DAO Level 4 Certificate for Regimental Administrative
Qualification Handbook Level 4 Certificate for Regimental Administrative Officers
QN: 601/5950/9
The Qualification Overall Objective for the Qualifications This handbook relates to the following qualification:
Level 4 Certificate for Regimental Administrative Officers
This qualification provides the standards that must be achieved by individuals that are overseeing and supervising a team of administrators within the Regimental Administration Office. Pre-entry Requirements Learners who are taking this qualification will need to have experience working within an administrative environment. Unit Content and Rules of Combination This qualification is made up of a total of 6 mandatory units. To be awarded this qualification the candidate must achieve a total of 34 credits as shown in the table below.
Mandatory Units Unit Reference Number
Unit Title
Level
Credit Value
GLH
TQT
M/507/113
Manage staff development and careers
4
8
80
80
T/507/1134
Support management on human resource policy, process and guidance
4
8
70
80
A/507/1135
Manage the administration functions in support of military deployments
4
7
60
70
F/507/1136
Manage Information Management Compliance
4
5
30
5
L/507/1138
Understanding accounts, allowances and pensions
4
6
50
60
2
Age Restriction This qualification is available to learners aged 18 years and over. Opportunities for Progression This qualification creates a number of opportunities for progression into specialist administrative and management roles. Exemption No exemptions have been identified.
3
Qualification Units URN:
M/507/1133
Title:
Manage staff development and careers
Level:
4
Credit value:
8
GLH:
70
TQT:
80
Learning outcomes
Assessment criteria
The learner will: 1. Manage Staff Development
2. Manage Individual and team Careers
3. Manage the MidYear Appraisal Reports for staff 4. Complete Annual Appraisals 5. Manage staff Interviews and
The learner can: 1.1 Explain own role in supporting staff on personal and professional development requirements 1.2 Explain the importance of developing staff 1.3 Advise and support individuals on Personal Development matters 1.4 Advise and support individuals on Professional Development matters 1.5 Manage individuals on remedial employment training 1.6 Manage Staff and Personnel Support Branch (SPS) workplace training 2.1 Explain the importance of identifying individual and team strengths when planning work 2.2 Explain how to set individual objectives 2.3 Monitor Individual set objectives 2.4 Explain the process of recording objectives using the appropriate documentation 2.5 Record objectives using the appropriate documentation 2.6 Advise and support on Individual Objectives 3.1 Conduct Mid-Year Appraisal Interviews in line with organisational procedures 3.2 Produce and record Mid Period Appraisals for staff members 3.3 Request Pen Pictures from Employing Officers 4.1 Manage Annual Appraisal Interviews for staff under you control 4.2 Request Final Pen Pictures from Employing Officers 4.3 Complete Annual Appraisals in line with procedures 5.1 Conduct staff Interviews 4
Office Calls 6. Provide Advice to staff on Commissioning 7. Manage annual training requirements
8. Manage the civilian posts within your area of responsibility
9. Manage discipline matters within the organisation
5.2 Conduct Office Calls 6.1 Advise on Direct Entry (DE) Commissioning 6.2 Advise on Late Entry (LE) Commissioning 7.1 Provide staff with dates on annual training requirements 7.2 Confirm staff have completed their annual training tests in line with procedures 7.3 Review and record all mandated training results 7.4 Manage the re-testing of individuals not achieving the required standards 7.5 Provide advice on welfare support 8.1 Explain the current legislation for the recruitment of staff 8.2 Explain the importance of pre-employment checks 8.3 Manage the Civilian Recruitment process 8.4 Select Suitable Applicants for interview 8.5 Manage Civilian workplace expectations and performance 8.6 Conduct Interviews in line with requirements 9.1 Explain the redress process in maintaining discipline 9.2 Advise the management on redresses of complaints 9.3 Explain the process for investigating a complaint 9.4 Conduct an Investigation 9.5 Support and advise on an Inquiry 9.6 Advise on actions to be taken 9.7 Advise on services no longer required (SNLR) action 9.8 Advise on a summary hearing 9.9 Liaise with other agencies involved in the process
Additional information about the unit Unit purpose and aim(s)
This unit is about advising staff on their careers, managing their and development and reporting on their annual performance.
