................................................................................................ 41

Unit content: ..................................................................................................................................... 41

IT User fundamentals (T/502/0166) Entry Level 3 ................................................................................ 43

Unit aim: ............................................................................................................................................ 43

Unit content: ..................................................................................................................................... 43

3 IUFE: 3 Understand the need for safety and security practices .................................................... 43

Investigating Rights and Responsibilities at Work (K/503/2847) Level 1 ............................................. 45

Unit aim: ............................................................................................................................................ 45

Unit content: ..................................................................................................................................... 45

Managing Your Health at Work (M/503/2848) Level 1 ........................................................................ 46

Unit aim: ............................................................................................................................................ 46

Unit content: ..................................................................................................................................... 46

Preparing for Work Placement (F/503/2854) Level 1 ........................................................................... 47

Unit aim: ............................................................................................................................................ 47

Unit content: ..................................................................................................................................... 47

Learning from Work Placement (J/503/2855) Level 1 .......................................................................... 48

Unit aim: ............................................................................................................................................ 48

Unit content: ..................................................................................................................................... 48

6

Carrying out an Individual Project (K/504/9146) Level 1 ...................................................................... 49

Unit aim: ............................................................................................................................................ 49

Unit content: ..................................................................................................................................... 49

Planning an Enterprise Activity (R/503/2857) Level 1 .......................................................................... 50

Unit aim: ............................................................................................................................................ 50

Unit content: ..................................................................................................................................... 50

Running an Enterprise Activity (Y/503/2858) Level 1 ........................................................................... 51

Unit aim: ............................................................................................................................................ 51

Unit content: ..................................................................................................................................... 51

Investigating Rights and Responsibilities at Work (M/503/2879) Level 2 ............................................ 52

Unit aim: ............................................................................................................................................ 52

Unit content: ..................................................................................................................................... 52

Managing Your Health at Work (H/503/2880) Level 2 ......................................................................... 54

Unit aim: ............................................................................................................................................ 54

Unit content: ..................................................................................................................................... 54

Preparing for Work Placement (F/503/2885) Level 2 ........................................................................... 55

Unit aim: ............................................................................................................................................ 55

Unit content: ..................................................................................................................................... 55

Learning from Work Placement (L/503/2887) Level 2.......................................................................... 57

Unit aim: ............................................................................................................................................ 57

Unit content: ..................................................................................................................................... 57

Working in a Team (R/503/2843) Level 1 ............................................................................................. 58

Unit aim: ............................................................................................................................................ 58

Unit content: ..................................................................................................................................... 58

7

Introduction

About YMCA Awards

At YMCA Awards, we are passionate about learner progress. Our qualifications support every learner, whether

they are taking their first steps into a new career or are looking to boost their skills. Our high quality resources

and assessment materials have been created by industry experts in consultation with employers and training

providers.

We are always looking to enhance what we have to offer, and we are committed to developing qualifications

in complementary sectors to meet customer needs. We appreciate the vital role of business administration in

the active leisure industry, and our range of business qualifications is created to the high standards and level of

professionalism you have come to expect from YMCA Awards.

Qualification overview

This qualification is regulated by:

Ofqual

CCEA (Council for Curriculum, Examinations and Assessment)

Qualification aim

The Level 1 Award and Level 1 Certificate in Business and Administration qualifications have been designed to

meet the needs of young and adult learners who are either seeking employment or who are already working in

first level administrative support roles within any office environment.

Overview of knowledge, skills and understanding

Key knowledge

Know the job opportunities available in business administration

Understand how to behave in a business environment

Understand the importance of confidentiality and security

Understand what tasks could be completed and what equipment to use

Know how to find out about rights and responsibilities at work.

Key skills

Use a range of office equipment, including information and communications technology (ICT) and

telephones

Complete a range of tasks to deadlines

Communicate with colleagues and customers

Record information following instructions

Work as part of a team.

8

Target group and age range

The YMCA Level 1 Award in Business Administration and the YMCA Level 1 Certificate in Business

Administration qualifications are aimed at learners, over the age of 14, to help them develop the types of key

generic, transferable, practical, communication and technical business-related skills which are sought by

employers. Learners may work, or wish to work, in business and administration in a variety of environments.

Qualification structure

To achieve the YMCA Level 1 Award in Business Administration a minimum of 7 credits must be achieved. A

minimum of 4 credits must be achieved from Group 1. A selection of other optional units is also available to

complete the remaining 3 credits.

To achieve the YMCA Level 1 Certificate in Business Administration a minimum of 13 credits must be achieved.

A minimum of 7 credits must be achieved from Group 1. A selection of other optional units is also available to

complete the remaining 6 credits.

These qualifications are made up of 26 units:

Group 1

Unit reference number

Unit title. Level Credit

Group 2

Unit reference number

Unit title Level Credit

9

The Total Qualification Time (TQT) for the Level 1 Award in Business Administration is 70. The minimum

Guided Learning Hours (GLH) assigned are 60 for the Level 1 Award in Business Administration.

The Total Qualification Time (TQT) for the Level 1 Certificate in Business Administration is 130. The minimum

Guided Learning Hours (GLH) assigned are 100 for the Level 1 Certificate in Business Administration.

Total Qualification Time (TQT)

This is an estimate of the total amount of time, measured in hours that a learner would reasonably need to be

able to show the level of achievement necessary for the award of a qualification.

