Administration NVQs and Apprenticeships are designed for staff working in administration across all occupations and sectors of employment, and start from basic administrative roles to those where an individual has supervisory/management responsibilities for the running of the administrative duties.

NVQ Level 1

For individuals whose role involves carrying out routine administrative activities which require a high level of supervision. A candidate must complete four units in total.

Mandatory units (two units):

• Carry out your responsibilities at work
• Work within your business environment

Group A (choose two units):

• Ensure your own actions reduce risks to health and safety (ENTO)
• Welcome visitors
• Handle mail
• Store and retrieve information
• Use IT to exchange information (IT user)
• Word Processing Software (IT user)
• Make and receive telephone calls
• Use office equipment

NVQ Level 2

For individuals whose role involves carrying out a broad range of administrative activities, requiring a limited amount of supervision and working with some autonomy. A candidate must complete five units in total.

Mandatory units (two units):

• Carry out your responsibilities at work
• Work within your business environment

Group A (choose three units):

• Ensure your own actions reduce risks to Health and Safety (ENTO)
• Manage customer relations
• Manage diary systems
• Organise business travel and accommodation
• Deal with visitors
• Process customer financial transactions
• Operate credit control procedures
• Store, retrieve and archive information
• Research and report information
• Organise and support meetings
• Use IT systems (IT user)
• Use IT to exchange information (IT user)
• Word processing software (IT user)
• Spreadsheet software (IT user)
• Database software (IT user)
• Presentation software (IT user)
• Specialist or bespoke software (IT user)
• Use a telephone system
• Operate office equipment
• Prepare text from notes
• Prepare text from shorthand
• Prepare text from recorded audio instruments
• Produce documents
• Work effectively with other people

In order to achieve an Apprenticeship, Key Skills (Communication Level 2 and Application of Number Level 1) and a Technical Certificate (Certificate in Administration – Business Organisations and People Level 2) are required to be added to this NVQ.

NVQ Level 3

For individuals whose role involves carrying out administrative duties with a considerable amount of responsibility and autonomy. A candidate must complete six units in total.

Mandatory units:

• Carry out your responsibilities at work
• Work within your business environment

Optional Group A (choose one unit):

• Ensure your own actions reduce risks to Health and Safety (ENTO)
• Manage diary systems
• Organise business travel and accommodation
• Use IT systems (IT user)
• Use IT to exchange information (IT user)
• Database software (IT user)
• Presentation software (IT user)
• Specialist or bespoke software (IT user)

Optional Group B (choose three units):

• Supervise an office facility
• Procure products and services
• Manage and evaluate customer relations
• Managing the payroll function (AOSG)
• Complete year end procedures (AOSG)
• Monitor information systems
• Run projects
• Research, analyse and report information
• Plan, organise and support meetings
• Make a presentation
• Organise and coordinate events
• Word processing software (IT user)
• Spreadsheet software (IT user)
• Website software (IT user)
• Artwork and imaging software (IT user)
• Design and produce documents
• Plan and implement innovation and change
• Develop productive working relationships with colleagues and stakeholders (MSO)
• Provide leadership for your team (MSO)
• Prepare text from notes
• Prepare text from shorthand
• Prepare text from recorded audio instructions

In order to achieve an Advanced Apprenticeship, Key Skills (Communication Level 2 and Application of Number Level 2) and a Technical Certificate (Certificate in Administration – Business Organisations and People Level 3) are required to be added to this NVQ.

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Information Technology NVQs/Apprenticeships are designed for individuals who use IT skills in their day-to-day work using a variety of non-complex and complex software programmes.

NVQ Level 1

Intended for individuals whose role involves carrying out routine IT activities which require a high level of supervision. A candidate must complete a minimum total of 40 Unit Values (UVs).

