SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Apply administrative principles in the implementation of public sector procedures and work schedule 
SAQA US ID UNIT STANDARD TITLE
242900  Apply administrative principles in the implementation of public sector procedures and work schedule 
ORIGINATOR
SGB Public Administration and Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Public Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 4  NQF Level 04  6 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
This Unit Standard is intended for public sector officials involved with the service delivery activities in order to render services to the communities, stakeholders and other related role players that interact with the public sector. With the completion of this unit standard the learners will improve their administration skills and contribute to the improvement of service delivery in the South African public sector.

The qualifying learner is capable of:
  • Utilising administrative systems within a public sector to support service delivery.
  • Demonstrating an understanding of the procedures relating to compliance with public sector requirements.
  • Recording and maintaining administrative information.
  • Demonstrating the ability to maintain information at the required level of confidentiality.
  • Processing filing and indexing of important documentation. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    All learners accessing this qualification must be competent in:
  • Communication NQF Level 3.
  • Mathematical Literacy NQF level 3.
  • Computer Literacy NQF Level 3. 
    		•

    UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate an understanding of the nature of office administrative systems within a municipality. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    A list of all administrative systems within own public sector department are identified and explained with examples. 
    ASSESSMENT CRITERION RANGE 
    Administrative systems include but not limited to staff administrative systems, filing systems, service delivery systems.
     

    ASSESSMENT CRITERION 2 
    The resources necessary for the functioning of the administrative systems within the public sector environment are explained with examples. 
    ASSESSMENT CRITERION RANGE 
    The resources include but are not limited to personnel, office space, information technology, and finances.
     

    ASSESSMENT CRITERION 3 
    The channels for assessing the administrative systems are identified and applied in own work context. 

    ASSESSMENT CRITERION 4 
    Information for meetings is received, collected and processed in formats that guide proceedings of meetings. 

    ASSESSMENT CRITERION 5 
    Work related information is recorded for future reference in order to provide input to relevant reports required by manager. 

    ASSESSMENT CRITERION 6 
    Working practices designed to maximise safe and healthy environment working environment are discussed with reference to personal health and safety. 

    SPECIFIC OUTCOME 2 
    Demonstrating an understanding of the procedures relating to compliance with public sector requirements. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The control systems relating to administrative procedures in the public sector environment are explained in relation to own work context. 

    ASSESSMENT CRITERION 2 
    Non-conformances to the control systems and administrative procedures by personnel are noted and recommendations made for improvements. 

    ASSESSMENT CRITERION 3 
    Corrective actions are implemented in accordance with public sector and related departmental policies. 
    ASSESSMENT CRITERION RANGE 
    Corrective action includes but is not limited to the public sector codes of conduct and ethics, dispute resolution codes of conduct.
     

    ASSESSMENT CRITERION 4 
    Stock control procedures for ordering, handling and issuing office stationary and supplies are discussed in the context of cost minimisation. 

    ASSESSMENT CRITERION 5 
    Stock control forms, cards and requisitions are completed in order to comply with public sector administrative procedures. 

    SPECIFIC OUTCOME 3 
    Record and maintain administrative information. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Information is provided to internal and external stakeholders and customers in accordance to public sector routine requirements and once off requests. 

    ASSESSMENT CRITERION 2 
    Records and documentation are stored according to municipal requirements. 
    ASSESSMENT CRITERION RANGE 
    Documentation and records include but not limited to financial records, internal correspondence, copies of outgoing correspondence.
     

    ASSESSMENT CRITERION 3 
    Outdated information is archived in accordance to administrative procedures in a public sector environment. 

    ASSESSMENT CRITERION 4 
    Opportunities for improving the management and archiving of information are identified and explained with examples. 

    ASSESSMENT CRITERION 5 
    Legal documentation relating to office administration in own public sector department is identified and used to guide service delivery. 

    SPECIFIC OUTCOME 4 
    Demonstrate the ability to maintain information at the required level of confidentiality. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The information required to be kept confidential is identified and maintained in accordance with public sector internal and legal requirements. 

    ASSESSMENT CRITERION 2 
    The systems applied for keeping administrative information and records confidential are explained with examples. 

    ASSESSMENT CRITERION 3 
    The mandates applicable for access to confidential information are identified for administrative staff and other personnel according to their roles, responsibility and authority. 

    ASSESSMENT CRITERION 4 
    Risks to confidentiality of information and records within own workplace are identified and recommendations made to ensure risk minimisation. 
    ASSESSMENT CRITERION RANGE 
    Risks include but are not limited unathorised access, employee negligence, breach of confidentiality.
     

    ASSESSMENT CRITERION 5 
    Current communication facilities are used to enhance productivity of office administrative functions. 
    ASSESSMENT CRITERION RANGE 
    Communication facilities include but are not limited to telephone systems, fax, view data and electronic mail.
     

