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Proposal approved
Occupational standard approved
End-point assessment plan approved
This apprenticeship standard will be reviewed after three years
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This occupation is found in the shipping industry and located in ports around the country. These ports range considerably in size, from major import/export centres through to much smaller and sometimes remote ports. Port agents work for commercial companies, that may be based in a port or off site.
The broad purpose of the occupation is to represent the vessel operators/owners to facilitate the efficient arrival, working, and departure of their vessels in a port. They do this by supporting vessel progress during a voyage (anywhere in the world) and by ensuring the vessel captain has the help and assistance they need. This support can be very wide-ranging, from making sure the vessel has the right permissions, and the correct crew complement, through to having enough provisions onboard.
Port agents spend a lot of their time communicating with other stakeholders to agree and coordinate activities, ensuring a safe and smooth voyage. While this occupation is often office based, port agents can expect to spend time working onboard vessels when moored in port. Typically, they may have a home port they work in most of the time, yet sometimes need to travel to different ports around the UK. A port agent must work flexibly, including some unsociable hours. And they can expect to be in and around the port in all weathers.
In their daily work, an employee in this occupation interacts with the vessel’s captain and crew who may be of any nationality. The scale and purpose of ports varies a lot, with each port being unique. The port agent will identify and interact with all parties involved in port operations, such as importers and/or exporters, the port authority, terminal operator, stevedores, government authorities (HMRC, Border Force, Port Health, Maritime and Coastguard Agency and Immigration), marine pilots, harbour masters, docking masters, company representatives, local ship providores, repairers and maritime equipment suppliers. A port agent is appointed by a Principal, who might be the vessel owner or vessel operator. A port agent must work to the overall instruction of the Principal.
An employee in this occupation will be responsible for completing their own port agency work within the limits of their responsibility. They must follow instructions, by delivering on the agreed commercial arrangement between their own organisation and the vessel owner or vessel operator.
They are also responsible for providing advice and support to the vessel captain during the voyage, for providing financial services (including cash float) as instructed by vessel owner/operator, and for arranging and overseeing cargo operations when in port.
They will arrange crew, purchase supplies needed by the vessel, and negotiate any work needed with local port suppliers. They also help support the safety and security of vessel related operations. And they must submit any reports or applications needed to comply with port requirements.
They do not arrange an agency agreement themselves or win new work for their organisation; this is instead the responsibility of a senior port agent or a sales/business development manager. They are expected to respond to incidents that affect the vessel, by taking decisions that help bring the operation back on course. Although a port agent must try to resolve any problems themselves, they will escalate issues beyond their authority to a senior port agent or manager in their own organisation and the vessel owner/operator. When a voyage is completed, the port agent must provide their closing reports, including a financial summary.
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Duty |
KSBs |
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Duty 1 Deliver the commercial agreement between the port agency and the vessel owner or operator. |
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Duty 2 Monitor a vessels progress at sea and when in port. Provide updates to all affected stakeholders. |
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Duty 3 Provide recommendations to the vessels captain to aid progress on the journey. |
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Duty 4 Book a vessel in and out of port. This includes co-ordinating the berthing plan with all parties involved, such as the port authority. |
K1 K2 K3 K4 K7 K10 K11 K13 K14 K15 K16 K17 K21 K23 K24 |
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Duty 5 Arrange marine pilots and tugboat services to ensure safe arrival and/or departure of the vessel. Coordinate these activities with key stakeholders such as harbour masters, tug boat operators, marine pilots, docking masters and company representatives. |
K1 K2 K3 K7 K10 K11 K13 K14 K15 K16 K21 K23 K24 |
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Duty 6 Agree a cargo plan between the vessel and terminal/stevedore for the safe loading / discharge of cargo. |
