Assessment Task 2 Instructions

Carefully read the following:

King Edward VII College was established in 2010. The College is based in the Melbourne CBD and it
offers a range of courses in management, marketing, human resources and international business. It
currently has around 500 students enrolled across all of its courses.

The College is very popular due to its competitive pricing structure, innovative teaching methods and
state of the art facilities.

Due to its success, the College plans to establish two additional campuses, one in Brisbane and one
in Sydney. The Brisbane campus will commence in October 2019 and Sydney in early 2020. Campus
locations are already in place, with the process being overseen mainly by the CEO and Finance
Manager. No staff have been employed as yet, but it is anticipated that each campus will require a
receptionist, a student services officer and 4 trainers.

All other staff functions will be completed by existing staff at the Sydney campus until such time as
student numbers increase substantially.

It is anticipated that maximum student numbers at the new campuses will be up to 50 students per
campus.

The College currently employs 24 staff members. That includes the CEO, a Marketing Manager and a
Marketing Assistant, Human Resources Manager, Finance Manager, Administration Manager, Office
Assistant, Receptionist, Academic Manager, Student Services Officer and approximately 14 trainers.

Information about the staff, including employment status, age, gender and cultural background is
provided in Workforce Information 2018.

All staff are employed via individual contracts, and there is no enterprise agreement in place.

As the Administration and Project Officer, you are required to undertake an analysis of the situation
and then plan and implement activities that will ensure that the organisation can access skilled labour
during this period of expansion.

Complete the following activities:

1. Research workforce requirements
Review the scenario information, as well as the Strategic and Operational Plan and
Workforce Information 2018.
Identify sources of information that you can use to research workforce supply in the
education sector as in the scenario information and as indicated below.

Make notes in relation to:

 The organisation’s requirements for a skilled and diverse workforce as reflected in its
strategic objectives.
 Workforce issues as identified in the Strategic Plan and that must be reflected in workforce
objectives.
 Workforce objectives that are required to meet the overall strategic objectives.
 Workforce characteristics of King Edward VII College staff, including employment status,
age, gender and culture.
 Assessment of staff turnover rate and whether the rate is acceptable or not.
 Factors affecting workforce supply, including economic conditions, industry trends, skills and
labour shortages, unemployment rate and competition for workers. Your analysis should be
both general, as well as specific to the education sector within which King Edward VII
College operates.
 The industrial relations framework that applies to King Edward VII College workforce.

Your notes should be comprehensive, as you will need to use them to complete the
workforce plan template that you have been provided with.

RESEARCH WORKFORCE REQUIREMENTS

Company Background

King Edward VII College has been operating for 10 years. The College is based in
Melbourne CBD and offers a range of courses in management, marketing, human
resources and international business and currently has around 500 students enrolled
across all of its courses.

This report discusses the current status of the College and give us a projection of its
future regarding to its workforce capabilities.

 The organization’s requirements for skilled and diverse workforce as reflected in its strategic
objectives:

- Hiring the necessary staff as per provided data

- Hiring and promoting enough skilled labour during the period of expansion.
- Hiring diverse employees.

 Workforce issues as identified in the Strategic Plan and that must be reflected in
workforce objectives:

- Performance management
- Learning and development
- Innovative benefits
 Workforce objectives that are required to meet the overall strategic objectives:

- Acknowledge, announce and promote workforce planning project

- Keep all employees informed about ongoing news or information

 Workforce characteristics of King Edward VII College staff, including

employment status, age, gender and culture:

- Trusting
- Satisfaction
- Reliable leadership
- Workforce diversity

 Assessment of staff turnover rate and whether the rate is acceptable or

not: The data of the staff turnover _ 29% (It is medium).

The area with most turnover is Branch Manager because of retirement and more
opportunities; followed by Sales and Customer Services and Mechanic due the lack
of opportunities and recognition and also unhealthy workforce.

There are few reasons of staff leaving:

- Retirement
- Lack of opportunities
- Wellness
- Getting better opportunities in other companies
- Lack of encouragement to the employees

 Factors affecting workforce supply, including economic conditions, industry trends, skills and
labour shortages, unemployment rate and competition for workers. Your analysis should be
both general, as well as specific to the education sector within which King Edward VII
College operates.

