YMCA Level 1 Certificate in Customer Service (601/5242/4) · 2017-02-23 · To achieve the YMCA Level 1 Certificate in Customer Service, learners must complete a minimum of 23 credits

YMCA Level 1 Certificate in Customer Service (601/5242/4)

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YMCA Awards 112 Great Russell Street London WC1B 3NQ 020 7343 1800 www.ymcaawards.co.uk

Level 1 Certificate in Customer Service

Qualification Specification

Qualification number: 601/5242/4 Operational start date: 1 December 2014

http://www.ymcaawards.co.uk/

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Contents

Introduction ............................................................................................................................................ 8

About YMCA Awards ........................................................................................................................... 8

Qualification overview ........................................................................................................................ 8

Qualification aim ............................................................................................................................. 8

Target group and age range ............................................................................................................ 8

Qualification structure .................................................................................................................... 9

Total Qualification Time (TQT) ...................................................................................................... 10

Guided Learning Hours (GLH) ....................................................................................................... 10

Recommended Guided Learning Hours – our ongoing review ..................................................... 10

Entry requirements ....................................................................................................................... 10

Opportunities for progression ...................................................................................................... 10

Mapping to standards ................................................................................................................... 10

Centre approval ............................................................................................................................ 11

Qualification approval ................................................................................................................... 11

Tutor, assessor and IQA approval requirements .......................................................................... 11

Registration ................................................................................................................................... 11

Qualification availability ................................................................................................................ 11

Reasonable adjustments and special considerations ................................................................... 11

Enquires and appeals procedures ................................................................................................. 11

Assessment and quality assurance ................................................................................................... 11

How the qualification is assessed ................................................................................................. 11

Internal assessment ...................................................................................................................... 12

External assessment ...................................................................................................................... 12

Assessors ....................................................................................................................................... 12

Internal and external quality assurance ....................................................................................... 13

Qualification content ........................................................................................................................ 13

Unit specifications and recommended assessment methods ...................................................... 13

Understand working in a customer service environment (L/506/2083) .............................................. 14

Unit aim ............................................................................................................................................. 14

Unit content ...................................................................................................................................... 14

Communication in customer service (Y/506/2085) .............................................................................. 16

Unit aim ............................................................................................................................................. 16

Unit content ...................................................................................................................................... 16

Principles of personal performance and development (L/506/1791) .................................................. 18

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Unit aim ............................................................................................................................................. 18

Unit content ...................................................................................................................................... 18

Principles of working in a business environment (R/506/1792) ........................................................... 20

Unit aim ............................................................................................................................................. 20

Unit content ...................................................................................................................................... 20

Work with others in a business environment (Y/506/1793) ................................................................ 22

Unit aim ............................................................................................................................................. 22

Unit content ...................................................................................................................................... 22

Record details of customer service problems (A/506/2094) ................................................................ 23

Unit aim ............................................................................................................................................. 23

Unit content ...................................................................................................................................... 23

Deal with customer queries, requests and problems (A/506/2113) .................................................... 25

Unit aim ............................................................................................................................................. 25

Unit content ...................................................................................................................................... 25

Communicate with customers in writing (T/506/2126) ....................................................................... 27

Unit aim ............................................................................................................................................. 27

Unit content ...................................................................................................................................... 27

Deal with incoming telephone calls from customers (H/506/2154) .................................................... 29

Unit aim ............................................................................................................................................. 29

Unit content ...................................................................................................................................... 29

Make telephone calls to customers (K/506/2155) ............................................................................... 31

Unit aim ............................................................................................................................................. 31

Unit content ...................................................................................................................................... 31

Process information about customers (R/506/2134) ........................................................................... 33

Unit aim ............................................................................................................................................. 33

Unit content ...................................................................................................................................... 33

Manage time and workload (H/506/1795) ........................................................................................... 34

Unit aim ............................................................................................................................................. 34

Unit content ...................................................................................................................................... 34

Meet and welcome visitors in a business environment (A/506/1799) ................................................ 35

Unit aim ............................................................................................................................................. 35

Unit content ...................................................................................................................................... 35

Contribute to sales activities in a contact centre (F/503/0392) ........................................................... 36

Unit aim ............................................................................................................................................. 36

Unit content ...................................................................................................................................... 36

Use specific features of contact centre systems and technology (F/503/0361) .................................. 38

Unit aim ............................................................................................................................................. 38

Unit content ...................................................................................................................................... 38

Health and Safety Procedures in the Workplace (T/505/4673) ........................................................... 40

Unit aim ............................................................................................................................................. 40

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Unit content ...................................................................................................................................... 40

Processing sales orders (M/502/8587) ................................................................................................. 40

Unit aim ............................................................................................................................................. 41

Unit content ...................................................................................................................................... 41

Meeting customers’ after sales needs (R/502/8601) ........................................................................... 43

Unit aim ............................................................................................................................................. 43

Unit content ...................................................................................................................................... 43

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Introduction

About YMCA Awards

At YMCA Awards, we are passionate about learner progress. Our qualifications support every learner, whether taking their first steps into fitness or simply wishing to boost their skills. Our high-quality resources and assessment materials have been created by leading industry experts in consultation with employers and training providers. YMCA Awards are an internationally recognised organisation. We are highly respected in health and fitness circles, and most importantly of all we have helped over 200,000 people launch and advance their careers.