K1 K2 K4 K10 K12 K13 K14 K15 K16 K21 K23 K24 |
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Duty 7 Identify and secure port terminal and stevedoring services for specific vessel and cargo types. |
K1 K2 K3 K4 K5 K7 K11 K13 K14 K15 K16 K21 K23 |
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Duty 8 Oversee the delivery of cargo operations as planned. Mitigate any issues that arise and report progress to the vessel operator, charterer and/or owner, cargo interests, next agent, and any other interested parties. |
K1 K2 K4 K5 K7 K10 K11 K13 K14 K16 K23 |
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Duty 9 Report the details of cargo to the relevant customs authority. |
K1 K2 K3 K4 K7 K8 K11 K12 K13 K14 K17 K21 K23 |
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Duty 10 Plan and organise required changes of crew with the ship manager and captain of the vessel, in line with relevant customs regulations. |
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Duty 11 Provide all required information on crew and passengers to local authorities. |
K1 K2 K3 K7 K8 K9 K11 K12 K13 K14 K17 K21 K23 |
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Duty 12 Arrange provision of stores needed by the vessel prior to arrival or during the port stay. This includes fuel, spare parts, drinking water and any other bespoke requirements. |
K2 K13 K14 K15 K16 K21 K23 K24 |
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Duty 13 Provide financial services for the vessel. In particular, arrange cash from the vessel operator/owner to provide the vessel captain with a suitable cash float. |
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Duty 14 Complete the “statement of fact” – keeping track of all activities concerning the vessel from the moment it has arrived at port until the completion of all cargo operations and the departure of the ship, thereby accurately recording the vessels operations and any delays. |
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Duty 15 Complete the vessels disbursement account to the vessel operator/owner – compiling all the invoices incurred in the vessels call at the port. |
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Duty 16 Identify incidents and emergencies that impact the vessel, its crew, or cargo. Provide a remedy (within limits of own role) or escalate to relevant stakeholder organisations. |
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Duty 17 Work to provide a profitable service for both your own organisation and the vessel operator. |
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Duty 18 Deal with any enquiries or complaints about the port agency services you are responsible for. |
K1: Local agencies and the regulatory authorities that impact Port Agency.
Back to Duty
K2: Procedures for managing the vessel / port information systems.
Back to Duty
K3: Regulations that apply to the different types of vessel class that may use Port Agency.
Back to Duty
K4: A range of different cargo types.
Back to Duty
K5: A range of stevedoring operations that can be used to load/unload cargo.
Back to Duty
K6: Techniques for responding to the changing conditions that can commonly hinder vessel progress including changes to tidal and meteorological conditions.
Back to Duty
K7: Type of Charter Party, agency agreements and terms relevant to each vessel and / or port visit.
Back to Duty
K8: Local customs clearance procedures.
Back to Duty
K9: Immigration processes for vessel leavers / joiners.
Back to Duty
K10: Relevant health and safety regulations and legislation.
Back to Duty
K11: The International Ship and Port Facility Security Code.
Back to Duty
K12: The principles for correct storing and sharing of data in accordance with the UK Government Data Protection legislation.
Back to Duty
K13: The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors.
Back to Duty
K14: Statutory powers of the relevant Port State, their responsibilities, duties and codes.
Back to Duty
K15: Negotiation techniques.
Back to Duty
K16: The principles of stakeholder relationship management.
Back to Duty
K17: Different forms of communication (written, verbal, electronic).
Back to Duty
K18: The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit.
Back to Duty
K19: Bills of lading, their function and importance in transactions.
Back to Duty
K20: Charges, terms and conditions of subject port / harbour authority of each vessel call.
Back to Duty
K21: Principles of project management and a range of project planning tools.
Back to Duty
K22: Principles of Port Agency related budget management.
Back to Duty
K23: Techniques for working alone and in a team.
Back to Duty
K24: The range of sustainable practices applicable to Port Agency including in-house practices and partner policies.
Back to Duty
S1: Complete the required national and local reporting systems with required vessel and cargo data.
Back to Duty
S2: Identify and comply with all local, national and international regulations and legislation that apply.
Back to Duty
S3: Interpret and complete information required on International Maritime Organisation vessel / voyage information forms.