- Promotion of employees within the organisation

- External and better opportunities (External labour market)
- Competition for talent

 The industrial relations framework that applies to King Edward VII College workforce.

It is King Edward VII College’s Policy comply with all regulations from local, state and
federal government legislation. The relevant legislation that needs to be complied
which includes:

- Competition and Consumer Act 2010

- Fair Work Act 2009
- Freedom of Information Act 1982
- State and Territory Health and Safety Legislation
- Workplace Gender Equality Act 2012 (CWTH)
- Privacy Act 1988
- Racial Discrimination Act 1975
- Safety, Rehabilitation and Compensation Act 1988
1. Develop a workforce action plan
Using your research and the notes that you have made, develop your workforce plan.

The workforce plan that you develop must address:

 Purpose of the workforce plan
 Strategic objectives and key workforce requirements
 External environment analysis to identify external factors that impact on the company and
its workforce
 Industrial relations relating to the education and training industry, as well as King Edward VII
College
 Analysis of current workforce characteristics and profile using workforce information provided.
 Future workforce needs
 Gap analysis to identify the gaps between future workforce need and existing workers
 Workforce plan objectives, including attracting and retaining skilled staff and
workforce diversity and cross-cultural management.
 Key workforce plan issues and actions.
 Communication and consultation strategy to assist with organisational changes.
 Contingency plans so as to ensure that the organisation can access skilled labour in the
event of unplanned events.

Use the Workforce Action Plan Template to guide your work.

Please see the attachment (“Workforce Action Plan”)

2. Develop a meeting agenda
Review the College’s Meeting Policy and Procedures to develop an agenda for the
meeting.

Use the Meeting Agenda Template to guide your work.

The agenda must:
 Clearly show the date, time and location for the meeting.
 Include the duration of the meeting (30 minutes).
 Clearly identify the names of staff who will attend the meeting as per the meeting policy
and procedure.
 Include items for discussion as per the scenario information and meeting policy and
procedure.

The Administration Manager will be roleplayed by the assessor, who will take notes at the
meeting.
The other managers will be roleplayed by other students. These roleplaying students will
take part in the meeting, contributing as if they were a real manager.

Before attending the meeting, consider to whom you should allocate each of the required
roles and responsibilities (There is no right or wrong answer for this. You only need to
advise each staff member of their roles and responsibilities).

Save this document as Meeting Agenda.

Please see the attachment (“Meeting Agenda”)

2. Send an email to the Management Team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate
(polite, business-like) style.
It should introduce and summarise the contents of the attachment, seek their feedback
and for the place, date and time of a meeting to discuss it.

Attach your workforce action plan and meeting agenda to the email.

From: MunkhErdene
To: Management
Team Subject: Workforce
Action

Dear Management Team.

I hope this email find you very well.

I am attaching the workforce action plan and the meeting agenda.

The workforce action plan is looking to get our administration staff well prepared to fulfil
students’ needs; according to the guidelines of the College.
The meeting agenda’s purpose is to organise effective meetings according to our
procedures.

Could you please give me a feedback about both documents and also set up a place,
date and time to discuss them in a meeting.

Thanks in advance.

Kind Regards,

MunkhErdene

3. Conduct a formal meeting with the Management Team.

The objectives of the meeting are to discuss the workforce plan you have developed and
seek the Management Team’s input.

You are required to conduct the meeting in the role of the Chair. Review the Meeting
Policy and Procedures to make sure that you understand and can apply the Chair’s role
and responsibilities.

Prior to beginning the meeting, check that the meeting space is safe and conforms with
health and safety legislation. Identify and remove hazards to the participants’ health and
safety.