Qualification overview

This qualification is regulated by:

Ofqual

CCEA (Council for the Curriculum, Examinations and Assessment

Qualification aim This qualification aims to equip the learner with the skills, knowledge and understanding needed to develop in an entry level customer service role.

Overview of knowledge, skills and understanding Learners will cover: Knowledge and understanding relating to the qualification

Know the importance of customer service.

Know the factors affecting customer service.

Know how to work in a customer service role.

Know how to refer customer queries and problems to others.

Know how to communicate in a customer service role.

Know employees’ rights and employers’ expectations. Skills relating to the qualification

Be able to communicate with customers.

Be able to work with others in a business environment.

Be able to gather and record details from customers who raise problems.

Be able to refer details of customers’ problems to colleagues.

Target group and age range This qualification is aimed at a range of learners, including those pre-16 and above.

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Qualification structure To achieve the YMCA Level 1 Certificate in Customer Service, learners must complete a minimum of 23 credits. Mandatory Group A units All 14 credits must be selected from this group.

Unit reference number

Unit title Level Credit

L/506/2083

Understand working in a customer service environment

1 3

Y/506/2085

Communicate in customer service 1 2

L/506/1791

Principles of personal performance and development 1 3

R/506/1792

Principles of working in a business environment 1 4

Y/506/1793

Work with others in a business environment 1 2

Optional Group B units A minimum of 6 credits must be selected from this group.



A/506/2094

Record details of customer service problems 1 3

A/506/2113

Deal with customer queries, requests and problems 1 3

T/506/2126

Communicate with customers in writing 2 3

H/506/2154

Deal with incoming telephone calls from customers 2 3

K/506/2155

Make telephone calls to customers 2 3

R/506/2134

Process information about customers 2 3

Optional Group C units A minimum of 3 credits must be selected from this group.



H/506/1795

Manage time and workload 1 1

A/506/1799

Meet and welcome visitors in a business environment 1 2

F/503/0392

Contribute to sales activities in a contact centre 1 3

F/503/0361

Use specific features of contact centre systems and technology

1 3

T/505/4637

Health and safety procedures in the workplace 2 2

M/502/8587

Processing sales orders 2 2

R/502/8601

Meeting customers’ after sales needs 2 3

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The Total Qualification Time (TQT) for this qualification is 270. The Guided Learning Hours (GLH) assigned are 143.

Total Qualification Time (TQT) This is an estimate of the total amount of time, measured in hours that a learner would reasonably need to be able to show the level of achievement necessary for the award of a qualification. Total Qualification Time is made up of the following two elements: (a) the number of hours which an awarding organisation has assigned to a qualification for Guided Learning (see below), and (b) an estimate of the number of hours a learner will reasonably be likely to spend in preparation, study or any other form of participation in education or training, including assessment, which takes place as directed by – but not under the immediate guidance or supervision of – a lecturer, supervisor, tutor or other appropriate provider of education or training.

Guided Learning Hours (GLH) This is:

Face-to-face delivery (learning delivered by a lecturer, supervisor, tutor or other appropriate member of the training team)

e-Learning with a lecturer, teacher or tutor present/available in real time (the co-presence of learner and tutor can be either remote or in the same physical place)

Invigilated assessment (external tests sat under controlled or open-book conditions)

Internal assessment carried out by the learner with a lecturer, teacher or tutor present/available in real-time (the co-presence of learner and tutor can be either remote or in the same physical place).

This is not: Unsupervised learning such as:

e-Learning that the learner carries out unsupervised and with no real-time support from a lecturer, teacher or tutor

Assessment internally carried out by the learner without a lecturer, teacher or tutor present/available in real-time (for example, completing a Learner Assessment Record (LAR) at home)

Any additional further study, revision and training activities that the learner does unsupervised to support their learning.

Recommended Guided Learning Hours – our ongoing review Your External Quality Assurer (EQA) will ask you to feedback on GLH annually as part of the quality assurance visit. You should base your feedback on a typical learner taking this qualification and the time spent on supervised learning (GLH). If you feel the GLH is different from the above and you wish to feedback before your next EQA visit, please email us: [email protected].

Entry requirements There are no prerequisites for the qualification.