Total Qualification Time is made up of the following two elements:

(a) the number of hours which an awarding organisation has assigned to a qualification for Guided Learning

(see below), and

(b) an estimate of the number of hours a learner will reasonably be likely to spend in preparation, study or any

other form of participation in education or training, including assessment, which takes place as directed by –

but not under the immediate guidance or supervision of – a lecturer, supervisor, tutor or other appropriate

provider of education or training.

Guided Learning Hours (GLH)

This is:

Face-to-face delivery (learning delivered by a lecturer, supervisor, tutor or other appropriate member

of the training team)

E-learning with a lecturer, teacher or tutor present/available in real-time (the co-presence of learner

and tutor can be either remote or in the same physical place)

Invigilated assessment (external tests sat under controlled or open-book conditions)

Internal assessment carried out by the learner with a lecturer, teacher or tutor present/available in real-time

(the co-presence of learner and tutor can be either remote or in the same physical place).This is not:

Unsupervised learning such as:

E-learning that the learner carries out unsupervised and with no real-time support from a lecturer,

teacher or tutor

Assessment internally carried out by the learner without a lecturer, teacher or tutor present/available

in real-time (for example, completing a Learner Assessment Record (LAR) at home)

Any additional further study, revision and training activities that the learner does unsupervised to

support their learning.

Recommended Guided Learning Hours – our ongoing review

Your External Quality Assurer (EQA) will ask you to give feedback on GLH annually as part of the quality

assurance visit. You should base your feedback on a typical learner taking this qualification and the time spent

on supervised learning (GLH). If you feel the GLH is different from the above and you wish to give feedback

before your next EQA visit, please email us: [email protected].

10

Entry requirements

There are no pre-entry requirements for these qualifications.

Opportunities for progression

These qualifications have been designed to encourage progression. Learners who have completed the Level 1

Award can progress to the Level 1 Certificate. Both the Award and Certificate will allow progression to the

Level 2 NVQ Award, Certificate and Diploma qualifications, and to the apprenticeship framework allowing

learners to claim credit for units previously achieved.

Mapping to standards

Information regarding Business and Administration National Occupational Standards (NOS) can be found at

www. skillscfa.org.

Centre approval

This qualification can only be offered by centres approved by YMCA Awards to deliver it. Details of YMCA

Awards approvals processes can be found on our website: www.ymcaawards.co.uk/centres/become-a-ymca-

awards-centre.

Qualification approval

If your centre is already approved, you should only need to complete and submit a qualification approval form

to deliver this qualification. However, you may also need to complete an additional staff approval form if the

qualification is going to be delivered by staff who are not currently approved by YMCA Awards. Details of

additional approvals can be found on our website: www.ymcaawards.co.uk/approvals.

Tutor, assessor and IQA approval requirements

To make sure you meet the most up-to-date requirements please see the YMCA Awards staff approval

requirement document. This can be found on our website: www.ymcaawards.co.uk/centres/centre-guidance.

Registration

All learners must be registered within the first 10% of the duration of their course (eg, for a course that lasts

10 days, learners should be registered on the first day of their course at the latest). For further details on

registration please go to our website: www.ymcaawards.co.uk/registration.

Qualification availability

This qualification is available in:

England and regulated by Ofqual

Northern Ireland and regulated by CCEA (Council for Curriculum, Examinations and Assessment)

Reasonable adjustments and special considerations

In making this qualification available, YMCA Awards have made every attempt to make sure that there are no

unnecessary barriers to achievement. You can find full details of our reasonable adjustment and special

considerations policy on our website: www.ymcaawards.co.uk/centres/policies-and-procedures.

Enquires and appeals procedures

11

YMCA Awards have an appeals procedure in accordance with the regulatory arrangements in the General

Conditions of Recognition. Full details of these procedures are available on our website:

www.ymcaawards.co.uk/centres/policies-and-procedures.

Assessment and quality assurance

How the qualification is assessed

Assessment is the process of measuring a learner’s skills, knowledge and understanding against the standards

set in the qualification.

This qualification is a unit-based qualification and each unit contains learning outcomes and assessment

criteria. Learning outcomes set out what the learner is expected to know, understand or be able to do as a

result of the learning process. Assessment criteria detail the standards a learner is expected to meet and are

broken down into what the learner ‘can’ do as a result of successfully achieving the unit.

The learner can be assessed holistically or individually as long as they show that the learning outcomes have

been achieved.

Competency-based learning outcomes (e.g., be able to) are typically assessed through direct observation and

these will take place in a real work environment. Where a real work environment is not stipulated the

observation can be simulated and be internally assessed.

Knowledge-based learning outcomes (e.g., know or understand) can be assessed in a number of ways such as

worksheets, projects and professional discussion. The assessment method chosen should reflect the content of

the unit.

This qualification must be assessed in line with YMCA Awards assessment policies and procedures

www.ymcaawards.co.uk/centres/centre-guidance.

The YMCA Awards Level 1 Award in Business Administration and Level 1 Certificate in Business Administration

is assessed through internal assessment.

Internal assessment

YMCA Awards suggest the following approaches to internal assessment:

Using a Learner Assessment Record (LAR)

This document typically contains assessment guidance and paperwork developed by YMCA Awards to support

the assessment of a qualification.

To check if a Learner Assessment Record is available for this qualification, please make sure you are logged in

to the centre home on the website and follow this link: www.ymcaawards.co.uk/download-resources/lars.

Creating a portfolio of evidence

If a YMCA Awards Learner Assessment Record (LAR) is not used to show evidence of internal assessment then

the learner must create a portfolio of evidence. Centres must work with learners to create this portfolio to

make sure that the learner’s portfolio shows coverage of the learning outcomes and/or assessment criteria

where required.