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
5
URN:
T/507/1134
Title:
Support management on human resource policy, process and guidance
Level:
4
Credit value:
8
GLH:
70
TQT:
80
Learning outcomes
Assessment criteria
The learner will: 1. Understand the organisation’s Human Resources (HR) and systems 2. Understand the organisation’s HR policy and procedures 3. Mange the Quality Assurance of Personnel Administration
4. Understand pay, allowances and charges
5. Understand the casualty notification
The learner can: 1.1 Explain the importance of keeping the chain of command informed of Human Resource (HR) matters 1.2 Explain the organisation’s HR information recording systems 1.3 Advise the management on Welfare support 2.1 Explain the importance of keeping up to date with policy changes 2.2 Advise the management on the organisation’s administration policy 3.1 Explain the organisation’s policies that affect the administrative services 3.2 Explain the systems for recording personal information within the organisation 3.3 Explain the process for dealing with a breach of confidentiality or security within the organisation 3.4 Explain the process for retrieving information from personal files 3.5 Explain the training requirements for the Joint Personnel Administration (JPA) information system 3.6 Manage the running of the organisation information systems 4.1 Explain the process for checking entitlement to pay 4.2 Explain the relevant documentation used for allowances 4.3 Advise individuals on eligibility and entitlements 4.4 Advise individuals on charges 4.5 Explain the importance in gaining authority prior to administering allowances 4.6 Manage the allowance process 4.7 Audit individuals for the accuracy of allowance claims 4.8 Forward claims to Joint Personnel Administration Centre (JPAC) 5.1 Explain the roles of the Duty Field and Duty Officer 5.2 Explain the role of the Casualty Notification Officer 6
process
6. Manage Staff Support
5.3 Explain the role of the Casualty Visiting Officer 5.4 Explain the process for casualty reporting 5.5 Explain the importance of gathering the relevant information prior to notifying others 5.6 Raise and update notification documentation 6.1 Manage reports and returns (R2) 6.2 Monitor routine correspondence 6.3 Advise on absent for work
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the processes and procedures of human resources. Managing the quality assurance process within the organisation.
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessment must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
7
URN:
A/507/1135
Title:
Manage the administration functions in support of military deployments
Level:
4
Credit value:
7
GLH:
60
TQT:
70
Learning outcomes
Assessment criteria
The learner will: 1. Support management on the deployment and administrative requirements
2. Manage the deployment administration of staff
3. Manage the recovery
The learner can: 1.1 Describe the levels of readiness for deployment 1.2 Advise on the administrative requirements for graduated readiness levels for deployments 1.3 Advise on timelines for graduated readiness levels for deployments 1.4 Advise on the administration for the preparation requirements for deployments 1.5 Advise on the timelines for administration preparation Requirements for deployments 1.6 Advise on the distribution of Staff and Personnel Support Branch (SPS) staff to support rear operational group 1.7 Advise on the distribution of SPS staff to support deployed personnel 1.8 Advise on the deployment equipment requirements 1.9 Advise on specialist stores requirements 1.10 Advise on the specialist training requirements 1.11 Advise on the preparation and administration for recovery of SPS 2.1 Explain the process for pre-deployment administration requirements 2.2 Explain the considerations prior to setting up a field administration location 2.3 Manage force generation procedures in support of operational deployment for SPS personal 2.4 Supervise administration checks 2.5 Manage the operational deployment of SPS 2.6 Supervise the field administration office 2.7 Manage the Administration of a units elements through Reception, Staging and Onward Integration (RSOI) phases 2.8 Manage the sustainment of deployed troops on deployment 3.1 Describe the administrative procedures that must be followed during deployed operations 8
administration of troops deployed on operations