Opportunities for progression Learners could take further related qualifications such as:

• Level 1 NVQ Diploma in Customer Service • Level 2 Diploma in Customer Service • Level 2 Certificate in Fitness Instructing.

Mapping to standards See www.skillscfa.org for standards that can be linked to this qualification.

mailto:[email protected]

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Centre approval This qualification can only be offered by centres approved by YMCA Awards to deliver it. Details of YMCA Awards approvals processes can be found on our website: www.ymcaawards.co.uk/centres/become-a-ymca-awards-centre.

Qualification approval If your centre is already approved, you should only need to complete and submit a qualification approval form to deliver this qualification. However, you may also need to complete an additional staff approval form if the qualification is going to be delivered by staff who are not currently approved by YMCA Awards. Details of additional approvals can be found on our website: www.ymcaawards.co.uk/approvals.

Tutor, assessor and IQA approval requirements To make sure you meet the most up-to-date requirements please see the YMCA Awards staff approval requirement document. This can be found on our website: www.ymcaawards.co.uk/centres/centre-guidance.

Registration All learners must be registered within the first 10% of the duration of their course (eg, for a course that lasts 10 days, learners should be registered on the first day of their course at the latest). For further details on registration please go to our website: www.ymcaawards.co.uk/registration.

Qualification availability This qualification is available in:

England and regulated by Ofqual

Northern Ireland and regulated by CCEA (Council for the Curriculum, Examinations and Assessment).

Reasonable adjustments and special considerations In making this qualification available, YMCA Awards has made every attempt to make sure that there are no unnecessary barriers to achievement. You can find full details of our reasonable adjustment and special considerations policy on our website: www.ymcaawards.co.uk/centres/policies-and-procedures.

Enquires and appeals procedures YMCA Awards has an appeals procedure in accordance with the regulatory arrangements in the General Conditions of Recognition. Full details of these procedures are available on our website: www.ymcaawards.co.uk/centres/policies-and-procedures.

Assessment and quality assurance

How the qualification is assessed Assessment is the process of measuring a learner’s skills, knowledge and understanding against the standards set in the qualification. This qualification is a unit-based qualification and each unit contains learning outcomes and assessment criteria. Learning outcomes set out what the learner is expected to know, understand or be able to do as a result of the learning process. Assessment criteria detail the standards a learner is expected to meet and are broken down into what the learner ‘can’ do as a result of successfully achieving the unit.

http://www.ymcaawards.co.uk/centres/become-a-ymca-awards-centre

http://www.ymcaawards.co.uk/approvals

http://www.ymcaawards.co.uk/centres/centre-guidance

http://www.ymcaawards.co.uk/registration

http://www.ymcaawards.co.uk/centres/policies-and-procedures

http://www.ymcaawards.co.uk/centres/policies-and-procedures

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The learner can be assessed holistically or individually as long as they show that the learning outcomes have been achieved. Competency-based learning outcomes (eg, be able to) are typically assessed through direct observation and these will take place in a real work environment. Where a real work environment is not stipulated the observation can be simulated and be internally assessed. Knowledge-based learning outcomes (eg, know or understand) can be assessed in a number of different ways such as worksheets, projects, professional discussion etc. The assessment method chosen should reflect the content of the unit. This qualification must be assessed in line with YMCA Awards assessment policies and procedures www.ymcaawards.co.uk/centres/centre-guidance The YMCA Level 1 Certificate in Customer Service is assessed through internal assessment.

Internal assessment YMCA Awards suggest the following approaches to internal assessment: Using a Learner Assessment Record (LAR) This document typically contains assessment guidance and paperwork developed by YMCA Awards to support the assessment of a qualification. To check if a Learner Assessment Record (LAR) is available for this qualification, please make sure you are logged in to the centre home on the website and follow this link: www.ymcaawards.co.uk/download-resources/lars. Creating a portfolio of evidence If a YMCA Awards LAR is not used to evidence internal assessment then the learner must create a portfolio of evidence. Centres must work with learners to create this portfolio and need to make sure that the learner’s portfolio shows coverage of the learning outcomes and/or assessment criteria where required. A typical portfolio of evidence could include:

Evidence index

Assessor observation – completed observational checklists and related action plans

Witness testimony

Candidate’s proof of work

Worksheets

Assignments/projects/reports/presentations

Record of professional discussion

Record of oral and written questioning

Candidate and peer reports

Recognition of Prior Learning (RPL)

Summary of achievement. Centres need to make sure assessment specifications and paperwork are signed off by the external quality assurer (EQA) before delivery. As a guide to selecting appropriate assessments methods see the suggested example in the ‘Qualification content’ section of this specification.

External assessment There is no external assessment for this qualification.