Back to Duty
S4: Identify the needs of the vessel (within limits of own authority).
Back to Duty
S5: Source vessel services for the time and place when these are needed.
Back to Duty
S6: Coordinate crew arrivals/departures required to meet ships complement.
Back to Duty
S7: Negotiate a positive outcome for the vessel that meets the contractual arrangement.
Back to Duty
S8: Identify and apply sustainable practices.
Back to Duty
S9: Plan and prioritise workload to meet objectives.
Back to Duty
S10: Identify and mitigate risks associated with the vessel and port operations.
Back to Duty
S11: Respond to unexpected situations and incidents, offering an appropriate remedy.
Back to Duty
S12: Adopt a communication method that takes account of the audience and is suitable for the circumstances.
Back to Duty
S13: Make informed recommendations that aid the vessels progress, prioritising health, safety and security.
Back to Duty
S14: Maintain a network of stakeholders.
Back to Duty
S15: Utilise the strengths of teams to support vessel progress.
Back to Duty
S16: Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction.
Back to Duty
S17: Report on vessel progress, using the required format (e.g., Maritime pro formas).
Back to Duty
S18: Store data correctly and only share data when it is permitted in accordance with legislation and regulation.
Back to Duty
S19: Comply with relevant health and safety procedures.
Back to Duty
S20: Comply with relevant security procedures.
Back to Duty
S21: Monitor vessel progress against expected plans.
Back to Duty
S22: Create the required disbursement accounts.
Back to Duty
S23: Create a required “Statement of Fact”.
Back to Duty
S24: Match supplier quotations with the services/goods needed to support vessel operations.
Back to Duty
S25: Apply project management techniques needed to deliver port agency within budget.
Back to Duty
S26: Provide financial services that meet needs of the vessel (within limits of given authority).
Back to Duty
S27: Quality assure work in accordance with organisational requirements and contractual arrangements.
Back to Duty
S28: Handle complaints in line with organisational requirements.
Back to Duty
S29: Problem solves changes in circumstances impacting vessel progress.
Back to Duty
B1: Sources solutions and seeks to continuously improve and develop.
Back to Duty
B2: Resilient under pressure.
Back to Duty
B3: Team-focused and works effectively with others.
Back to Duty
B4: Acts in a professional and ethical manner.
Back to Duty
B5: Takes ownership of work.
Back to Duty
B6: Promotes sustainable practice.
Back to Duty
Apprentices without level 2 English and maths will need to achieve this level prior to taking the End-Point Assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is an alternative to the English qualification for those whose primary language is BSL.
Level: 3
The Institute approved this qualification for inclusion when approving the original Port Agency Standard. There are elements of "hard sift" - ie it is far easier to gain employment with the foundation diploma. This is because ICA qualifications act as a passport to working in certain sectors. But it also allows for greater rigour and structure in the apprenticeship training - ie a "type 2" qualification. There has never been an apprenticeship in Port Agency before. As the sole professional body, ICS offers a well established qualification that will provide this structure, especially in the early years of apprenticeship delivery. This revision mainly affects the EPA, the standard has just been brought into line with the Institute's latest guidance on quality. Therefore the Trailblazer group considers there is a continued need for this qualification to remain mandatory.
AP01
This document explains the requirements for end-point assessment (EPA) for the port agent apprentices. End-point assessment organisations (EPAOs) must follow this when designing and delivering their EPA.
Port agent apprentices, their employers and training providers should read this document.
An approved EPAO must conduct the EPA for this apprenticeship. Employers must select an approved EPAO from the Education and Skills Funding Agency’s Register of end-point assessment organisations (RoEPAO).
A full-time apprentice typically spends 18 months on-programme (this means in training before the gateway) working towards competence as a port agent. All apprentices must spend at least 12 months on-programme. All apprentices must spend at least 20% of their on-programme time completing off-the-job training.
This EPA has 3 EPA methods.