A typical portfolio of evidence could include:

12

assessor observation – completed observational checklists and related action plans

witness testimony

candidate’s proof of work

worksheets

assignments/projects

record of professional discussion

record of oral and written questioning

candidate and peer reports

reflective accounts

Recognition of Prior Learning (RPL).

Centres need to make sure assessment specifications and paperwork are signed off by the EQA before

delivery.

As a guide to selecting appropriate assessments methods see the suggested example in the ‘Qualification

content’ section of this specification. We also have a selection of Word template documents that learners

might find useful when creating their learner’s portfolios of evidence.

External assessment

There is no external assessment attached to this qualification.

Assessors

The role of the assessor is to make an informed judgement about the evidence a learner should provide to

show they can meet the assessment criteria. For further guidance please see the ‘Role of the assessor’

document on the website: www.ymcaawards.co.uk/centres/centre-guidance.

Internal and external quality assurance

The role of the Internal Quality Assurer (IQA) is to make an informed judgement regarding the practice of and

decisions made by the assessment team to maintain standards. They are a vital link between the assessors and

the External Quality Assurer (EQA). For further information on the role of the IQA and the EQA go to the

website: www.ymcaawards.co.uk/centres/centre-guidance.

13

Qualification content

Unit specifications and recommended assessment methods

14

Group 1

15

Communicating electronically

(A/501/7236) Level 1

Unit aim This unit covers skills for communicating electronically in a variety of ways, including being able to write an

email using the correct language, and sending, opening and forwarding emails. Learners will also need to be

able to prepare and send a fax, send text messages in a business setting and use the Internet, understanding

the importance of safety and security for both themselves and their work environment.

Unit content: The learner will:

1. Be able to communicate electronically

The learner can:

1.1 Send, receive and forward emails

1.2 Prepare and send a fax

1.3 Prepare and send a clear and accurate text message

The learner will:

2. Be able to use the Internet securely

The learner can:

2.1 Log on to the Internet

2.2 Access an appropriate website showing awareness of security

16

Recording business transactions

(J/501/7238) Level 1

Unit aim: The learner will need to recognise the different types of documents used to record business transactions and

apply them to the activity required. This will most likely include, but is not limited to, ordering supplies, taking

delivery notes and invoices, and processing receipts.

Unit content: The learner will:

1. Know the documents used to record business transactions.

The learner can:

1.1 Identify the types and purpose of documents used to record business transactions.

The learner will:

2. Be able to complete an order form for office supplies.

The learner can:

2.1 Make plans to order appropriate supplies for a given situation.

2.2 Accurately complete a purchase order form.

2.3 Receive the supplies and delivery notes.

2.4 Receive the invoice from the suppliers.

2.5 Make out the cheque to pay the invoice.

2.6 Receive the supplier’s receipt for payment of the invoice.

17

Supporting business meetings

(F/501/7240) Level 1

Unit aim: This unit covers supporting a business meeting, either internal or external, formal or informal. The learner will

gain experience in preparing for a meeting including room booking, organising layout and refreshments, and

getting documents ready. They will learn how to take notes and make sure the meeting runs smoothly, and

how to carry out follow-up activities such as cleaning the room, setting the date for the next meeting and

circulating notes and documents.

Unit content: The learner will:

1. Know what is required to hold a business meeting.

The learner can:

1.1 List the requirements for holding a formal meeting.

1.2 Identify the types of documentation which support business meetings.

The learner will:

2. Be able to set up a room for a meeting.

The learner can:

2.1 Present a plan for setting up a room for a meeting.

2.2 Set up a room for a meeting.

The learner will:

3. Be able to support a meeting.

The learner can:

3.1 Provide support at a meeting.

3.2 Take notes at a meeting showing the key action points agreed.

The learner will:

4. Be able to complete follow-up activities after a meeting.

The learner can:

4.1 Clear a room after a meeting.

4.2 Complete follow-up activities after a meeting.

18

19

Job opportunities in business

administration (R/501/7243) Level 1

Unit aim: The learner will gain skills to research the business administration sector, identify their preferred entry route

and create a career plan for achieving this. They will understand the different roles available across a range of

businesses, the career paths to follow and the qualifications that may be needed. They will also learn about

terms and conditions, salaries, benefits and working patterns.

Unit content: The learner will:

1. Know about job opportunities in business administration

The learner can:

1.1 Identify jobs in different sectors of business administration

1.2 Describe the job roles in one functional area of business administration

The learner will:

2. Know about terms and conditions of employment within business administration

The learner can:

2.1 Describe the terms and conditions of employment within business administration.

The learner will:

3. Know about the qualifications and skills needed for jobs in business administration

The learner can:

3.1 Present information about the qualifications and skills required for selected jobs in business

administration.

The learner will:

4. Be able to plan how to start work within business administration

The learner can:

4.1 Produce a plan to start work within business administration.

20

Working in business and

administration (F/502/4009) Level 1

Unit aim: This unit gives an overview of working in business and administration where the learner will understand how

to carry out routine tasks by following instructions and using office equipment, as well as gaining knowledge of

why some information is confidential and who can access that information. They will also gain awareness of

how to present themselves positively, through their appearance, behaviour and manners.