Mandatory unit:

• Make selective use of IT (UV = 15)

Optional units:

• Operate a computer (UV = 10)
• IT maintenance for users (UV = 5)
• IT troubleshooting for users (UV = 5)
• IT security for users (UV = 5)
• Artwork and imaging software (UV = 10)
• Internet and intranets (NV = 5)
• Email (UV = 5)
• Word processing software (UV = 10)
• Spreadsheet software (UV = 10)
• Database software (UV = 10)
• Website software (UV = 10)
• Presentation software (UV = 10)
• Specialist or bespoke software (UV = 10)
• Evaluate the impact of IT (UV = 5)
• Use IT systems (UV = 5)
• Use IT to exchange information (UV = 5)
• Sector specific unit (UV = 10)

NVQ Level 2

Intended for individuals whose role involves carrying out a broad range of IT activities requiring a limited amount of supervision and working with some autonomy. A candidate must complete a minimum total of 100 Unit Values (UVs) units.

 Mandatory unit:

• Make selective use of IT (UV = 25)  

Optional units:

• Operate a computer (UV = 20)
• IT maintenance for users (UV = 15)
• IT troubleshooting for users (UV = 15)
• IT security for users (UV = 15)
• Artwork and imaging software (UV = 20)
• Internet and intranets (UV = 15)
• Email (UV = 15)
• Word processing software (UV = 20)
• Spreadsheet software (UV = 20)
• Database software (UV = 20)
• Website software (UV = 20)
• Presentation software (UV = 20)
• Specialist or bespoke software (UV = 20)
• Evaluate the impact of IT (UV = 15)
• Use IT systems (UV = 15)
• Use IT to exchange information (UV = 15)
• Sector specific unit (UV = 20)

In order to achieve an apprenticeship Key Skills  (Communication Level 1 and application of Level 1) are required to be added to this NVQ. There is no technical certificate at this time for this level.

NVQ Level 3

Intended for individuals whose role involves carrying out IT duties with a considerable amount of responsibility and autonomy. A candidate must complete a minimum total of 180 Unit Values (UVs).

Mandatory unit:

• Make selective use of IT (UV = 35)

Optional units:

• Operate a computer (UV = 30)
• IT maintenance for users (UV = 25)
• IT troubleshooting for users (UV = 25)
• IT security for users (UV = 25)
• Artwork and imaging software (UV = 35)
• Internet and intranets (UV = 25)
• Email (UV = 25)
• Word processing software (UV = 30)
• Spreadsheet software (UV = 35)
• Database software (UV = 35)
• Website software (UV = 35)
• Presentation software (UV = 30)
• Specialist or bespoke software (UV = 30)
• Evaluate the impact of IT (UV = 25)
• Use IT systems (UV = 25)
• Use IT to exchange information (UV = 25)
• Sector specific unit (UV = 30)

In order to achieve an Advanced Apprenticeship, Key Skills (Communication Level 2 and application of Level 2) and a Knowledge Certificate (e.g. IT Key Skill at Level 3, CLAIT at Level 3 or Certificate for IT Users Level 3) are required to be added to this NVQ.

Like all NVQs, this qualification is competence based. This means that it is linked to the candidate’s ability to competently perform a range of tasks connected with their work.

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The OCR CLAiT suite is the only nationally approved package of IT user qualifications that fully integrates Microsoft options. It is a relevant and flexible package of three IT user qualifications, which allow progression from basic to advanced levels.

OCR Level 1 Certificate for IT Users
(New CLAiT)

This enables learners to build their confidence. It is designed for those who have had only a very basic introduction to the use of IT. New CLAiT has been redeveloped to produce a qualification that provides a far clearer progression route to Level 2 at both unit level and whole qualification level.

The New CLAiT qualification aims to provide a nationally-recognised standard in IT assessment that is accessible and flexible, whilst also being reliable, consistent and valid.  It is designed to fit the needs ofthe employer and candidate.