The grades available for each EPA method are:
EPA method 1 - test:
EPA method 2 - professional discussion underpinned by portfolio:
EPA method 3 - practical demonstration with questions:
The result from each EPA method is combined to decide the overall apprenticeship grade. The following grades are available for the apprenticeship:
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On-programme (typically 18 months) |
Training to develop the knowledge, skills and behaviours (KSBs) of the occupational standard. Training towards English and mathematics qualifications at Level 21, if required. Training towards any other qualifications listed in the occupational standard. The qualification(s) required are: Institute of Chartered Shipbrokers Foundation Diploma in Port Agency Compiling a portfolio of evidence. |
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End-point assessment gateway |
The employer must be content that the apprentice is working at or above the level of the occupational standard. The apprentice’s employer must confirm that they think the apprentice:
An apprentice must have passed any other qualifications listed in the port agent occupational standard ST0544. The qualification(s) required are: Institute of Chartered Shipbrokers Foundation Diploma in Port Agency Apprentices must have achieved English and mathematics at Level 21. An apprentice must submit all gateway evidence to the EPAO. The EPAO must review the evidence. When the EPAO confirms the gateway requirements have been met, the EPA period starts and typically takes 4 months to complete. The expectation is that the EPAO will confirm the gateway requirements have been met. For the professional discussion underpinned by portfolio, the apprentice will be required to submit a portfolio of evidence. Apprentices must submit any policies and procedures as requested by the EPAO. |
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End-point assessment (typically 4 months) |
Grades available for each method: Professional discussion underpinned by portfolio Practical demonstration with questions Overall EPA and apprenticeship can be graded: |
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Re-sits and re-takes |
1For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and mathematics minimum requirement is Entry Level 3. British Sign Language (BSL) qualifications are an alternative to English qualifications for those who have BSL as their primary language.
The EPA will be taken within the EPA period. The EPA period begins when the EPAO confirms the gateway requirements are met and is typically 4 months.
The expectation is that the EPAO will confirm the gateway requirements are met and the EPA begins as quickly as possible.
The apprentice’s employer must confirm that they think the apprentice is working at or above the occupational standard as a port agent. They will then enter the gateway. The employer may take advice from the apprentice's training provider(s), but the employer must make the decision.
Apprentices must meet the following gateway requirements before starting their EPA.
These are:
Apprentices must submit any policies and procedures as requested by the EPAO.
The EPA period starts when the EPAO confirms all gateway requirements have been met. The expectation is they will do this as quickly as possible.
The assessment methods can be delivered in any order.
The result of one assessment method does not need to be known before starting the next.
A test is an assessment for asking questions in a controlled and invigilated environment.
This EPA method is being used because:
• The Port Agent occupation is subject to wide-ranging regulation and legislation and a multiple-choice test is an efficient way of assuring that the apprentice has all of the necessary fact based knowledge that will enable them to deliver their work in compliant ways.
• It allows for the efficient testing of knowledge where there is a right or wrong answer
• It allows for flexibility in terms of when, where and how it is taken
• It allows larger volumes of apprentices to be assessed at one time.
This method must be appropriately structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.
The test can be computer or paper based.
The test will consist of 30 multiple-choice questions.
Multiple-choice questions will have four options, including one correct answer.
Apprentices must be given at least 2 weeks notice of the date and time of the test.
Apprentices must have 45 minutes to complete the test.
The test is closed book which means that the apprentice cannot refer to reference books or materials whilst taking the test.
The test must be taken in the presence of an invigilator who is the responsibility of the EPAO. Specialised (proctor) software can be used if the test can be taken on-line, to ensure the security of the test.
The EPAO must have an invigilation policy setting out how the test must be conducted. It must state the ratio of apprentices to invigilators for the setting and allow the test to take place in a secure way.
The EPAO must verify the identity of the apprentice.
The EPAO is responsible for the security of the test including the arrangements for on-line testing. The EPAO must ensure that their security arrangements maintain the validity and reliability of the test.