Unit content: The learner will:

1. Understand the role of an administrator within an office

The learner can:

1.1 Describe different activities carried out by administrators

1.2 State how the work of an administrator helps a team achieve its goals

The learner will:

2. Be able to carry out routine administrative tasks

The learner can:

2.1 Follow instructions to complete routine administrative tasks

2.2 Use key equipment according to organisational procedures

The learner will:

3. Be able to present themselves positively

The learner can:

3.1 Dress appropriately

3.2 Adopt a positive manner in dealings with colleagues and/or customers

The learner will:

4. Be able to organise their work effectively

The learner can:

4.1 Use simple tools to organise their time

4.2 Prioritise tasks in discussion with supervisor or manager

21

The learner will:

5. Know the importance of confidentiality of information

The learner can:

5.1 State the reasons why it is important to keep some information confidential

5.2 Give examples of information that should be kept confidential

22

Making and receiving calls

(T/502/4007) Level 1

Unit aim: This unit covers making and receiving calls in a confident, positive and professional manner, including correct

language usage. The learner will understand the reason for making a call and learn how to answer a call, deal

with it, pass it on to a colleague or take a message.

Unit content: The learner will:

1. Be able to make calls

The learner can:

1.1 Identify the purpose of the call

1.2 Confirm the name and number of the person to be contacted before making the call

1.3 Make a call communicating basic information clearly and accurately

The learner will:

2. Be able to receive calls

The learner can:

2.1 Answer the call promptly and politely, observing any organisational procedures

2.2 Identify the caller, where they are calling from and the reason for their call

2.3 Follow any organisational procedures relating to confidentiality and security

2.4 Take short messages

The learner will:

3. Know why it is important to an organisation that calls are handled appropriately

The learner can:

3.1 State how appropriate tone and language create a positive impression

3.2 State how creating a positive impression during a call benefits the organisation

23

Welcome visitors (M/502/4006) Level

1

Unit aim: This unit covers welcoming visitors to the workplace and can include working on reception or welcoming

visitors as part of a wider role. The learner will need to be able to find out who the visitor is there to see, or

give information the visitor needs. The learner must follow organisational protocols and make sure that the

visitor feels welcome, and is treated in a professional manner.

Unit content: The learner will:

1. Be able to welcome visitors in a positive way

The learner can:

1.1 Welcome visitors and establish the purpose of their visit

1.2 Follow organisational procedures for receiving visitors

1.3 Answer routine questions

1.4 Make visitors feel welcome during any period of waiting

1.5 Use appropriate tone and language, including body language, when dealing with visitors

The learner will:

2. Know why it is important to an organisation that visitors are made welcome

The learner can:

2.1 State how treating visitors politely and in a positive way benefits the organisation

24

Handling mail (A/502/4008) Level 1

Unit aim: This unit covers handling incoming mail and preparing outgoing mail for collection, and the implications of not

doing this correctly. The learner will understand how to deal with any special requests, such as recorded or

registered post and any suspicious post, and what to do with confidential mail.

Unit content: The learner will:

1. Know why it is important for a business to handle mail efficiently and securely

The learner can:

1.1 State how efficient distribution of mail benefits a business

1.2 State why inaccuracies or delays can have a negative impact

1.3 Identify procedures to protect confidential information

The learner will:

2. Be able to deal with incoming mail

The learner can:

2.1 Sort incoming mail appropriately

2.2 State how to deal with suspicious or damaged items

The learner will:

3. Be able to deal with outgoing mail

The learner can:

3.1 Collect and sort outgoing mail accurately and on time

3.2 Dispatch outgoing mail on time

25

Creating business documents

(K/502/4005) Level 1

Unit aim: The unit covers creating business documents. Learners will be able to identify different types of documents

used on a regular basis and why organisations may use house style and templates. The learner will then be

able to produce a range of business documents using the correct format and style.

Unit content: The learner will:

1. Know that there are different types of business document

The learner can:

1.1 Identify different types of business document and when they might be used

1.2 State why templates are used for some business documents

The learner will:

2. Know why it is important to use the right communication style in business documents

The learner can:

2.1 Give examples of when to use a formal or informal communication style

2.2 State why some businesses adopt a house style for certain documents

The learner will:

3. Be able to produce routine business documents

The learner can:

3.1 Produce routine business documents using the appropriate communication style

3.2 Check documents for accuracy

26

Word processing software

(L/502/4627) Level 1

Unit aims: This unit covers using a range of word processing tools to create, modify, present and print a range of routine

documents. The learner will need to show they can use tables, forms and templates in documents, and

formatting tools to present the document in a professional way.

Unit content: The learner will:

1. Enter, edit and combine text and other information accurately within word

processing documents

The learner can:

1.1 Identify what types of information are needed in documents

1.2 Identify what templates are available and when to use them

1.3 Use keyboard or other input method to enter or insert text and other information

1.4 Combine information of different types or from different sources into a document

1.5 Enter information into existing tables, forms and templates

1.6 Use editing tools to amend document content

1.7 Store and retrieve document files effectively, in line with local guidelines and conventions

where available

The learner will:

2. Structure information within word processing documents

The learner can:

2.1 Create and modify tables to organise tabular or numeric information

2.2 Select and apply heading styles to text

27

The learner will:

3. Use word processing software tools to format and present documents

The learner can:

3.1 Identify what formatting to use to enhance presentation of the document

3.2 Select and use appropriate techniques to format characters and paragraphs

3.3 Select and use appropriate page layout to present and print documents

3.4 Check documents meet needs, using IT tools and making corrections as necessary

28

Using the Internet (T/502/4296) Level

1

Unit aim: This unit covers the skills and knowledge needed to understand and use connection methods, different

Internet browsers and different techniques for searching for information. The learner will need to show they

can use interactive sites and keep information safe and secure.