3.2 Supervise the Delivery of Administrative Support to the Rear Operations Group 3.3 Supervise Operational Welfare Package Administration 3.4 Manage the post operational return of SPS personnel 3.5 Explain the requirements of the post operational reports
Additional information about the unit Unit purpose and aim(s)
This unit is about supporting management on the deployment of staff, their administration and support and the recovery of deployed troops from operations
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
9
URN:
F/507/1136
Title:
Manage Information Management Compliance
Level:
4
Credit value:
5
GLH:
30
TQT:
5
Learning outcomes
Assessment criteria
The learner will: 1. Understand the legal requirements of compliance
2. Support information compliance within the organisation
The learner can: 1.1 Explain the purpose of complying with legal requirement when using Defence information systems 1.2 Explain the freedom of information act (FIA) 1.3 Explain the organisations electronic management systems in line with Defence policy 1.4 Explain Data protection and compliance within the detachment 1.5 Explain the IAdmin functions 1.6 Advise on Manual Records 1.7 Advise on Electronic Records 2.1 Advise the organisations Personnel on Data Protection (DPA) 2.2 Advise on the use of the Land Forces Personal Information Asset Register 2.3 Advise on IAdmin functions 2.4 Conduct the organisations Data protection officer duties
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the organisations legal requirement of compliance, providing advice on Data protection and data systems and its functions
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
10
URN:
L/507/1138
Title:
Understanding accounts, allowances and pensions
Level:
4
Credit value:
6
GLH:
50
TQT:
60
Learning outcomes
Assessment criteria
The learner will: 1. Understand the organisational Imprest Account 2. Understand Service NonPublic Funds 3. Act as Focal Point for Information on Non-Effective Benefits (NEBs) 4. Understand the budget managers role within the organisation 5. Act as the unit point of contact for information on where to obtain professional advice and guidance
The learner can: 1.1 Carry Out the Duties of the Imprest Checking Officer 1.2 Advise on the Unit Imprest Account 2.1 Audit Accounts 2.2 Advise the Commanding Officer on Service Non-Public Funds 2.3 Deputise for the Regimental Accountant during Times of Absence 3.1 Provide Information on Non-Effective Benefits (NEBs) 3.2 Provide Information on Death in Service
4.1 Explain the organisations policies the budget manager must follow 4.2 Advise the budget manager 4.3 Provide relevant public accounts Information to the budget manager 5.1 Explain the benefits to individuals of the Armed Forces Pension Scheme (AFPS) 5.2 Provide information for professional advice
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the organisations funds and accounts, acting as the focal point for advice and guidance on defence financial services available to personnel
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the
Defence Awarding Organisation 11
unit
12
QN: 601/5950/9
The Qualification Overall Objective for the Qualifications This handbook relates to the following qualification:
Level 4 Certificate for Regimental Administrative Officers
This qualification provides the standards that must be achieved by individuals that are overseeing and supervising a team of administrators within the Regimental Administration Office. Pre-entry Requirements Learners who are taking this qualification will need to have experience working within an administrative environment. Unit Content and Rules of Combination This qualification is made up of a total of 6 mandatory units. To be awarded this qualification the candidate must achieve a total of 34 credits as shown in the table below.
Mandatory Units Unit Reference Number
Unit Title
Level
Credit Value
GLH
TQT
M/507/113
Manage staff development and careers
4
8
80
80
T/507/1134
Support management on human resource policy, process and guidance
4
8
70
80
A/507/1135
Manage the administration functions in support of military deployments
4
7
60
70
F/507/1136
Manage Information Management Compliance
4
5
30
5
L/507/1138
Understanding accounts, allowances and pensions
4
6
50
60
2
Age Restriction This qualification is available to learners aged 18 years and over. Opportunities for Progression This qualification creates a number of opportunities for progression into specialist administrative and management roles. Exemption No exemptions have been identified.