Assessors


http://www.ymcaawards.co.uk/download-resources/lars

http://www.ymcaawards.co.uk/download-resources/lars

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The role of the assessor is to make an informed judgement about the evidence a learner should provide to show they can meet the assessment criteria. For further guidance please see the ‘Role of the assessor’ document on the website: www.ymcaawards.co.uk/centres/centre-guidance.

Internal and external quality assurance The role of the internal quality assurer (IQA) is to make an informed judgement(s) regarding the practice of and decisions made by the assessment team to maintain standards. They are a vital link between the assessors and the EQA. For further information on the role of the IQA and the EQA go to the website: www.ymcaawards.co.uk/centres/centre-guidance.

Qualification content

Unit specifications and recommended assessment methods



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Understand working in a customer service environment (L/506/2083)

Unit aim This unit aims to develop knowledge and understanding regarding working effectively in a customer service environment. On completion of this unit, learners will have developed knowledge of the importance of customer service and an awareness of the factors affecting customer service. Learners will also know how to work in a customer service role and will know how to refer customer queries and problems to others.

Unit content The learner will:

1. Know the importance of customer service

The learner can:

1.1 State what is meant by ’customer service’ 1.2 State why effective customer service is important to an organisation The learner will:

2. Know the factors affecting customer service

The learner can:

2.1 Outline the difference between an internal and an external customer 2.2 State how to identify customers’ needs and expectations 2.3 List information sources needed to deliver reliable customer service 2.4 Describe the relationship between customer expectations and customer satisfaction The learner will:

3. Know how to work in a customer service role

The learner can:

3.1 Identify personal behaviours that can positively affect customers’ perceptions of an organisation and its products and/or services 3.2 Identify the job roles within a team delivering customer service 3.3 State the standards of personal presentation and behaviour expected by customer service staff in different organisations 3.4 State standards and practices that relate to a service offer within different types of organisation

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3.5 Describe how legislation and organisational requirements affect what can be promised or carried out in a customer service role 3.6 Describe the procedures for protecting customers’ personal information and safety 3.7 State the importance of protecting customers’ personal information and safety The learner will:

4. Know how to refer customer queries and problems to others

The learner can:

4.1 Describe types of customer behaviour that show when a customer is dissatisfied 4.2 State the procedures to be followed when dealing with customer queries or problems 4.3 State to whom to refer customer queries and problems

Assessment specification

Products of work, reflective account, tasks and projects, questioning

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Communication in customer service (Y/506/2085)

Unit aim This unit aims to develop the knowledge and skills needed to communicate in a customer service environment. On completion of this unit, learners will be able to communicate to customers in a customer service role.


1. Know how to communicate in a customer service role

The learner can:

1.1 Describe different methods of communicating with customers and when it is appropriate to use them 1.2 Give examples of positive and negative customer service language 1.3 State the importance of speaking clearly 1.4 Describe how tone of voice can affect how customers perceive their experience 1.5 Describe how body language conveys what someone is thinking or feeling 1.6 Define the term ’active listening’ 1.7 List the types of information needed to communicate effectively with customers 1.8 State why it is important to pass information and messages to colleagues The learner will:

2. Be able to communicate with customers

The learner can:

2.1 Listen ‘actively’ to what customers are saying 2.2 Check their own understanding of customers’ needs 2.3 Summarise information for customers 2.4 Check that customers are satisfied with the information provided 2.5 Follow organisational standards of behaviour and communication when interacting with customers

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2.6 Adhere to organisational policies and procedures, legal and ethical requirements when communicating with customers


Observation, products of work, witness testimony, reflective account, tasks and projects

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Principles of personal performance and development (L/506/1791)

Unit aim This unit aims to develop the learner’s knowledge and understanding of the principles of personal performance and development. On completion of this unit, learners will have developed their knowledge of employees’ rights and employers’ expectations and will know how to manage their work. They will also know ways of managing and improving personal performance and development.


1. Know employees’ rights and employers’ expectations

The learner can:

1.1 State an organisation’s expectations for the conduct of its employees 1.2 State an employee’s rights in relation to their employment 1.3 State why it is important to work within employees’ rights and employers’ expectations 1.4 State where to find information and advice on employees’ rights and employers’ expectations The learner will:

2. Know how to manage their own work

The learner can:

2.1 Describe ways of managing allocated tasks to ensure they are completed on time 2.2 State the purpose of keeping other people informed of progress and problems with work activities 2.3 Explain the importance of accepting responsibility for one’s own work 2.4 State the limits of their own responsibilities at work 2.5 State what to do when a problem arises with work activities The learner will:

3. Know ways of managing and improving personal performance and development

The learner can:

3.1 State the purpose and benefits of personal development at work 3.2 Describe the purpose of individual and team goals and targets

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3.3 Explain the use of personal development plans 3.4 Explain the importance of fulfilling a personal development plan 3.5 Outline a manager’s role in an individual’s personal development 3.6 Outline relevant personal development opportunities and career paths within the organisation 3.7 Describe how acting on feedback can benefit a team and organisation



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Principles of working in a business environment (R/506/1792)

Unit aim This unit aims to develop the learner’s knowledge and understanding of the principles that underpin working in a business environment. On completion of this unit, learners will know the purpose on structure of business organisations, how to contribute to the environmental sustainability of an organisation, and how to support equality and diversity within an organisation. Learners will also understand the need for confidentiality and security in an organisation.