The test must be marked by independent assessors or markers employed by the EPAO. They must follow a marking scheme produced by the EPAO. Marking by computer is allowed where question types support this.
A correct answer gets 1 mark(s).
Any incorrect or missing answers get zero marks.
The EPAO is responsible for overseeing the marking of the test. The EPAO must ensure standardisation and moderation of written response test.
Apprentices must take the test in a suitably controlled and invigilated environment that is a quiet room, free from distractions and influence. The EPAO must check the venue is suitable.
The test could take place remotely if the appropriate technology and systems are in place to prevent malpractice. EPAOs must verify the apprentice’s identity and ensure invigilation of apprentices for example with, and not limited to, 360 degree cameras and screen sharing facilities.
EPAOs must write a test specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The test specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.
EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering previous item performance data, item analysis, standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.
EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.
EPAOs must produce the following materials to support the test:
In the professional discussion, an independent assessor and apprentice have a formal two-way conversation. It gives the apprentice the opportunity to demonstrate their competency across the KSBs as shown in the mapping.
This EPA method is being used because
• a competent port agent must manage a range of complex and sometimes unpredictable events, that may occur at sea, or beyond UK territory. This is very difficult to naturally observe within a limited timescale. it allows the apprentice to be assessed against KSBs that may not naturally occur during other assessment methods.
• it allows scope for the apprentice to demonstrate the depth and breadth of KSBs, allowing for a distinction marking.
The professional discussion must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.
The EPAO must give an apprentice 2 weeks notice of the professional discussion.
The independent assessor must have at least 2 week(s) to review the supporting documentation.
Apprentices must have access to their portfolio of evidence during the professional discussion.
Apprentices can refer to and illustrate their answers with evidence from their portfolio of evidence, however the portfolio of evidence is not directly assessed.
The professional discussion must last for 45 minutes. The independent assessor can increase the time of the professional discussion by up to 10%. This time is to allow the apprentice to respond to a question if necessary.
For the professional discussion, the independent assessor must ask at least 7 questions. Follow-up questions are allowed. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training. The professional discussion must allow the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method at the highest possible grade.
The independent assessor conducts and assesses the professional discussion.
The independent assessor must keep accurate records of the assessment. The records must include the KSBs met, the grade achieved and answers to questions.
The independent assessor will make all grading decisions.
The professional discussion must take place in a suitable venue selected by the EPAO (for example the EPAO’s or employer’s premises).
The professional discussion can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.
The professional discussion should take place in a quiet room, free from distractions and influence.
EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.
EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place, for example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.
EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.
EPAOs must produce the following materials to support the professional discussion underpinned by portfolio:
In a practical assessment, the independent assessor observes the apprentice completing a task or series of tasks set by the EPAO. The EPAO decides where it takes place, and the test environment must closely relate to the apprentice’s natural working environment.
The practical and responses to questions must be assessed holistically by the independent assessor when they are deciding the grade for the practical assessment.
This EPA method is being used because
• It is a holistic assessment method requiring the demonstration of knowledge, skills and behaviours.
• Port agents take responsibility for vessels around the globe and so the natural lifecycle of a vessel scheduled to arrive or depart a UK port can be several weeks long. This makes direct observation difficult to achieve.
• Due to the variances in vessel timescales, it is difficult to plan with any reliability that a vessel will be in port at the time of the assessment.
This is a practical occupation best demonstrated through completing tasks in a real work setting. Questioning allows for the assessment of the breadth and depth of underpinning knowledge against the grading descriptors. This is a cost-effective method of testing and ensures validity by utilising available workplace equipment and resources .
The practical demonstration with questions must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.
The independent assessor must only observe one apprentice to ensure quality and rigour they must be as unobtrusive as possible.
The EPAO must give an apprentice 2 weeks notice of the practical assessment.
The practical demonstration with questions must take 2 hours.
