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Document creation (Business document examples ((Itinerary/Schedule/program…
Document creation
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Skills to develop
Ability to use choose appropriate technology for production requirements
eg MS Word, Google Docs, Excel, PowerPoint, Canva etc.
Keyboarding and computer skills to complete a range of formatting and layout of tasks
eg letter; minute of meeting, agenda, report, invoice, menu etc.
Ability to use advanced functions and features of standard industry computer applications
eg Microsoft Word, Excel, PowerPoint,
Problem-solving skills to plan, determine document design and production processes.
eg using text processing conventions to create different layouts – layout conventions, whitespace,
Literacy skills to read and understand text; prepare documents for a target audience; edit and proofread documents for understanding; meet organisational requirements eg organisational style guide.
Numeracy skills to calculate, create formulae, access and retrieve data
eg add and subtract, insert formulae, calculate GST and discounts, create a quote or invoice
Able to access and follow organisational policies, plans and procedures
eg Style Guide, organisational templates
Ability to manage data - store, locate, name, archive, delete, backup eg accessing and managing electronic filing sytems appropriately, accurately and sustainably
Literacy, accuracy, proofreading,
purpose, style, content
Language: Use Plain English – Use appropriate words to meet the purpose of the document and to meet the needs of the audience. Do not use old out-of-date language or clichés to state your point. Be brief – get to the point quickly
Abbreviations: Should always be written in full in the first instance and can used in the abbreviated
format thereafter.
Accuracy/proofreading: Spelling, grammar, punctuation, vocabulary, tone – all must be accurate
and meet the purpose of the document.
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Content and Layout: Insert content as required and use appropriate layouts and/or template
depending on the purpose of the document
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Meet organisational requirements: All aspects on the creation of the document have to be taken
into account and agreed to with your manager/team according to organisational policy and procedure.
Use quality materials
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Capable, accurate, fast, skilled typist with
layout and format knowledge
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Numeracy skills
Depending on the position the administrator may require more advanced numeracy/statistical skills and the ability to use advanced software functions which incorporate these skills
Addition, subtraction, division, multiplication, discounts, gst
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File Management …
File name/extension - Save a file with a relevant file name. Copies of copies should be named according to organisational protocols.
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■ Storage/safety of documents to be secure following the organisations policies and procedures. This can be digital or physical storage but must abide by the Privacy Act for protecting client information
■ Back up of data should occur regularly in the event of a power cut or computer crash. This can be done in a number of ways and on different storage systems eg cd’s, flash drives, on separate servers etc.
■ Sustainable filing system data (electronic and physical) should be managed so that it is not unwieldy and difficult to use or overload the sytem used.
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