1. Know the purpose and structure of business organisations

The learner can:

1.1 State the purposes of different types of business organisations 1.2 Explain why it is important for a business to be financially secure 1.3 State the purposes of an organisational chart 1.4 Describe the role of the main functional areas of business organisations The learner will:

2. Know how to contribute to environmental sustainability within an organisation

The learner can:

2.1 State what is meant by ’environmental sustainability’ 2.2 Explain why it is important to keep waste to a minimum 2.3 Describe practices that may be used to minimise waste in a business environment 2.4 State the standard procedures to be followed when recycling and disposing of waste The learner will:

3. Know how to support equality and diversity within an organisation

The learner can:

3.1 State the meaning of the terms ’equality’ and ’diversity’ 3.2 State why it is important to support equality and diversity in the work environment 3.3 Describe ways of behaving that show sensitivity and respect for other people 3.4 State the legal requirements relating to equality and diversity

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The learner will:

4. Know the requirements of confidentiality and security in an organisation

The learner can:

4.1 State the importance of maintaining organisational standards of confidentiality 4.2 Outline how confidentiality requirements affect the workplace 4.3 State the importance of maintaining organisational standards of security 4.4 Outline how security requirements affect the workplace



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Work with others in a business environment (Y/506/1793)

Unit aim This unit aims to develop the knowledge and skills needed to work with others in a business environment. On completion of this unit, learners will be able to work with others in a business environment.


1. Know how to work with others in a business environment

The learner can:

1.1 Describe how their own role fits in with the role of others in their team 1.2 Describe how their own behaviour can affect teamwork 1.3 Describe behaviours that show trust, respect and consideration for others 1.4 Outline the importance of following instructions when completing tasks 1.5 State the importance of understanding authority at work 1.6 State why it is important to behave in a way that does not cause conflict 1.7 State what to do if problems occur when working with others 1.8 Describe different ways to help colleagues with work activities The learner will:

2. Be able to work with others in a business environment

The learner can:

2.1 Meet agreed deadlines, targets and quality standards 2.2 Maintain expected standards of performance 2.3 Act positively on feedback on own performance 2.4 Treat others with courtesy and respect 2.5 Follow organisational policies and procedures and legal requirements whilst working with others



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Record details of customer service problems (A/506/2094)

Unit aim This unit aims to develop the knowledge and skills needed to accurately process and record the details of customer service problems. On completion of this unit, learners will be able to gather and record details from customers who raise problems, and refer details of customers’ problems to colleagues.


1. Know how to process details of customers’ problems

The learner can:

1.1 Describe how to recognise when customers are raising problems 1.2 State why reference codes are used to identify customers and specific transactions 1.3 Describe different types of questions to ask when processing details of customers’ problems 1.4 Describe how to behave and communicate with customers who are dissatisfied 1.5 Describe when, why and to whom to refer customers’ problems The learner will:

2. Be able to gather and record details from customers who raise problems

The learner can:

2.1 Respond to customers calmly and professionally 2.2 Take details that will identify individual customers 2.3 Identify the nature and likely causes of problems 2.4 Check their own understanding of what customers see as a problem 2.5 Record details of customers’ problems 2.6 Adhere to organisational policies and procedures, legal and ethical requirements when dealing with problems

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The learner will:

3. Be able to refer details of customers’ problems to colleagues

The learner can:

3.1 Refer customers’ problems to the appropriate people 3.2 Explain to customers what is happening, without making promises



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Deal with customer queries, requests and problems (A/506/2113)

Unit aim This unit aims to develop the knowledge and skills needed to deal with customer queries, requests and problems. On completion of this unit, learners will be able to deal with customer queries, requests and problems.