The independent assessor can increase the time of the practical demonstration with questions by up to 10%. This time is to allow the apprentice to complete a task or respond to a question if necessary. The practical assessment and questioning must allow the apprentice the opportunity to demonstrate the KSBs at the highest possible grade.
The practical demonstration with questions cannot be split, other than for comfort breaks or to allow apprentices to move from one location to another. Where breaks occur, they will not count towards the total EPA time.
EPAOs must manage invigilation of apprentices at all times to maintain security of the EPA, in line with their malpractice policy. This includes breaks and moving between locations.
The independent assessor must explain to the apprentice the format and timescales of the practical demonstration with questions before it begins. This does not count towards the assessment time.
The independent assessor should observe the following during the practical assessment. These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping:
These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping.
Questions must be asked. The purpose of the independent assessor's questions will be
Those KSBs that the apprentice did not have the opportunity to demonstrate during the practical demonstration can instead be covered by questioning, although these should be kept to a minimum.
Questions must be asked after the practical. The total duration of the practical is 2 hours and the time for questioning is included in the overall assessment time. The total time for the practical element is 1 hours. The time allocated for questioning is 1 minutes.
The independent assessor must ask at least 5 questions. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training
The independent assessor must ask questions about KSBs that were not observed to gather assessment evidence. These questions are in addition to the set number of questions for the practical demonstration with questions and should be kept to a minimum. The independent assessor can also ask questions to clarify answers given by the apprentice.
The independent assessor conducts and assesses the practical demonstration with questions. They must record the KSBs observed, KSBs demonstrated in answers to questions and the grade achieved. The apprentice’s answers to questions must also be recorded.
The independent assessor makes all grading decisions.
The practical demonstration with questions will take place in a simulated environment selected by the EPAO (for example the EPAO’s or employer’s premises). The simulated environment must relate to the apprentice’s natural work environment. Equipment and resources needed for the practical demonstration with questions must be provided by the EPAO, who can liaise with the employer to provide these.
Questioning that occurs after the practical demonstration with questions should take place in a quiet room, free from distractions and influence
Additional venue requirements that must be in place include:
EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.
EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.
EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.
EPAOs must produce the following materials to support the practical demonstration with questions:
Fail - does not meet pass criteria
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Theme KSBs |
Pass Apprentices must demonstrate all the pass descriptors |
Distinction Apprentices must demonstrate all the pass descriptors and all of the distinction descriptors |
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Regulations and procedures
K1 K2 K8 K9 S1 S2 S3 S16 S17 S18 S19 S20 |
K1 Lists the types of local agencies and also the regulatory authorities that apply to all UK ports. Explains how each one impacts on the function of port agency services.
S2, S19, S20 Describes how, within the limits of their own role, they ensure the vessels they are responsible for comply with local, national and international regulations and legislation. Describes how they take responsibility for their own and others’ health, safety and security complying fully with their employer’s and local port / harbour / terminal policies and practices. K2, S1, S3, S16, S17 Outlines the steps they follow to identify relevant stakeholders, vessel and port factors to ensure they report as required (both accurately and timely). K8, K9 Outlines customs clearance procedures and immigration processes relevant to the delivery of port agency services. Describes the Port Agent’s role in ensuring documentation for vessel leavers / joiners is in order. S18 Explains how they ensure the data they handle is used and retained in line with the Data Protection Act 2018. Describes a time when they decided to share data requested by a 3rd party, and how they reached this decision.
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S2, S19, S20 Explains the potential consequences to the vessel of not complying with all relevant regulations and legislation.