Unit content: The learner will:

1. Connect to the internet

The learner can:

1.1 Identify different types of connection methods that can be used to access the Internet

1.2 Access the Internet or intranet

The learner will:

2. Use browser software to navigate webpages

The learner can:

2.1 Use browser tools to navigate webpages

2.2 Identify when to change browser settings to aid navigation

2.3 Adjust browser settings to meet needs

2.4 Use browser help facilities

The learner will:

3. Use browser tools to search for information from the internet

The learner can:

3.1 Select and use appropriate search techniques to locate information

3.2 Outline how information meets requirements

3.3 Use references to make it easier to find information another time

3.4 Download and save different types of information from the Internet

The learner will:

29

4. Use browser software to communicate information online

The learner can:

4.1 Select and use tools and techniques to communicate information online

4.2 Use browser tools to share information sources with others

4.3 Submit information online using forms or interactive sites

4.4 Identify opportunities to post or publish material to websites

The learner will:

5. Follow and understand the need for safety and security practices when working

online

The learner can:

5.1 Identify the threats to user safety when working online

5.2 Outline how to minimise Internet security risks

5.3 Work responsibly and take appropriate safety and security precautions when working

online

5.4 Keep personal information secure

5.5 Follow relevant laws, guidelines and procedures for the use of the Internet

30

Group 2

31

Using a computer in business

administration (M/501/7234) Entry

Level 3

Unit aim: This unit covers using a computer and carrying out routine functions including producing a document and

writing and sending an email. The learner needs to show that they can log on to the computer, use a variety of

tools and produce some finished work.

Unit content: The learner will:

1. Be able to log on to the computer

The learner can:

1.1 Demonstrate logging on to the computer

The learner will:

2. Be able to create and save a business document

The learner can:

2.1 Create a business document using a computer by:

Planning, drafting, organising and sequencing writing

Writing logically and clearly

Using spell check

2.2 Print the business document

The learner will:

3. Be able to create and send a business email

The learner can:

3.1 Create a business email by:

planning, drafting, organising and sequencing writing

writing logically and clearly

using spell check

3.2 Send the email

3.3 Save the email

32

33

Managing own learning (T/501/7235)

Entry Level 3

Unit aim: This unit covers learners being able to identify their own skills and identify areas for development. Learners

will need to find out what help and advice is available and develop a realistic personal development plan.

Unit content: The learner will:

1. Be able to identify own work skills

The learner can:

1.1 Carry out a self-assessment of own work skills

The learner will:

2. Be able to identify areas for development

The learner can:

2.1 Identify areas for development

2.2 List sources of help and advice.

The learner will:

3. Be able to prepare a realistic personal development plan

The learner can:

3.1 With guidance, prepare a personal development plan.

34

Working in business and

administration (H/600/1090) Entry

Level 3

Unit aim: In this unit learners will identify a range of routine tasks and complete them. Learners will need to show they

can follow instructions and if they are unsure, can seek help from colleagues.

Unit content: The learner will:

1. Know what activities are routinely undertaken by administrators

The learner can:

1.1 Identify routine administrative tasks

The learner will:

2. Be able to follow instructions to carry out administrative tasks

The learner can:

2.1 Check understanding of instructions and ask for clarification where necessary

2.2 Follow instructions to complete a limited range of administrative tasks accurately

35

Professional behaviour in an office

environment (L/600/1097) Entry

Level 3

Unit aim: For this unit, learners will develop their knowledge about professional behaviour and the type of language that

is acceptable to use at work. It also includes following rules around security and confidentiality.

Unit content: The learner will:

1. Know how to behave in an office environment

The learner can:

1.1 Communicate appropriately with colleagues

1.2 Use appropriate language for the workplace

The learner will:

2. Know about the rules that organisations have relating to confidentiality and security

The learner can:

2.1 Give examples of rules that relate to confidentiality and security

36

Using office equipment in a business

environment (R/600/1098) Entry

Level 3

Unit aim: This unit is about learners being able to identify the purpose of and how to use various types of office

equipment. Learners will need to know how to use the equipment safely and whom to report any problems to.

Unit content: The learner will:

1. Know what equipment and resources are needed to carry out a range of routine

office tasks

The learner can:

1.1 Select the correct equipment and/or resources from a given range

The learner will:

2. Be able to use key equipment under supervision

The learner can:

2.1 Use key equipment under supervision and following given instructions relating to

functional requirements

health and safety

environmental sustainability

37

Investigating rights and

responsibilities at work (H/503/2815)

Entry Level 3

Unit aim: This unit covers the rights and responsibilities of employees in the workplace. Learners will understand their

responsibilities and find out where to get help and advice if needed, as well as how the rights of others should

be respected.

Unit content: The learner will:

1. Know rights of employees in the workplace

The learner can:

1.1 Identify aspects of working life where employees have rights

The learner will:

2. Know how to respect the rights of others in the workplace

The learner can:

2.1 Outline how the rights of others should be respected in the workplace

The learner will:

3. Know employee responsibilities in the workplace

The learner can:

3.1 Identify responsibilities of employees in the workplace

The learner will:

4. Know where to get help for problems with rights and responsibilities at work

The learner can:

4.1 Identify sources of help for problems with rights and responsibilities within the workplace

38

Managing your health at work

(K/503/2816) Entry Level 3

Unit aim: For this unit, learners will cover how to manage their health at work, including identifying health risks that may

occur and how these can be prevented in different working environments.

