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BSBADM406B – Organise business travel

(information sourced from http://training.gov.au/)

Unit Descriptor

This unit describes the performance outcomes, skills and knowledge required to organise domestic and overseas business travel, including developing associated itineraries, booking travel and accommodation, preparing travel related documentation and making travel arrangements.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the Unit

This unit applies to individuals employed in a range of work environments who are responsible for the organisation of business travel. They may work as individuals providing administrative support within an enterprise, or have responsibility for these tasks in relation to their own workgroup or role.

Employability Skills Information

This unit contains employability skills.

Elements and Performance Criteria

ELEMENT	PERFORMANCE CRITERIA
1.   Organise business itinerary for domestic and overseas travel	1.1	Confirm purpose and requirements of domestic and overseas travel including planned itinerary, budget, meeting requirements and traveller preferences
	1.2	Identify points of contact and names of contact persons, and make and confirm arrangements for meetings in accordance with planned itinerary
	1.3	Prepare daily itineraries with appointments, arrival and departure times, accommodation and other itinerary details in accordance with travel purpose
	1.4	Source, prepare and provide documents and support material for meetings within designated time lines
	1.5	Prepare itinerary in accordance with meeting requirements and traveller’s occupational health and safety (OHS) requirements
	1.6	Provide itinerary and meeting documents to the traveller within designated time lines
2.   Make travel arrangements	2.1	Make bookings in accordance with organisational policies and procedures for business travel
	2.2	Identify and arrange travel documents in accordance with itinerary and individual requirements
	2.3	Confirm and check travel arrangements and despatch confirmation documents to the traveller within designated time lines
	2.4	Negotiate and confirm alternative arrangements in response to changed requirements
	2.5	Record travel details and itinerary in accordance with organisational requirements
	2.6	Negotiate and confirm communication arrangements in accordance with organisational requirements
3.   Arrange credit facilities	3.1	Check and confirm methods of payment
	3.2	Make credit arrangements in accordance with organisational policy and procedures

 

 

 

Required Skills and Knowledge

REQUIRED SKILLS AND KNOWLEDGE
This section describes the skills and knowledge required for this unit.
Required skills
communication skills to organise and confirm travel arrangements with relevant parties literacy skills to read a variety of texts and to write clear and detailed instructions in a logical sequence planning and organising skills to allow sufficient time to prepare business and travel documentation and to schedule trip according to requirements problem-solving skills to select and obtain the most effective travel itinerary research skills to locate specific information such as appropriate transport, meeting venues, accommodation, contacts technology skills to access online travel and booking resources.
Required knowledge
booking procedures communication techniques to relate to people from diverse backgrounds and people with diverse abilities key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as: anti-discrimination legislation ethical principles codes of practice privacy laws OHS organisational policies and procedures regarding travel, internet sites and other online resources sources of relevant documents and support material.

Evidence Guide

EVIDENCE GUIDE
The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.
Overview of assessment
Critical aspects for assessment and evidence required to demonstrate competency in this unit	Evidence of the following is essential: organising business-related travel for others, including scheduling and developing itineraries and travel-related documents efficiently booking and organising travel within budgets and time constraints to meet traveller and organisation needs.
Context of and specific resources for assessment	Assessment must ensure: access to: office equipment including telecommunications equipment travel-related reference material, such as accommodation and transport suppliers appointment books, scheduling software, diaries and other recording and scheduling systems preferred suppliers, contact details, websites maps.
Method of assessment	A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate review of authenticated documents from the workplace or training environment demonstration of techniques.
Guidance information for assessment	Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: other general administration units.

 Range Statement

RANGE STATEMENT
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.
Purpose and requirements may include considering:	available accommodation budget class of accommodation class of travel connections and transfers mode of travel time differences time management transport timetables
Other itinerary details may include:	arrangements for meals contact names and numbers of all personnel involved required documentation for each appointment suggested leisure activities transport arrangements local money details and accessibility of banks and automatic teller machines (ATMs) where applicable
Material for meetings may include:	business proposals catalogues contracts electronic presentations information technology (e.g. laptop, computer software) meeting papers office supplies overhead transparencies presentation kits prior work completed for the client product prototypes or samples product samples promotional brochures reports telecommunications equipment (e.g. mobile phone, teleconferencing equipment) tenders
Traveller’s occupational health and safety (OHS) requirements may include:	leisure time limit on total amount of travel per day limit on total appointments in any one day lunch breaks rest periods time between appointments time for connections and transfers travelling time to reach venues
Bookings may include:	online telephone travel agent
Travel documents may include:	accommodation confirmation email, facsimile or letter business schedule and contact details electronic or printed airline itinerary e-ticket and/or paper ticket health or medical-related documentation insurance details and contacts list of contacts including overseas if applicable maps meeting agenda and other documents passport timetable/s travel itinerary travel vouchers and accommodation guides visa/s
Recording travel details may include:	individual travel file for each key aspect of the trip making electronic copies of critical travel documents such as passport details page, airline tickets, itinerary separate file for each business trip using a diary using a prepared checklist using the organisation’s standard checklist
Communication arrangements may include:	email and facsimile access mobile access points of contact
Methods of payment may include:	accounts established with the organisation company credit cards purchase order special arrangement made between the organisation and individual suppliers providing the traveller with a cash advance reimbursing traveller for payments made on presentation of receipts
Credit arrangements may include:	cab charges currency debit or credit cards electronic funds transfer petty cash travellers cheques