1. Know how to deal with customer queries, requests and problems

The learner can:

1.1 List queries and requests that customers are likely to have 1.2 Describe how to identify customers’ queries, requests and problems 1.3 Describe how to behave and communicate with customers who are dissatisfied 1.4 Describe the kinds of behaviour and communication that could make a situation worse 1.5 Describe when, why and from whom to obtain information or help 1.6 State to whom and when problems should be referred The learner will:

2. Be able to deal with customers’ queries and requests

The learner can:

2.1 Deal with queries and requests in a professional way 2.2 Provide customers with responses to their queries within the limits of their own authority 2.3 Obtain information or help when queries or requests cannot be answered 2.4 Keep customers informed of progress

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The learner will:

3. Be able to deal with customers’ problems

The learner can:

3.1 Identify the nature of customers’ problems 3.2 Communicate with customers calmly and confidently 3.3 Resolve problems within the limits of their own authority 3.4 Brief colleagues when referring problems 3.5 Check that customers are satisfied with the actions taken 3.6 Adhere to organisational policies and procedures, legal and ethical requirements when dealing with customers’ problems


Observation, products of work, witness testimony, reflective account, tasks and projects, simulation allowed

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Communicate with customers in writing (T/506/2126)

Unit aim This unit aims to develop the knowledge and skills needed to communicate with customers in writing. On completion of this unit, learners will be able both to plan and to produce written communications.


1. Understand how to communicate with customers in writing

The learner can:

1.1 Explain why it is necessary to use different forms of written communication for different purposes 1.2 Describe practices for producing different forms of written communications 1.3 Describe the potential benefits and limitations associated with communicating with customers in writing 1.4 Explain the implications of confidentiality and data protection in communicating with customers in writing The learner will:

2. Be able to plan written communications to customers

The learner can:

2.1 Identify the objective(s) of the communication 2.2 Gather the information needed to draft the communication 2.3 Select the form of written communication that is most likely to lead to customer satisfaction within the service offer The learner will:

3. Be able to communicate with customers in writing

The learner can:

3.1 Produce communications that recognise customers’ points of view in accordance with organisational standards, styles and tone 3.2 Use language that is clear and concise, adapting it to meet identified customer needs 3.3 Record decisions and actions taken and the reasons for them

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3.4 Adhere to organisational policies and procedures, legal and ethical requirements when communicating with customers in writing



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Deal with incoming telephone calls from customers (H/506/2154)

Unit aim

This unit aims to develop the knowledge and skills needed to deal with incoming telephone calls from customers. On completion of this unit, learners will be able to establish the purpose of incoming customer calls and deal with customer questions and requests.


1. Understand how to deal with incoming customer calls

The learner can:

1.1 Explain why an organisation should have guidance on dealing with telephone calls 1.2 Explain why an organisation should have an identity checking process 1.3 Explain the importance of keeping customer information up to date 1.4 Explain the importance of keeping customers informed of the progress of their call 1.5 Describe how body language and facial expressions can be detected over the telephone 1.6 Describe different questioning techniques used when dealing with incoming calls 1.7 Explain how to handle abusive calls The learner will:

2. Be able to establish the purpose of incoming customer calls

The learner can:

2.1 Verify the identity of callers in line with organisational guidelines 2.2 Speak clearly, concisely and politely using speech and tone to create a rapport 2.3 Adapt their own communication style to meet customers’ needs 2.4 Listen actively to what customers are saying to collect as much information as possible 2.5 Use questioning techniques that are appropriate to the conversation 2.6 Record information in line with organisational guidelines

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The learner will:

3. Be able to deal with customer questions and requests

The learner can:

3.1 Respond in a way that best meets customer and organisational requirements 3.2 Give clear and concise information that meets customers’ needs 3.3 Manage the length of the conversation 3.4 Confirm that the customer is satisfied with the outcomes of the conversation 3.5 Complete agreed post-call follow up actions



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Make telephone calls to customers (K/506/2155)

Unit aim This unit aims to develop the knowledge and skills needed to make telephone calls to customers. On completion of this unit, learners will be able to plan and make telephone calls to customers.


1. Understand how to make telephone calls to customers

The learner can:

1.1 Explain the legislation and regulations relating to the use of customer information when planning to make calls 1.2 Explain the importance of keeping customer information up to date 1.3 Explain the reasons for organisational guidance on dealing with telephone calls 1.4 Explain the reasons for organisational identity checking processes 1.5 Explain how body language and facial expressions can be detected over the telephone 1.6 Describe different questioning techniques when dealing with customers 1.7 Explain organisational guidelines for what can and cannot be said or promised 1.8 Explain how to handle abusive calls from customers The learner will:

2. Be able to plan telephone calls to customers

The learner can:

2.1 Identify the objective(s) of calls 2.2 Prepare the information needed to make calls 2.3 Plan the structure of calls 2.4 Identify customers’ likely responses and how they can be dealt with

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The learner will:

3. Be able to make telephone calls to customers

The learner can:

3.1 Use telecommunications equipment in accordance with organisational standards 3.2 Confirm the identity of customers in line with organisational guidelines 3.3 Make the customer aware of the purpose of the call as early as possible 3.4 Speak clearly, concisely and politely, using speech and tone to create rapport 3.5 Adapt their own communication style to meet customers’ needs 3.6 Listen actively to what customers are saying to collect as much information as possible 3.7 Give clear and concise information that meets customers’ needs 3.8 Record information in line with organisational guidelines 3.9 Complete agreed follow up actions after closing the telephone call



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Process information about customers (R/506/2134)

Unit aim This unit aims to develop the knowledge and skills needed to process customer information. On completion of this unit, learners will be able to process customer information.