Aims:

• Develop a candidate’s knowledge of standard IT hardware and software and their ability to operate equipment correctly and safely.
• Develop a candidate’s knowledge of a range of different software applications and their ability to use different applications effectively to complete tasks.
• Develop a candidate’s ability to manage documents and data in a variety of applications.
• Develop a candidate’s ability to enter data accurately.
• Develop a candidate’s skills and knowledge in contexts that are directly relevant to employment situations.
• Encourage progression by assisting the development of skills and knowledge that learners will need to undertake further study.

In order to achieve a OCR Level 1 Certificate for IT Users (New CLAiT) candidates are required to achieve three units, the core unit (unit one) plus two additional optional units. Candidates can also achieve an OCR Level 1 Diploma for IT Users (New CLAiT) by achieving five units, the core unit plus four additional optional units.  Certification is also available for single units.  Each unit is regarded as a worthwhile achievement in its own right and candidates have the option of achieving as many or as few units as are appropriate for their own learning needs or employment situation.

Mandatory unit:

• Unit 1 – File management and e-document production

Optional units:

• Unit 2 - Creating spreadsheets and graphs
• Unit 3 –  Database manipulation
• Unit 4 –  e-publication creation
• Unit 5 –  Create an e-presentation
• Unit 6 –  e-image creation
• Unit 7 –  Web page creation
• Unit 8 –  Online communication
• Unit 9 –  Computing fundamentals
• Unit 10 – Key applications
• Unit 11 – Living online

There are no general rules for the combination of optional units, with the exception of units 8 and 11, where only ONE of these units can be claimed towards either of the full certificate or the full diploma.

20 guided hours per unit will be required to acquire the knowledge, understanding and skills necessary to demonstrate each assessment objective successfully, which is followed by a three-hour assessment. However, this figure is for guidance only and will vary depending on individual candidate.

OCR Level 2 Certificate for IT Users
(CLAiT Plus)

This allows learners to boost their productivity and includes optional Microsoft Office specialist units – allowing learners to improve software-specific skills. It is designed to recognise the skills, knowledge and understanding of IT users in employment, education and training. Courses leading to the CLAiT Plus qualification will equip learners with the broad range of transferable skills necessary to meet the demands of the modern workplace, and will prepare learners for progression to training in IT User skills at Level 3.  It has the same aims as New CLAiT  at an advanced level.

CLAiT Plus has been designed to accredit a broad range of IT skills, ensuring that, regardless of the optional units chosen, the learner will be prepared for the needs of the IT-based workplace in a comprehensive manner.

In order to achieve a OCR Level 2 Certificate for IT Users (CLAiT Plus) candidates are required to achieve three units, the core unit (unit one) plus two additional optional units.

Candidates can also achieve an OCR Level 2 Diploma for IT Users (CLAiT Plus) by achieving five units, the core unit plus four additional optional units. Certification is also available for single units. Each unit is regarded as a worthwhile achievement in its own right and candidates have the option of achieving as many or as few units as are appropriate for their own learning needs or employment situation.

Mandatory unit:

• Unit 1 – Integrated e-document production

Optional units:

• Unit 2 - Manipulating spreadsheets and graphs
• Unit 3 – Creating and using a database
• Unit 4 – e-publication design
• Unit 5 – Design an e-presentation
• Unit 6 – e-image manipulation
• Unit 7 – Website creation
• Unit 8 – Electronic communication

30 guided hours per unit will be required to acquire the knowledge, understanding and skills necessary to demonstrate each assessment objective successfully, followed by a three-hour assessment. However this figure is for guidance only and will vary depending on the individual candidate.

This qualification is very flexible in its structure, enabling the organisation and individual to choose the optional units which best suit their work and job role. Although all units need to be achieved to gain the qualification each unit is a ‘mini qualification’ and can be separately accredited.