Unit content: The learner will:

1. Know why it is important to be healthy at work

The learner can:

1.1 Outline why it is important to be healthy at work

The learner will:

2. Know how to keep healthy at work

The learner can:

2.1 Identify ways of keeping healthy at work

2.2 Identify possible health issues that may arise in different work environments

39

Preparing for work placement

(T/503/2821) Entry Level 3

Unit aim: This unit covers preparing learners for a work placement. It includes the practical elements of what skills and

knowledge may be developed and also what help may be available to support a learner if they are feeling

anxious or uncertain during the work placement.

Unit content: The learner will:

1. Know where to plan to do work placement

The learner can:

1.1 Identify key information about where to plan to do work placement

The learner will:

2. Know what is expected during the work placement

The learner can:

2.1 Identify different tasks likely to perform as part of the work placement

2.2 Identify appropriate behaviours and attitudes for the work placement

The learner will:

3. Know appropriate sources of support for dealing with anxiety or uncertainty during

the work placement

The learner can:

3.1 Identify factors which may cause anxiety or uncertainty during a work placement

3.2 Identify appropriate sources of support they could use in situations of anxiety or

uncertainty during the work placement

The learner will:

4. Be able to set goals for the work placement

The learner can:

4.1 Set appropriate goals for the work placement

40

Learning from work placement

(A/503/2822) Entry Level 3

Unit aim: For this unit, learners will reflect on their work placement experience and what they have learnt. They will be

encouraged to think about what went well and what areas could have been improved. Finally, learners will set

realistic goals for the future based on their work experience.

Unit content: The learner will:

1. Be able to reflect on the experience of the work placement

The learner can:

1.1 List what went well during the work placement and why it went well

1.2 List what they could have done better during the work placement and how it could have

been done better

The learner will:

2. Know what has been learned from the work placement

The learner can:

2.1 Identify what was learnt about the job role and the work placement

2.2 Identify what they learnt about themselves during the work placement

The learner will:

3. Be able to use learning from the work placement to set goals

The learner can:

3.1 With guidance, set realistic goals which build on learning from the work placement

41

Using email (J/502/0172) Entry

Level 3

Unit aim: This unit covers the effective use of email, including attachments. Learners will be able to open incoming mail

following guidelines and procedures, respond to relevant messages and store messages for future use. The

learner will show how to stay safe when using email and how to respect others. Finally, the learner will be able

to identify and seek help for common problems when using email.

Unit content: The learner will:

1. Use email software tools to compose and send messages

The learner can:

1.1 Use software tools to compose e-mail messages

1.2 Attach a file to an e-mail message

1.3 Send and receive email messages using appropriate tools

1.4 Identify how to stay safe and respect others when using email

The learner will:

2. Manage incoming email

The learner can:

2.1 Follow guidelines and procedures for using e-mail

2.2 Identify when to respond to e-mail messages

2.3 Read and respond to e-mail messages

2.4 Store e-mail messages appropriately for future use

The learner will:

3. Respond to common problems when using e-mail

The learner can:

3.1 Respond to common email problems

3.2 Identify where to get expert advice to solve a problem

42

43

IT user fundamentals (T/502/0166)

Entry Level 3

Unit aim: This unit covers identifying and carrying out administrative tasks on a computer. Learners will need to

understand the operating system and basic aspects of security, as well as keeping files and data safe and

different file management systems that they could use.

Unit content: The learner will:

1. Interact with and use IT system to meet needs

The learner can:

1.1 Use correct procedures to start and shutdown an IT system

1.2 Use IT systems and interface features effectively to meet needs

1.3 Use appropriate terminology when describing IT systems

The learner will:

2. Organise, store and retrieve appropriately

The learner can:

2.1 Work with files and folders so that it is easy to find and retrieve information

2.2 Identify types of storage media that can be used to store information

The learner will:

3. Understand the need for safety and security practices

The learner can:

3.1 Follow guidelines and procedures for the safe and secure use of IT

3.2 Understand the need to keep information secure

3.3 Keep information secure and manage access to information sources securely

3.4 Identify why it is important to control access to hardware, software and data

The learner will:

44

4. Maintain system and respond to common IT system problems

The learner can:

4.1 Respond to IT problems and take appropriate action

4.2 Identify where to get expert advice and help to solve problems

45

Investigating rights and

responsibilities at work (K/503/2847)

Level 1

Unit aim: This unit covers knowledge of employee rights and responsibilities, and employer responsibilities relating to

health and safety, contracts and equal opportunities. The learner will also gain knowledge of how the rights of

employees are upheld in the workplace.

Unit content: The learner will:

1. Know employee ‘rights’ and ‘responsibilities’ in a place of work

The learner can:

1.1 Outline employee ‘rights’ at work

1.2 Outline employee ‘responsibilities’ at work

The learner will:

2. Know how the rights of individuals are supported in a place of work

The learner can:

2.1 Describe the factors that may affect the rights of individuals at work

2.2 Describe how to respect the rights of individuals at work

2.3 Identify laws that can protect the rights of employees at work

The learner will:

3. Know the responsibilities of employers in a place of work

The learner can:

3.1 Identify employer responsibilities at work, in regard to:

fulfilling a contract

health and safety

equal opportunities and prevention of discrimination

46

Managing your health at work

(M/503/2848) Level 1

Unit aim: This unit will develop the learner’s knowledge of the risks to an employee’s heath for one area of work.