1. Understand how to process customer information

The learner can:

1.1 Describe the functions of customer information systems 1.2 Explain the way in which legislation and regulatory requirements affect the processing of customer information 1.3 Explain different responsibilities and levels of authority for processing customer service information 1.4 Explain the reliability of sources of customer information 1.5 Explain the validity of customer information The learner will:

2. Be able to process customer information

The learner can:

2.1 Record information about customers in line with organisational standards and procedures 2.2 Keep customer information up to date 2.3 Respond to requests for customer information from authorised people in a timely manner 2.4 Retrieve customer information that meets the requirements of the request 2.5 Supply customer information in a format appropriate for the recipient 2.6 Adhere to organisational policies and procedures, legal and ethical requirements when processing customer information



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Manage time and workload (H/506/1795)

Unit aim

This unit aims to develop the knowledge and skills needed by learners to manage their own time and workload. On completion of this unit, learners will be able to manage their time and workload.


1. Know how to manage their own time and workload

The learner can:

1.1 Describe ways of managing time and workload 1.2 State why it is important to the organisation and the individual that time and workload are managed effectively 1.3 State why it is important to seek work and offer help to others 1.4 Describe how seeking help from colleagues can help in managing workload 1.5 Describe why it is important to accept responsibility for their own mistakes The learner will:

2. Be able to manage time and workload

The learner can:

2.1 Use time management techniques to manage the completion of tasks 2.2 Finish tasks within the allotted timescale 2.3 Inform team members of progress and developments of work activities 2.4 Ask for work when existing tasks have been completed 2.5 Report problems beyond their own level of authority to the appropriate person 2.6 Follow organisational procedures and legal requirements when managing time and workload


Observation, products of work, witness testimony, reflective account Tasks and projects

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Meet and welcome visitors in a business environment (A/506/1799)

Unit aim This unit aims to develop the knowledge and skills needed to meet and welcome visitors. On completion of this unit, learners will be able to meet visitors in a business environment.


1. Know how to meet visitors in a business environment

The learner can:

1.1 State an organisation’s procedures for dealing with visitors 1.2 Describe the standards of personal behaviour and presentation that an organisation should expect from staff that meet and welcome visitors 1.3 Identify any organisational health, safety and security requirements relevant to visitors 1.4 Describe what to do and who to contact when problems with visitors arise The learner will:

2. Be able to meet visitors in a business environment

The learner can:

2.1 Welcome visitors politely in accordance with organisational standards 2.2 Confirm the identity of visitors and the reasons for their visit 2.3 Check that any health, safety and security actions are carried out 2.4 Record visitors’ arrival and departure in accordance with organisational procedures 2.5 Inform those who are being visited of the arrival of their visitor(s) in accordance with organisational standards 2.6 Present a positive personal image in accordance with organisational standards



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Contribute to sales activities in a contact centre (F/503/0392)

Unit aim This unit aims to develop the knowledge and skills needed to make direct sales to customers, take payments and understand sales activities in a contact centre. On completion of this unit, learners will be able to gather and provide information to customers about products and services and make direct sales.


1. Be able to gather and use specified sales information in a contact centre

The learner can:

1.1 Gather the specified information about customers, products and/or services in accordance with organisational procedures 1.2 Provide information to customers about products and/or services in accordance with organisational procedures 1.3 Collect from customers information that supports potential sales in accordance with organisational procedures 1.4 Check with customers the accuracy of the information provided 1.5 Keep records of customers in accordance with organisational procedures The learner will:

2. Be able to make direct sales to customers through a contact centre

The learner can:

2.1 Identify customers in accordance with organisational procedures 2.2 Establish customers’ needs for potential sales of products and/or services within their level of authority 2.3 Check with customers the accuracy of the order 2.4 Refer customers to an authorised colleague when sales requests are beyond their level of authority 2.5 Complete the authorisation or payment in accordance with organisational procedures

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The learner will:

3. Understand sales activities in a contact centre

The learner can:

3.1 List the products and/or services offered or supported by the contact centre 3.2 List the regulations and/or legislation that has an impact on dealing with customers 3.3 State the organisational procedures for processing sales and payments and/or establishing order authority with customers



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Use specific features of contact centre systems and technology (F/503/0361)

Unit aim This unit aims to develop the knowledge and skills needed to understand and use contact centre systems and technology. On completion of this unit, learners will be able to use contact centre systems and technology to carry out customer contact tasks.