Prior to the commencement of the meeting, ask the Administration and Project Officer
(your assessor) to take notes of the meeting so that you can prepare the minutes
following the meeting. Provide instructions for note taking as per the meeting policy and
procedure. You will be assessed on this. The Administration and Project Officer will write
up their notes and provide them to you following the meeting. Note that you should also
take your own brief notes so that you can check that all the meeting content was covered.
 Chair the meeting in accordance with the company’s meeting policy and procedures for
face to face meetings, as well as meeting legal and ethical requirements. This is to include
the following:

a. Prior to the meeting

 Print off a copy of your workforce action plan to take with you to the meeting.
 Checking that the meeting space meets health and safety requirements as per
health and safety legislation. Your assessor will set up at least two hazards in
the room which you will be required to identify and then rectify.

b. At the outset of the meeting

 Introducing yourself and welcoming everyone.
 Making sure everyone has a copy of the agenda and draft conference program.
 Stating the purpose of the meeting.
 Advising the timeframe for the meeting.
 Encouraging all team members to contribute.

c. Chairing the meeting including

 Keeping to the timeframe as set out in the agenda e.g. wrapping up the
discussion when the time limit for the agenda item is reached.
 Going through each of the agenda items in order.
 Keeping on track by ensuring everyone sticks to the agenda.
 Respecting everyone’s views and using active listening techniques.
 Making sure the meeting starts and ends according to the time in the agenda.
 Promoting ethical behaviour – at the meeting a staff member will raise an
ethical issue which you will need to respond to appropriately.

d. Leading the meeting according to your agenda, ensuring that:

 You share your own ideas from your research.
 You seek the ideas from the Management Team, encouraging everyone to
contribute.
 All ideas are discussed, and the action plan is agreed on. Note as there will be one
more idea than there are spaces in the conference program, you will need to
discuss this issue and facilitate a consensus.
 You achieve the meeting outcomes desired i.e. to finalise the action plan.

Take notes on the Managers’ feedback, as you will be expected to update your action plan
with this in the next activity.

Before concluding the meeting, ensure that you have the Management Team’s approval
and endorsement of your plan.
You should gain their agreement and support for the plan’s objectives and proposed
performance indicators.

During the meeting, demonstrate effective communication skills including:

 Speaking clearly and concisely
 Using non-verbal communication to assist with understanding
 Asking questions to identify required information
 Responding to questions as required
 Using active listening techniques to confirm understanding
 At the end of the meeting, notify the note taker that the notes of the meeting will need to
be provided to you within the timelines specified in the meeting policy and procedure.

Practical exercise to be done (online classes)

4. Prepare meeting minutes

Review the notes of the meeting provided by the minute taker (your assessor) and then
prepare detailed meeting minutes based on the notes provided.

Use the Meeting Minutes Template to guide your work.

You are required to check that the minute taker has taken a true and accurate record of
the meeting, as well as proof reading for any spelling and grammar mistakes.

Save this document as Meeting Minutes.

See attachment (“Meeting Minutes”)

5. Revise the Workforce Action Plan

Update your Workforce Action Plan, incorporating the CEO’s feedback from the meeting.

Name this document Revised Workforce Action Plan.

King Edward VII College

Workforce Plan

Introduction
The workforce plan wants to get administration staff well prepared to fulfil students’ needs; meeting
the guidelines of the College. Courses are structured by qualified staff; and also, this plan will ensure
that the future staff will have the skills needs in the King Edward VII College.

Objectives
 Be a pioneer in professional education and management.
 Keep the best educational service to students
 Increase and promote cultural diversity within the organisation
 Attract and retain high quality staff
 Foster a learning culture within the organisation
Environment
External environment

 Changes in the government legislation affecting our students

 New trends of the industry that will affect the background of the college
 Possible competition from other trainers
 Covid19
 Visa restrictions

Internal environment

 No understanding student’s needs

 Lack or experience and skills of trainers/instructors
 Low quality of learning and appraisal materials
 Diversity (age, gender and race)
 1 female in the senior management team.
 Median age for the Australian workforce is 42 so the figures above are in line with
this. However, mature workforce at the senior management level is of concern.
 In 2018 only one employee was from a non - westernised country.
 There is a lack of cultural diversity in the workforce.
 No full-time permanent trainers.

