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Keeping records others can use

Keeping operational records complete, accurate and filed so that someone else can find and use them later.

Good work shows: Uses consistent names and folders; records date, owner and status; updates records at the time of work.

Keeping records others can use is one of the operations skills on FinderK.

The job simulations and Skill Paths below include work that is checked for this skill. You do the work in an original fictional company and get feedback on it.

Job simulations

Approve the co-branded packaging

Brand manager, licensing at Maple and Moss Foods

About 70 minutes. Included in Plus.

A licensing partner wants its co-branded cereal bar pack approved before a printer's slot. The logo is too small, the partner's logo too big, the bar is short of fibre for its high fibre claim and short of granola for its made with claim. Review it, decide, and hold the claims when the launch date is used as pressure.

Skills: Review artwork against brand rules and a licence; Separate must fix items from advice; Check claims against evidence and a claims register; Give a partner clear, usable feedback under time pressure; Hold brand and legal standards against commercial pressure

Cover the absences before the bell

Cover officer at Brookfield Academy

About 50 minutes. Included in Plus.

Three teachers are absent and the cover list must be on the staffroom screen by 08:30. Build it within the cover rules, tell the people affected, and deal with the change that comes at lunchtime.

Skills: Allocate cover within workload and safety rules; Weigh a department's priority against the policy; Tell colleagues what has been arranged and what it risks; Choose between costed options when the day changes

Price the cold store renewal

Commercial property underwriter at Harrowby Mutual Insurance

About 75 minutes. Included in Plus.

A loyal cold store client wants to renew at last year's price with its sprinkler discount, but the survey found burning foam panels in the roof and the backup sprinkler pump has failed. Rate it by the guide, refer it, and hold firm terms with a broker who says a rival is waiting.

Skills: Rate a property risk by the underwriting guide; Recognise when a risk must be referred and why; Set conditions that address the main hazards; Hold terms with a broker while keeping the relationship; Explain a price change by the features of the risk

Recover the schedule after the fog

Duty operations controller at Skerry Air

About 80 minutes. Included in Plus.

Fog has held twelve morning flights and three crews whose duty limits are running out. Build a recovery plan that stays inside the limits without leaning on captains' discretion, look after the passengers, and replan when an island airport says it will close early.

Skills: Rebuild a flying programme within crew duty limits; Choose which service to protect when not all can run; Refuse to plan on discretion under pressure; Arrange passenger care and priority help through the right team; Replan quickly when a new constraint arrives

The forecast gap in the close period

Investor relations manager at Thornbury Industrial plc

About 75 minutes. Included in Plus.

The internal profit forecast has slipped below what analysts expect, and the company is in its close period. Work out whether the gap triggers the disclosure committee, answer an analyst and a big shareholder without signalling anything, and act fast when the share price moves for no reason.

Skills: Calculate consensus by a defined method; Recognise when a forecast gap triggers disclosure governance; Decline investor requests in a close period without signalling; Spot signs of a leak and escalate at once; Prepare announcement questions and answers within published information

The Gift Aid claim and the owl project

Fundraising officer at Kestrel Valley Wildlife Trust

About 75 minutes. Included in Plus.

Check two months of donations for the Gift Aid claim, then tell a major donor that the project she funded has been cancelled and give her a real choice, and report both to the fundraising committee.

Skills: Apply Gift Aid rules donation by donation; Handle restricted funds within charity rules; Give a major donor bad news and a real choice; Report figures and decisions to a committee

The missed bins after the breakdown

Customer services officer at Northbrook Borough Council

About 55 minutes. Included in Plus.

Fourteen missed bin reports after a breakdown and a short staffed route. Decide who gets a crew back under the policy, reply honestly to residents, and answer a councillor without promising special treatment.

Skills: Apply a published service policy case by case; Protect vulnerable residents through escalation; Reply to residents honestly without blame; Answer an elected member within the rules

The Monday helpdesk at Calloway House

Facilities helpdesk coordinator at Brightstone Property Services

About 50 minutes. Included in Plus.

Twelve requests after a wet weekend: a trapped person, a leak onto a desk, a stuck fire exit, cold offices and a few things that are not yours to fix. Triage them, get approval where you need it, and tell tenants the truth about who pays.

Skills: Prioritise building faults by risk and service level; Decide responsibility using lease clauses; Act on safety first and get approval for spending; Say no to a tenant politely and with the clause

The Monday order and the empty shift

Operations assistant at Millbrook Bakehouse

About 55 minutes. Included in Plus.

Work out the week's supplier order from the records and the rules, cover a barista shift without breaking the hours limit, then send the order and fix the rota so the week runs from the records.

Skills: Work out an order from records, rules and pack sizes; Read a lead time against a date; Find the cover that fits the rules, not the easiest one; Turn an approval into records other people run from

Twelve repairs before the cold snap

Housing officer, repairs at Calderbrook Homes

About 70 minutes. Included in Plus.

Twelve repair requests, a cold snap from Wednesday and a contractor who will soon be fully booked. Triage them under the policy, answer a resident who has been told the wrong thing, and get a decision on a roof above your limit.

Skills: Triage repairs by risk to the household under a policy; Keep repairs separate from rent arrears; Write to a resident honestly about a repeat problem; Request approval with options, costs and interim safety

Van three has broken down

Dispatcher at Lockgate Couriers

About 50 minutes. Included in Plus.

A van has broken down with nine parcels, including medicines, funeral flowers and lab samples. Reassign them within three drivers' hours, decide what moves to tomorrow, and keep the customers who will wait informed.

Skills: Reassign work by priority within time and hours limits; Weigh a cost against a service promise; Tell customers about delays early and honestly; Escalate what needs a manager's approval

Skill Paths

Related careers

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