1. Be able to use contact centre systems and technology to carry out customer contact tasks

The learner can:

1.1 Log into the technology system that is appropriate for dealing with customer contacts 1.2 Follow defined pathways through the system to complete customer contact tasks 1.3 Use features of the technology contact handling system to control customer contacts 1.4 Locate information on the system needed to complete a customer contact 1.5 Identify to whom to refer when the customer contact cannot be completed 1.6 Input information into the system in accordance with organisational procedures 1.7 Validate the customer’s identity from information given and information held on the system The learner will:

2. Understand contact centre systems and technology

The learner can:

2.1 State the organisational procedures and guidelines for handling customer contacts 2.2 List the products and/or services offered or supported by the contact centre 2.3 List the regulation and/or legislation relevant to the contact centre’s work with customers 2.4 State to whom to pass contacts when they are outside the limits of their authority or the customer contact is too difficult to handle 2.5 State the procedures for logging onto the technology systems

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2.6 State how to respond to prompts from the system indicating the pathway to be followed 2.7 State how to use systems and technology to handle customer contacts 2.8 Identify the categories of customer contacts that they are authorised to handle



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Health and Safety Procedures in the Workplace (T/505/4673)

Unit aim This unit aims to develop the knowledge and skills needed to follow health and safety procedures in the workplace. On completion of this unit, learners will be able to carry out health and safety tasks in the workplace.


1. Know health and safety procedures in the workplace.

The learner can:

1.1 Define the main responsibilities for health and safety in the workplace of the following: a) employers b) employees. 1.2 Describe two health and safety laws affecting the workplace. 1.3 Define the importance of following health and safety procedures in the workplace. 1.4 Define the types of information or support available in relation to a specified aspect of health and safety in the workplace. The learner will:

2. Be able to carry out tasks with regard to health and safety in the workplace.

The learner can:

2.1 Carry out a risk assessment of a specified workplace activity. 2.2 Use equipment or tools safely in the workplace. 2.3 Describe how to prevent accidents in the workplace. 2.4 Assess how own health and safety practices could be improved.



Processing sales orders (M/502/8587)

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Unit aim This unit aims to develop the knowledge and skills needed to process and follow-up sales orders. On completion of this unit, learners will be able to process customer sales orders.


1. Understand how to process and follow up sales orders

The learner can:

1.1 Explain the importance of sales order processing 1.2 Describe organisational processes for ordering products and/or services 1.3 Describe different sources of information used to check customer credit 1.4 Describe the different payment methods accepted by sales orientated organisations 1.5 Explain the role of the despatch function 1.6 Describe service standards relating to sales order completion 1.7 Explain the importance of storing information securely The learner will:

2. Be able to process sales orders

The learner can:

2.1 Identify customer sales order requirements 2.2 Check that the credit status of the customer meets organisational standards 2.3 Confirm the availability of products and/or services to the customer 2.4 Ensure that information given to the customer about delivery, timing and price is accurate 2.5 Ensure that the sale is authorised following the organisation’s procedures 2.6 Finalise the transaction in accordance with organisational procedures 2.7 Ensure that the customer is aware of the terms and conditions of sale 2.8 Ensure that the customer’s requirements are communicated to those responsible for fulfilling sales orders 2.9 Identify who to go to when in need of support with sales order processing problems The learner will:

3. Be able to follow up sales order processing

The learner can:

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3.1 Keep the customer informed of the sales order progress and any problems with the sale order 3.2 Advise the customer of current discounts and special offers 3.3 Check all information is stored securely



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Meeting customers’ after sales needs (R/502/8601)

Unit aim

This unit aims to develop the knowledge and skills needed to investigate and deal with customers’ after sales needs. On completion of this unit, learners will be able to meet customers’ after sales needs.


1. Be able to investigate customer after sales needs

The learner can:

1.1 Establish the nature of customers’ after sales needs 1.2 Communicate with customers in a way that conforms with quality and customer service standards at all times The learner will:

2. Be able to handle customers’ after sales needs

The learner can:

2.1 Deal with customers’ after sales needs following organisational customer service standards and procedures 2.2 Balance customers’ needs with those of the organisation 2.3 Explain when to refer to someone in authority if the problem cannot be resolved within the limits of own authority 2.4 Fulfil commitments made to customers in accordance with quality and customer service standards 2.5 Record commitments made to customers The learner will:

3. Be able to review the after sales process

The learner can:

3.1 Obtain customers’ comments on service reliability from customers 3.2 Analyse and report the findings to the relevant person in the organisation 3.3 Make recommendations for improvements to after sales service provision in the light of customer feedback

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Documents

YMCA Level 1 Certificate in Customer Service (601/5242/4) · 2017-02-23 · To achieve the YMCA Level 1 Certificate in Customer Service, learners must complete a minimum of 23 credits