3
Qualification Units URN:
M/507/1133
Title:
Manage staff development and careers
Level:
4
Credit value:
8
GLH:
70
TQT:
80
Learning outcomes
Assessment criteria
The learner will: 1. Manage Staff Development
2. Manage Individual and team Careers
3. Manage the MidYear Appraisal Reports for staff 4. Complete Annual Appraisals 5. Manage staff Interviews and
The learner can: 1.1 Explain own role in supporting staff on personal and professional development requirements 1.2 Explain the importance of developing staff 1.3 Advise and support individuals on Personal Development matters 1.4 Advise and support individuals on Professional Development matters 1.5 Manage individuals on remedial employment training 1.6 Manage Staff and Personnel Support Branch (SPS) workplace training 2.1 Explain the importance of identifying individual and team strengths when planning work 2.2 Explain how to set individual objectives 2.3 Monitor Individual set objectives 2.4 Explain the process of recording objectives using the appropriate documentation 2.5 Record objectives using the appropriate documentation 2.6 Advise and support on Individual Objectives 3.1 Conduct Mid-Year Appraisal Interviews in line with organisational procedures 3.2 Produce and record Mid Period Appraisals for staff members 3.3 Request Pen Pictures from Employing Officers 4.1 Manage Annual Appraisal Interviews for staff under you control 4.2 Request Final Pen Pictures from Employing Officers 4.3 Complete Annual Appraisals in line with procedures 5.1 Conduct staff Interviews 4
Office Calls 6. Provide Advice to staff on Commissioning 7. Manage annual training requirements
8. Manage the civilian posts within your area of responsibility
9. Manage discipline matters within the organisation
5.2 Conduct Office Calls 6.1 Advise on Direct Entry (DE) Commissioning 6.2 Advise on Late Entry (LE) Commissioning 7.1 Provide staff with dates on annual training requirements 7.2 Confirm staff have completed their annual training tests in line with procedures 7.3 Review and record all mandated training results 7.4 Manage the re-testing of individuals not achieving the required standards 7.5 Provide advice on welfare support 8.1 Explain the current legislation for the recruitment of staff 8.2 Explain the importance of pre-employment checks 8.3 Manage the Civilian Recruitment process 8.4 Select Suitable Applicants for interview 8.5 Manage Civilian workplace expectations and performance 8.6 Conduct Interviews in line with requirements 9.1 Explain the redress process in maintaining discipline 9.2 Advise the management on redresses of complaints 9.3 Explain the process for investigating a complaint 9.4 Conduct an Investigation 9.5 Support and advise on an Inquiry 9.6 Advise on actions to be taken 9.7 Advise on services no longer required (SNLR) action 9.8 Advise on a summary hearing 9.9 Liaise with other agencies involved in the process
Additional information about the unit Unit purpose and aim(s)
This unit is about advising staff on their careers, managing their and development and reporting on their annual performance.
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
5
URN:
T/507/1134
Title:
Support management on human resource policy, process and guidance
Level:
4
Credit value:
8
GLH:
70
TQT:
80
Learning outcomes
Assessment criteria
The learner will: 1. Understand the organisation’s Human Resources (HR) and systems 2. Understand the organisation’s HR policy and procedures 3. Mange the Quality Assurance of Personnel Administration
4. Understand pay, allowances and charges
5. Understand the casualty notification
The learner can: 1.1 Explain the importance of keeping the chain of command informed of Human Resource (HR) matters 1.2 Explain the organisation’s HR information recording systems 1.3 Advise the management on Welfare support 2.1 Explain the importance of keeping up to date with policy changes 2.2 Advise the management on the organisation’s administration policy 3.1 Explain the organisation’s policies that affect the administrative services 3.2 Explain the systems for recording personal information within the organisation 3.3 Explain the process for dealing with a breach of confidentiality or security within the organisation 3.4 Explain the process for retrieving information from personal files 3.5 Explain the training requirements for the Joint Personnel Administration (JPA) information system 3.6 Manage the running of the organisation information systems 4.1 Explain the process for checking entitlement to pay 4.2 Explain the relevant documentation used for allowances 4.3 Advise individuals on eligibility and entitlements 4.4 Advise individuals on charges 4.5 Explain the importance in gaining authority prior to administering allowances 4.6 Manage the allowance process 4.7 Audit individuals for the accuracy of allowance claims 4.8 Forward claims to Joint Personnel Administration Centre (JPAC) 5.1 Explain the roles of the Duty Field and Duty Officer 5.2 Explain the role of the Casualty Notification Officer 6
process
6. Manage Staff Support
5.3 Explain the role of the Casualty Visiting Officer 5.4 Explain the process for casualty reporting 5.5 Explain the importance of gathering the relevant information prior to notifying others 5.6 Raise and update notification documentation 6.1 Manage reports and returns (R2) 6.2 Monitor routine correspondence 6.3 Advise on absent for work
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the processes and procedures of human resources. Managing the quality assurance process within the organisation.