    ASSESSMENT CRITERION 6 
    Advantages and disadvantages of different telecommunication services are listed with reference to public sector departmental service delivery objectives. 

    ASSESSMENT CRITERION 7 
    Procedures used to process incoming and outgoing mail are described in the context of provisions associated with postal and non-postal mail. 

    ASSESSMENT CRITERION 8 
    A system used by the public sector to circulate mail and internal communications is described in a manner that demonstrates an understanding of the need to improve official communication channels. 

    SPECIFIC OUTCOME 5 
    Process filing and indexing of important documentation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Principal classification systems are identified and used to file important public sector departmental administration documents. 
    ASSESSMENT CRITERION RANGE 
    Classification includes but is not limited to alphabetical, numerical, subject, geographical and chronological methods.
     

    ASSESSMENT CRITERION 2 
    Advantages and disadvantages of different filing and indexing systems are identified with reference to improved filing procedures for own public sector department. 

    ASSESSMENT CRITERION 3 
    Suitable cross reference cards are devised and used in an office environment. 

    ASSESSMENT CRITERION 4 
    Basic rules for operating a filing system, including retention policy are applied with reference to municipal by-laws. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Any individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • Public sector policies and procedures pertaining to administration.
  • Departmental policies and procedure pertaining to administration.
  • A good understanding of all legal documents and records.
  • A good understanding of the administrative policies and procedures.
  • Filing and indexing procedures.
  • Recording systems. 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems using critical and creative thinking processes to manage administrative systems. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organisation or community to ensure the management of personnel procedures relating to compliance to administrative procedures. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively in order to ensure that filing, indexing and administrative records are updated and maintained on an ongoing basis. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information in order to maintain administrative systems and process filing and indexing in a proactive manner. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language in the modes of oral and/or written persuasion to index administrative record systems. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology effectively and critically, showing responsibility to the environment and health of others in maintaining record keeping and administrative systems. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of interrelated systems by recognising that administrative problem-solving contexts within the public sector do not exist in isolation. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Participating as responsible citizens in the life of local, national and global communities by ensuring the confidentiality of important information and managing administrative systems proactively in order to ensure efficient service delivery. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  57824   Further Education and Training Certificate: Public Administration  Level 4  NQF Level 04  Reregistered  2023-06-30  PSETA 
    Elective  58578   National Certificate: Local Government Councillor Practices  Level 3  NQF Level 03  Reregistered  2023-06-30  LG SETA 
    Elective  64069   Further Education and Training Certificate: Archives and Records Management  Level 4  NQF Level 04  Reregistered  2023-06-30  ETDP SETA 
    Elective  58624   National Certificate: Library and Information Services  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered"     		 2015-03-13  ETDP SETA 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. Afriwealth Consulting 
    2. Avenida (Pty) Ltd 
    3. Bull's Business and Skills Training Institute 
    4. CB Willemse Training 
    5. Concepts of Sustainable Management (CSM) 
    6. Development Bank of Southern Africa (DBSA) 
    7. Eagle Greek Inverstment T/A Mollo consulting 
    8. Ethembeni Multi Service Enterprise (Pty) Ltd 
    9. Faranang Business and Training Solutions PTY(LTD) 
    10. Faranang Marketing 
    11. Growth Management Consulting 
    12. HDPSA 
    13. IALE School of Advanced Learning Education 
    14. IGKM Management Services (Pty) Ltd 
    15. Inafrica General Trading Pty LTD 
    16. Izwelethu Black Diamond 
    17. Josmap Training Institute 
    18. Kuyakhula Development Initiatives 
    19. Leap Projects 
    20. LETZAA Group 
    21. Management College of Southern Africa (MANCOSA) 
    22. MML Consulting CC. 
    23. Monepe Holdings (Pty) Ltd 
    24. Mortarboard Training Solutions 
    25. MTK Corporate Solutions 
    26. Networx for Career Development 
    27. Nkqubela Community Developers 
    28. NTI College 
    29. Petra institute of Development (PTY) Ltd 
    30. Pioneer Business Consulting 
    31. PMA Holdings (PTY ) LTD. 
    32. Regent Business School (Pty) Ltd t/a Regent Business School 
    33. Retshetse Training Project 
    34. Silalele Consulting CC. 
    35. SIZA NESU TRAINING AND DEVELOPMENT 
    36. South African ABET Development Agency SAADA 
    37. South African Governance and Business College 
    38. South West Gauteng College - Molapo Campus 
    39. STARPLEX 408 CC 
    40. Talent Emporium Academy (PTY) Ltd 
    41. Tembe Service Providers 
    42. The Crimson CO CC. 
    43. Tloumogale Business Development & Consulting 
    44. Tovani Traiding 299 
    45. Tshepang Consulting & Project 
    46. Tshwane Training Institute (PTY) LTD. 
    47. UNIVERSITY OF BUSINESS EXCELLENCE(PTY)LTD 


    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.