Organise the front office for the week

What is going on

The regular Business Support Officer is in Adelaide until Wednesday and you are running the Melbourne front office. The week includes a leadership team meeting on Tuesday, the Brightwater project status meeting on Wednesday and several client site visits by advisers. The Finance and Administration Manager wants the boardroom bookings made, visitor lists prepared, the shared calendar updated with everyone's movements for safety, and the leadership meeting agenda circulated using the template. Loose cabling has been left in the open plan area after a desk move and it is already in the risk register, but nobody has completed the hazard report. Two client emails have arrived asking for meeting times and a copy of an invoice.

Your brief

Set up the week's meetings and visitor arrangements, keep the shared calendar and records accurate, respond to routine client requests professionally, report the cabling hazard properly and circulate a clear agenda for the leadership meeting.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Health and Safety Policy and complete an Incident and Hazard Report Form for the loose cabling, then update the matching entry RC-26-021 in the Risk and Compliance Register with the action you have taken.
• Prepare the leadership team meeting agenda on the Meeting Agenda and Minutes Template using the items supplied by your assessor, with a time and a lead for each item.
• Build a schedule for the week showing boardroom bookings, the client site visits from the client records and who is out of the office each day, using a spreadsheet or table.
• Draft replies to the two client emails supplied, confirming a meeting time from the schedule and explaining how a copy of an invoice will be provided, in Meridian's plain and courteous style.
• Record the two client interactions in the Client Relationship Manager against the correct client records with the date, the request and the action.
• Prepare a visitor list and room set up note for the Brightwater status meeting, including the online link and the privacy rule about leaving client documents in the boardroom.
• Write a short handover note for the returning Business Support Officer listing what was done and what is outstanding.

What someone in this role would produce

• Completed Incident and Hazard Report Form and updated register entry
• Leadership meeting agenda
• Weekly schedule with bookings and movements
• Client email replies and client system entries
• Handover note