Future workforce needs

 Efficient and competent trainers (Need for skilled trainers and adaptive and the
difficulty in finding them)
 Experience required
 Training services
 Create a multicultural diversity
 Trainers with high level skills in adult learning methods and assessment of skills
and knowledge including design of assessment tools.
 New generation, young blood
Gap analysis

 There is a gap between Melbourne and Sydney Campuses: They need 6 people
in each campus
1 receptionist, 1 student service Officer and 4 trainers.
 Skilling up of trainers.
 Diversity
 Technology

Workforce plan objectives

Identified workforce plan actions

Issue/Need Actions Outcomes Resources Timelines

Skilling up of 2 full time Student

- Full time Every 6
trainers feedback
contract Formal Performance months
- Training, performance review
- performance review system Complaints
review

Lack of rewards More trainer Performance End of every

- Promotion
and recognition contribution review term
- Provide support, Student
- Assessment feedback
marking fee
- Employee of the
month

Recruitment Improve 2 months

- Advertising
productivity Budget
- Emails Increase Online
- Newsletters efficiency Interviews
Stationary

Unskilled Increase 2 months

- Appropriated
workforce productivity Finance
training Human
- Hiring skilled Resource
labors Management

Diversity - Hiring aboriginal Improve culture Finance On going

and different within the Human
background College Resource
people Management
Interviews
Leading - Formal and Increase Universities 4 months
vocational informal courses productivity and
training and trainings Increase specialised
efficiency sources of
training,
seminars and
courses
Staff satisfaction - Improve Satisficed Promotions Ongoing
relationship workforce Salary
 between packages
employees Employee
- Getting a better rewards
environment
workplace
- Share positive
feedbacks
- Offer flexible
schedule
Communication and consultation strategy for workforce plan

Audience Key message Delivery method Date/duratio Location

n of session
(if
applicable)
Trainers Not applicable Head office
- Academic - Face to face
advice - zoom
platform
- email
Senior 2 hours Head office
- Budget - Formal
management
- Legislation meeting
- trends
- future
- income
Marketing 1 hour Head office
- Pricing - Group chat
team
strategy - monthly
- promotion meeting
Registered 2 hours Head office
- Effective - Direct
training
providers partnership meeting

Local 1 hour Head office

- Inclusion - Power point
Aboriginal
leaders and presentation
create
aboriginal
support
groups
Current and 2 hours Head office
- Equal - Interaction
new
employees opportunities

Directors Not applicable Head office

- Improvement - Emails
Board
- Newsletter
- Memos
Contingency plans Plan B
for workforce planning

Unplanned or Contingency Action

extreme event
An outbreak (COVID19 for Implement online platform for virtual classes.
example)
Maternity leave
- Assign task delegation
- Hire temp worker

Market competition
- Increase number and types of courses
- Flexible hours (Study timesheet)
- Improve infrastructure of the College

Competition in prices of the

- Reduce school fees
courses
- Provide scholarships
- Provide more incentives and benefits

Unsatisfied clients
- Provide the best quality service possible

Unskilled trainers
- Provide constant and formal training to current trainers
- Hire qualified trainers
6. Take a screen shot of your folder and files.
You should create a folder and save all documents associated with the meeting in this
folder. This will demonstrate that you can save meeting documents according to
requirements.

You are required to demonstrate that you can file all of your records in a logical structure.
Ensure that you have an overall folder for your work, as well as sub folders if necessary.
All of the documents you have submitted for this assessment task should be correctly
named and filed.

The screen shot should show all the folders and documents.
 7. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate
(polite, business-like) style.

It should include a brief summary of the outcomes of the meeting (3 to 4 points) and direct
the recipient to read the attached minutes and Revised Workforce Action Plan.

Attach the following to the email:

 Meeting Minutes
 Revised Workforce Action Plan
 Screen shot

The minutes must be sent to staff within the designated timelines as specified in the
Meeting Policy and Procedures.

From: MunkhErdene
To: CEO
Subject: Revised Workforce Action Plan

Dear CEO

I hope this email will find you very well.

I am attaching the revised Workforce Action Plan. The update was done taking into consideration
the feedbacks obtained in our recent meeting.

Please also find attached the Meeting minutes and screenshot of my files.
All the documents described above have been forwarded to each participate of the meeting for
their information and personal records.

Kind Regards,

MunkhErdene