Learners will also gain awareness of how to maintain their own health and reduce risks by identifying sources

of information relevant to their workplace.

Unit content: The learner will:

1. Know the risks to health for a chosen area of work

The learner can:

1.1 Describe risks to employee health for a chosen area of work

The learner will:

2. Understand how to maintain good health in a chosen area of work

The learner can:

2.1 Explain measures to safeguard health for a chosen area of work

2.2 Identify sources of information on safeguarding own health

47

Preparing for work placement

(F/503/2854) Level 1

Unit aim: For this unit the learner will gather all the necessary information about the work placement, including the

company, the types of tasks to be completed, the culture and the type of behaviour that will be expected. The

learner will need to set clear goals of what they want to achieve, and know who they can ask for support if

they feel anxious or have any difficulties during the work placement.

Unit content: The learner will:

1. Know about the work placement company or organisation

The learner can:

1.1 Describe the work placement company or organisation

1.2 Outline key objectives of the company or organisation

The learner will:

2. Know what is expected of the learner during the work placement

The learner can:

2.1 Identify the requirements for the placement, and why the requirements are necessary

2.2 Outline tasks likely to be undertaken in the work placement

2.3 Identify appropriate attitudes and behaviours for the work placement and why they are

important in the workplace

2.4 Identify appropriate steps that could be taken in situations of emotional stress, difficulty or

confusion during the work placement

The learner will:

3. Be able to set goals to help the learner get the most out of the work placement

The learner can:

3.1 Set appropriate goals for the work placement

48

Learning from work placement

(J/503/2855) Level 1

Unit aim: For this unit, learners will reflect on their work placement experience and what they have learnt. They will be

encouraged to think about what went well and what areas could have been improved. Finally, learners will set

realistic goals for the future based on their work experience.

Unit content: The learner will:

1. Be able to reflect on what has been learnt from the work placement

The learner can:

1.1 Keep an accurate record of tasks undertaken during work placement

1.2 Identify what has been learnt from key tasks undertaken during the work placement

experience

The learner will:

2. Know how tasks could be undertaken differently or improved

The learner can:

2.1 Identify tasks undertaken during the work placement that could be carried out differently

or improved

2.2 Outline different ways to carry out tasks

The learner will:

3. Be able to use learning from work placement to set short-term goals

The learner can:

3.1 Set short-term goals which build on own learning from work placement

49

Carrying out an individual project

(K/504/9146) Level 1

Unit aim: For this unit, learners will select a topic for a project, carry out research, and create a project proposal and

overall report. The topic needs to be a vocational area the learner is interested in so that the learner can

produce a quality project plan and report.

Unit content: The learner will:

1. Be able to select an appropriate project topic

The learner can:

1.1 Produce a proposal for a project related to chosen vocational area

1.2 Set aims for the project

The learner will:

2. Be able to investigate the project area

The learner can:

2.1 Plan the project using appropriate methods of research

2.2 Carry out research into the project area

The learner will:

3. Be able to produce a project report

The learner can:

3.1 Present a project report including:

introduction

aims

findings

discussion

conclusion

50

Planning an enterprise activity

(R/503/2857) Level 1

Unit aim: For this unit, learners must generate ideas for products or services that could lead to an enterprise activity.

Learners will need to identify the roles and skills required, the costs involved, and any publicity materials

needed.

Unit content: The learner will:

1. Know how to select a suitable enterprise activity

The learner can:

1.1 Identify strengths of ideas generated for an enterprise activity

1.2 Identify weaknesses of ideas generated for an enterprise activity

The learner will:

2. Know appropriate roles and skills required for the enterprise activity

The learner can:

2.1 Identify roles required for the enterprise activity

2.2 Identify the practical and personal skills required for the enterprise activity

The learner will:

3. Know the costs involved in producing and selling a product or service

The learner can:

3.1 Identify the cost of items and processes related to producing and selling the product or

service

3.2 Identify the final pricing of the product or service using basic calculations

The learner will:

4. Be able to use an appropriate promotional technique

The learner can:

4.1 Use an appropriate method to promote a product or service

51

Running an enterprise activity

(Y/503/2858) Level 1

Unit aim: This unit covers practical experience of running an enterprise activity. Learners will need to prepare a product

or service, advertise it, agree pricing and then sell it. The learner will need to produce records to show if it was

successful and to review what went well and what could be done differently next time.

Unit content: The learner will:

1. Know how to increase the likelihood of success in an enterprise activity

The learner can:

1.1 Identify features which would lead to the effective delivery of a chosen enterprise activity

The learner will:

2. Be able to complete an enterprise activity

The learner can:

2.1 Prepare the product or service for the enterprise activity, incorporating required features

2.2 Create appropriate advertising for the product or service

2.3 Set an appropriate price for the product or service offered

2.4 Demonstrate appropriate sales and communication skills

The learner will:

3. Be able to review the success of the enterprise activity

The learner can:

3.1 Produce records to show the successes and failures of the enterprise activity

3.2 State what would be done differently should there be another enterprise activity

52

Investigating rights and

responsibilities at work (M/503/2879)

Level 2

Unit aim: For this unit, the learner will develop their knowledge of employee and employer rights in the workplace and

the importance of them. They will find out what help and advice for both employer and employees are

available.