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessment must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
7
URN:
A/507/1135
Title:
Manage the administration functions in support of military deployments
Level:
4
Credit value:
7
GLH:
60
TQT:
70
Learning outcomes
Assessment criteria
The learner will: 1. Support management on the deployment and administrative requirements
2. Manage the deployment administration of staff
3. Manage the recovery
The learner can: 1.1 Describe the levels of readiness for deployment 1.2 Advise on the administrative requirements for graduated readiness levels for deployments 1.3 Advise on timelines for graduated readiness levels for deployments 1.4 Advise on the administration for the preparation requirements for deployments 1.5 Advise on the timelines for administration preparation Requirements for deployments 1.6 Advise on the distribution of Staff and Personnel Support Branch (SPS) staff to support rear operational group 1.7 Advise on the distribution of SPS staff to support deployed personnel 1.8 Advise on the deployment equipment requirements 1.9 Advise on specialist stores requirements 1.10 Advise on the specialist training requirements 1.11 Advise on the preparation and administration for recovery of SPS 2.1 Explain the process for pre-deployment administration requirements 2.2 Explain the considerations prior to setting up a field administration location 2.3 Manage force generation procedures in support of operational deployment for SPS personal 2.4 Supervise administration checks 2.5 Manage the operational deployment of SPS 2.6 Supervise the field administration office 2.7 Manage the Administration of a units elements through Reception, Staging and Onward Integration (RSOI) phases 2.8 Manage the sustainment of deployed troops on deployment 3.1 Describe the administrative procedures that must be followed during deployed operations 8
administration of troops deployed on operations
3.2 Supervise the Delivery of Administrative Support to the Rear Operations Group 3.3 Supervise Operational Welfare Package Administration 3.4 Manage the post operational return of SPS personnel 3.5 Explain the requirements of the post operational reports
Additional information about the unit Unit purpose and aim(s)
This unit is about supporting management on the deployment of staff, their administration and support and the recovery of deployed troops from operations
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
9
URN:
F/507/1136
Title:
Manage Information Management Compliance
Level:
4
Credit value:
5
GLH:
30
TQT:
5
Learning outcomes
Assessment criteria
The learner will: 1. Understand the legal requirements of compliance
2. Support information compliance within the organisation
The learner can: 1.1 Explain the purpose of complying with legal requirement when using Defence information systems 1.2 Explain the freedom of information act (FIA) 1.3 Explain the organisations electronic management systems in line with Defence policy 1.4 Explain Data protection and compliance within the detachment 1.5 Explain the IAdmin functions 1.6 Advise on Manual Records 1.7 Advise on Electronic Records 2.1 Advise the organisations Personnel on Data Protection (DPA) 2.2 Advise on the use of the Land Forces Personal Information Asset Register 2.3 Advise on IAdmin functions 2.4 Conduct the organisations Data protection officer duties
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the organisations legal requirement of compliance, providing advice on Data protection and data systems and its functions
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the unit
Defence Awarding Organisation
10
URN:
L/507/1138
Title:
Understanding accounts, allowances and pensions
Level:
4
Credit value:
6
GLH:
50
TQT:
60
Learning outcomes
Assessment criteria
The learner will: 1. Understand the organisational Imprest Account 2. Understand Service NonPublic Funds 3. Act as Focal Point for Information on Non-Effective Benefits (NEBs) 4. Understand the budget managers role within the organisation 5. Act as the unit point of contact for information on where to obtain professional advice and guidance
The learner can: 1.1 Carry Out the Duties of the Imprest Checking Officer 1.2 Advise on the Unit Imprest Account 2.1 Audit Accounts 2.2 Advise the Commanding Officer on Service Non-Public Funds 2.3 Deputise for the Regimental Accountant during Times of Absence 3.1 Provide Information on Non-Effective Benefits (NEBs) 3.2 Provide Information on Death in Service
4.1 Explain the organisations policies the budget manager must follow 4.2 Advise the budget manager 4.3 Provide relevant public accounts Information to the budget manager 5.1 Explain the benefits to individuals of the Armed Forces Pension Scheme (AFPS) 5.2 Provide information for professional advice
Additional information about the unit Unit purpose and aim(s)
This unit is about understanding the organisations funds and accounts, acting as the focal point for advice and guidance on defence financial services available to personnel
Assessment requirements specified by a sector or regulatory body (if appropriate)
Assessed must be conducted in the workplace, in a training environment. Simulation is not permitted for this unit
Name of the organisation submitting the
Defence Awarding Organisation 11
unit
12