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The role of a team leader covers many aspects, such as:

• Liaison and administration
• Attending weekly meetings
• Running weekly team meetings
• Oversees team operations
• Supervision/support of team staff
• Delegating jobs and tasks

It is an important role and one that can affect an organisation’s daily operation. Team leaders therefore need to have excellent supervisory, communication and delegation skills. This qualification will support team leaders in evaluation of their effectiveness and support skills not yet developed.

NVQ Level 2

This is intended for individuals whose role involves carrying out a broad range of team leader activities, requiring a limited amount of supervision and working with some autonomy. A candidate must complete six units in total. 

Mandatory units (four units):

• Manage your own resources
• Provide leadership for your team
• Develop productive working relationships with colleagues
• Ensure your own actions reduce risks to health and safety

Group A (choose two units):

• Encourage innovation in your team
• Allocate and check work in your team
• Provide learning opportunities for colleagues
• Resolve customer service problems
• Support customer service improvements

In order to achieve an Apprenticeship, Key Skills  (Communication Level 2 and Application of Level 1) and a Technical Certificate (GOAL Certificate in Team Leading Level 2) are required to be added to this NVQ.

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NVQ Level 3

This is intended for individuals whose role is more at a junior management level. A candidate must achieve seven units.

Mandatory units (four units):

• Manage your own resources and professional development
• Provide leadership in your area of responsibility
• Allocate and monitor the progress and quality of work in your area of responsibility
• Ensure health and safety requirements are met in your area of responsibility

Optional units (choose three units):

• Promote equality of opportunity and diversity in your area of responsibility
• Encourage innovation in your area of responsibility
• Plan change
• Implement change
• Develop productive working relationships with colleagues
• Recruit, select and keep colleagues
• Provide learning opportunity for colleagues
• Manage a budget
• Manage a project
• Monitor and solve customer service problems
• Work with others to improve customer service

In order to achieve an Advanced Apprenticeship, Key Skills  (Communication Level 2 and Application of Level 2 ) and a Technical Certificate (BTEC Certificate in Management (Supervision and Leadership) Level 3, Chartered Management Institute Certificate in Management Level 3 or Institute for Leadership and Management Certificate in First Line Management Level 3) (Certificate in Management) are required to be added to this NVQ.

Additional outcomes/requirements:

Candidates must complete two from the options listed below:

• Two job specific units from an NVQ Level 2 or above
• Two units from a Higher Level Management NVQ 4/5
• Key Skills at a Higher Level 3 or above
• IT Key Skills (portfolio and test) Level 2 or above
• ECDL
• CLAiT
• Two units from the IT/NVQ level 2 or above

NVQ Level 4

This is intended for senior managers responsible for several departments. Candidates must achieve eight units.

Mandatory units (five units):

• Develop and implement operational plans for your area of responsibility
• Encourage innovation in your area of responsibility
• Develop productive working relationships with colleagues and stakeholders
• Ensure health and safety requirements are met in your area or responsibility
• Manage business processes

Optional units (choose three units):

• Manage your own resources and professional development
• Develop your personal networks
• Provide leadership in your area of responsibility
• Ensure compliance with legal, regulatory, ethical and social requirements
• Promote equality of opportunity and diversity in your area of responsibility
• Lead change
• Plan change
• Implement change
• Recruit select and keep colleagues
• Allocate and monitor the progress and quality of work in your area of responsibility
• Provide learning opportunities for colleagues
• Manage finance for your area of responsibility
• Manage a project
• Manage a programme of complementary projects
• Work with others to improve customer service
• Build your organisation’s understanding of its market and customers
• Manage the achievement of customer satisfaction

Like all NVQs, this qualification is competence based. This means that it is linked to the candidate’s ability to competently perform a range of tasks connected with their work.

With the correct training it is possible to move from one level to the next or to combine units from different qualifications to make individual, tailored programmes, which match an individual’s job role.

This qualification is very flexible in its structure enabling the organisation and individual to choose the optional units which best suit their work and job role.

Although all units need to be achieved to gain the NVQ each unit is a ‘mini qualification’ and can be separately accredited.

 

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