CURRICULUM of COMPETENCY UNIT (CoCU)

Sub Sector BUSINESS & FINANCE

Job Area EXECUTIVE SECRETARYSHIP

Competency Unit Title FILING ADMINISTRATION

The person who is competent in this CU shall be able to preserve correspondences and other documents and to
ensure quick & easy retrieval and reference of the filed documents in accordance with company’s Standard
Operating Procedures (SOP) and job description. Upon completion of this competency unit, trainees will be able to: -
Learning Outcome • Determine filing administration requirements
• Perform filing administration
• Maintain filed documents
• Record filing administration.
Training Credit
Competency Unit ID FB-025-3:2012-C03 Level 3 Duration
120 Hours
12
Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
1. Determine filing i. Filing administration SOP 5 hours Lecture i. Document
administration ii. Document types of output types of output
requirements such as determined
• hard copy ii. Methods of
• soft copy filing
Iii. Filing classification (electronic &
i. Receive filing 13 hours Demonstration manual) to be
administration & used
instruction from Observation determined
superior iii. Indexing
ii. Obtain filing SOP from format &
relevant department / procedures
superior determined
iii. Determine document
types of output
iv. Determine filing
classification
v. Determine methods of

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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
filing
vi. Determine indexing Attitude
format & procedures i. Attentive to
filing
instructions
given by
superior
ii. Resourceful in
acquiring
information and
data

2. Perform filing i. Purpose and objective 18 hours Lecture i. Methods of

administration of filing filing applied
activities ii. Methods of filing such ii. Methods of
as indexing
• Electronic applied
• Manual iii. Company’s
iii. Methods of indexing filing safety
• Alphabetical and security
procedure
• Numerical adhered to
• Chronological iv. Documents
• Title/Project sorted and
• Colour coding grouped
• Geographical v. Documents
• Alphanumerical indexed and
ii. Company’s filing filed
safety and security vi. Safety &
procedure security
i. Sort and group 42 hours Demonstration procedures
documents & carried out on
Observation filed & indexed
ii. Determine filing
storage area documents

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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
iii. Index and file
documents
iv. Carry out safety &
security procedures on Attitude
filed & indexed i. Ensure soft copy
documents and hard copy of
documents
properly kept
and saved
ii. Consistent in
filing office
documents

3. Maintain filed i. File movement cross 7 hours Lecture i. File movement

documents referencing list cross
ii. Procedures of filing referencing list
periodical review determined
iii. File movement control ii. Procedures of
system filing periodical
• Despatch book review
• Reference list complied with
• Memo iii. File movement
Demonstration control system
i. Follow up file 17 hours
& determined
movements
Observation iv. Removed file
ii. Locate & record located &
removed file using
recorded using
cross referencing list
cross
iii. Review filed referencing list
documents periodically
v. Filed
iv. Propose obsolete documents
documents to be Attitude reviewed
disposed to superior periodically
i. Committed in
maintaining filed

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 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
and indexed
documents
ii. Alert with
movement of the
file
iii. Organised in
filing & indexing
documents
4. Record filing i. Procedures of 5 hours Lecture i. Procedures of
administration documents disposal documents
ii. Methods of documents disposal
disposal such as followed
• recycle ii. Methods of
• shred documents
iii. Technique of using disposal
shredder applied
i. Dispose obsolete 13 hours Demonstration iii. Obsolete
documents & documents
Observation disposed
ii. Record filing
administration iv. Technique of
Attitude
using shredder
i. Trustworthy in applied
handling
v. Filing
obsolete
administration
documents
recorded
ii. Meticulous in
selecting and
sorting obsolete
documents

Safety
i. Careful in
handling
shredder

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Employability Skills

Core Abilities Social Skills

01.01 Identify and gather information. 1. Communication skills
02.01 Interpret and follow manuals, instructions and SOP's. 2. Conceptual skills
02.03 Communicate clearly.
02.04 Prepare brief reports and checklist using standard forms.
3. Interpersonal skills
03.03 Accept responsibility for own work and work area. 4. Multitasking and prioritizing
06.03 Identify and highlight problems. 5. Self-discipline
01.04 Analyse information. 6. Teamwork (in group)
02.08 Prepare pictorial and graphic information. 7. Learning skills
04.01 Organize own work activities.
02.10 Prepare reports and instructions. 8. Leadership skills
02.11 Convey information and ideas to people.
03.10 Provide consultations and counselling.
03.12 Provide coaching/on-the-job training.

Tools, Equipment and Materials (TEM)

ITEMS RATIO (TEM : Trainees)

1. Computer 1:1
2. Whiteboard 1:25
3. Projector 1:25
4. Stationery 1:1
5. Shredder 1:25
1:1
6. Sample of Despatch Book
1:1
7. Sample of Reference List
1:1

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8. Sample of Memo

References

REFERENCES

1. Academy of Language Studies UITM. (2002). Vision Focus on Grammar. McGraw Hill. ISBN: 9839340980
2. Academy of Language Studies UITM. (2002). Vision Focus on Reading & Writing. McGraw Hill. ISBN: 9832679303
3. Brown, G.D., & Rice, S. (2007). Professional English in use: Law. Cambridge Univ. Press. ISBN: 9780521685429
4. Devito, J.A. (2009). The Interpersonal Communication Book (11th ed.). Pearson Education. ISBN: 0205472885
5. Fox, G. (1998). Office Etiquette & Protocol. Learning Express. ISBN: 9781576851456
6. France, S. (2009). The Definitive Personal Assistant & Secretaries Handbook: A Best Practice Guide for All Secretaries, P.As, Office Managers & Executive Assistants. Kogan Page.
ISBN: 9780749458379
7. Krishnamurthy, E. (2005). Improve Your Secretarial Skills. ISBN: 9788121928328
8. McKinney, A. (2004). Real Resumes for Administrative Support, Office & Secretarial Jobs. Fayetteville, NC : PREP Pub. ISBN: 9781885288370
9. Pohl, A. (2002). Test Your Professional English: Secretarial. Pearson Education. ISBN: 9780582451629
10. Quible, Z.K. (2005). Administrative Office Management: An Introduction. Pearson/Prentice Hall. ISBN: 9780131245105
11. Stroman, J., et al. (2008). Administrative Assistant's & Secretary's Handbook (3rd ed.). AMACOM. ISBN: 9780814409138

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