Unit content: The learner will:

1. Understand why rights and responsibilities are important in a workplace.

The learner can:

1.1 Explain reasons why rights and responsibilities are important in a workplace.

1.2 Explain how rights and responsibilities are enforced in a workplace.

The learner will:

2. Understand rights and responsibilities of employees and employers.

The learner can:

2.1 Outline the responsibilities employers have to employees.

2.2 Outline the rights and responsibilities an employee has at work.

2.3 Explain the implications of employee rights and responsibilities in a workplace.

2.4 Describe data protection and confidentiality procedures for the use, storage and exchange

of information in a workplace.

The learner will:

3. Know how to obtain guidance and information about rights and responsibilities at

work

The learner can:

3.1 Identify key representative bodies for employers and employees who would be able to

advise on rights and responsibilities.

3.2 Describe the type of advice given by key representative bodies.

53

54

Managing your health at work

(H/503/2880) Level 2

Unit aim: For this unit, learners will gain an understanding of maintaining their own health in the workplace and the

different services provided by employers. Learners will also identify other sources of information available to

help them maintain their own health.

Unit content: The learner will:

1. Understand the employee’s role in maintaining good health at work.

The learner can:

1.1 Explain why it is important for employees to maintain good health at work.

1.2 Explain how employees can maintain good health in the workplace.

The learner will:

2. Know the services employers can provide to maintain the health of the workforce.

The learner can:

2.1 Describe services that can be provided by employers to help maintain the health of the

workforce.

The learner will:

3. Know sources of help to ensure good health at work

The learner can:

3.1 Describe different sources of help to ensure good health at work.

3.2 Describe the services offered by different sources of help.

55

Preparing for work placement

(F/503/2885) Level 2

Unit aim: For this unit, learners will prepare for a work placement by providing information about the company,

outlining their purpose, aims and objectives, and finding out what the terms and conditions of the placement

are. Learners will identify the workplace values of the company, including personal presentation and find out

who to contact if they become anxious or have any issues. They will also set goals for skills and personal

development.

Unit content: The learner will:

1. Know the company or organisation where the work placement is planned.

The learner can:

1.1 Describe the company or organisation providing the work placement.

1.2 Describe the key purpose of company or organisation.

The learner will:

2. Know the information needed before starting the work placement.

The learner can:

2.1 Describe the terms and conditions of the work placement.

2.2 Describe the tasks to be performed as part of the work placement.

The learner will:

3. Know what the company or organisation expects of the learner during the work

placement

The learner can:

3.1 Describe why workplace values are important for success at the work placement.

3.2 Describe personal presentation requirements appropriate to the work placement

3.3 Describe how to deal effectively with situations of emotional stress, difficulty or confusion

during the work placement.

56

The learner will:

4. Be able to set goals relating to the work placement.

The learner can:

4.1 Set goals for skills development relating to the work placement.

4.2 Set goals for personal development relating to the work placement.

57

Learning from work placement

(L/503/2887) Level 2

Unit aim: For this unit, learners will reflect on their work placement experience and what they have learnt. They will be

encouraged to think about what went well and what areas could have been improved, and will set realistic

goals for the future based on their work experience.

Unit content: The learner will:

1. Be able to reflect on what was learnt on the work placement.

The learner can:

1.1 Maintain a log of work placement tasks and personal development.

1.2 Describe skills and knowledge gained during the work placement.

The learner will:

2. Know how to improve the work placement experience.

The learner can:

2.1 Identify aspects of the work placement experience that could have been improved.

2.2 Describe how improvements could be made to tasks carried out during work placement.

The learner will:

3. Be able to use learning from the work placement to set career-related goals

The learner can:

3.2 Set short-term and long-term goals which build on own learning from the work placement.

58

Working in a team (R/503/2843) Level

1

Unit aim: For this unit, learners will need to be able to identify different roles in a team and where they fit in. Learners

will need to be able to work with others on a team task and complete their part of the task.

Unit content: The learner will:

1. Know that effective teamwork requires team members to behave in certain ways

The learner can:

1.1 Outline positive behaviours necessary for teamwork

The learner will:

2. Know how to contribute to a team task

The learner can:

2.1 Outline own strengths, skills and experiences that might be relevant to team task

2.2 Identify team skills needed to complete team task

2.3 Outline how own strengths and skills could match the needs of the team task

The learner will:

3. Know the roles and responsibilities of team members (including their own) in relation

to a given task

The learner can:

3.1 Identify what the task is about and what the team is working to achieve

3.2 Identify own role and responsibilities and those of others in the team

3.3 Outline how own role contributes to the work of the team as a whole

59

The learner will:

4. Be able to work positively as a member of a team

The learner can:

4.1 Give examples of listening to the ideas and suggestions of others

4.2 Give ideas and suggestions as to how the team might complete their task

4.3 Give examples of offering help or support to other team members

4.4 Give examples of accepting the help or advice of others

4.5 Complete the aspects of the allocated task, in line with the brief

The learner will:

5. Be able to review own performance as a member of a team

The learner can:

5.1 Identify which positive team-working behaviours were demonstrated by self in undertaking

the task

5.2 Identify own team-working skills that could be improved

60

61

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awarding organisations. It offers training centres and learners across the world a

diverse suite of qualifications, from introductory (Level 1) to advanced levels

(Level 4).

YMCA Awards issues over 30,500 qualification certificates a year, helping learners

in the UK and overseas to launch and progress their careers in the active leisure

sector.

To view YMCA Awards’ full range of qualifications please visit

www.ymcaawards.co.uk.

www.ymcaawards.co.uk

awarding excellence

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