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Communication and collaboration
K23 S14 S15 S28 B4 |
K23, S14, S15 Compares techniques used when working alone and working in a team and can describe a time when they used team strengths to aid vessel progress. Outlines the steps they take to maintain their network of team members and external stakeholders S28, B4 Outlines their own organisations requirements when handling complaints about port agency. Describes how they have met these requirements, whilst maintaining a professional and ethical stance
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K23, S14, S15 Evaluates how they chose the particular strengths within a team when successfully aiding a vessel to make progress. |
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Financial handling
K18 K22 S26 |
K18, K22, S26 Describes the principles of Port Agency related financial management that meets the demands of the vessel. Outlines how banking procedures can be impacted by cash availability, currency exchange rates, proof of receipt of payments and letters of credit. |
K18, K22, S26 Appraises different kinds of banking procedures that can be arranged evaluating the benefits and limitation of each. |
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Responding to the needs of the vessel
K24 S6 S8 S11 S27 B1 B2 B6 |
K24, S8, B6 Identifies sustainable practices applicable to Port Agency both in house and with partner policies. Describes how they have applied and promoted sustainable practices within the Port Agency sector. S6 Summaries the steps required to coordinate crew arrivals / departures to maintain vessels operations S11, B2 Explains how they respond to vessel emergencies and incidents, whilst remaining resilient under pressure. Identifies the appropriate solutions for the emergencies described S27, B1 Explains the proactive steps they follow to quality assure work in line with organisational and contractual requirements. Explores solutions to continuously develop and improve quality assurance findings.
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K24, S8, B6 Evaluates the consequences for the Port Agency sector by failing to address sustainability practices. S6 Justifies their choice of methods used to coordinate ships complement and why they deemed these the most appropriate. S27, B1 Evaluates the importance of quality assurance and the possible consequences of failing to address organisation and contractual agreements. |
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Port agency management
K21 S10 S13 S21 |
K21, S10, S13, S21 Describes how they utilise project management principles and tools to both mitigate risks and make informed recommendations linked to vessel and port operations (putting health, safety, and security first). Including the monitoring of vessel progression against expected plans. |
n/a |
Fail - does not meet pass criteria
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Theme KSBs |
Pass Apprentices must demonstrate all the pass descriptors |
Distinction Apprentices must demonstrate all the pass descriptors and all of the distinction descriptors |
|---|---|---|
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Needs of the vessel and the people involved
K13 K20 S4 S5 S29 |
K13 S4, S5 Identifies the needs of the vessel and all relevant stakeholders that are required in order to deliver port agency services at the time and place needed. K20 Correctly determines the charges, terms and conditions relating to a vessel call in port. S29 Problem solves changes in circumstances impacting vessel progress.
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n/a |
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Negotiation and communication
K15 K16 K17 S7 S12 S24 B3 B5 |
K15, K16, B5, S24, S7 Matches quotes for work with needs of the vessel requiring port agency. Takes ownership by negotiating positive outcomes, influencing/managing all relevant stakeholders, thereby enabling the contractual obligations to be met.
K17, S12, B3 Selects forms of communication applicable to the situation and the audience. Works effectively with others, resulting in the needs of the vessel being met. |
K15, K16, B5, S24, S7 Evaluates initial quotes for work and provides at least one idea that results in an improved solution for the vessel. K17, S12, B3 Analyses effectiveness of chosen communication method by verifying understanding with their audience. |
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Port Agency management
S9 S22 S23 S25 |
S9, S25 Identifies and coordinates their port agency tasks to both operate within budget and also meet port agency requirements of the vessel. S22, S23 Prepares an accurate statement of fact together with both initial and final disbursement accounts
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n/a |
| Grade | Minimum marks required | Maximum marks required |
|---|---|---|
| Fail | 0 | 20 |
| Pass | 21 | 26 |
| Distinction | 27 | 30 |
The EPA methods contribute equally to the overall EPA grade.
Performance in the EPA will determine the apprenticeship grade of:
Independent assessors must individually grade the: professional discussion underpinned by portfolio and practical demonstration with questions according to the requirements set out in this EPA plan.
EPAOs must combine the individual assessment method grades to determine the overall EPA grade.
Apprentices who fail one or more assessment method will be awarded an overall EPA fail.
Apprentices must achieve at least a pass in all the EPA methods to get an overall pass. In order to achieve an overall EPA ‘distinction’, apprentices must achieve a distinction in all three assessment methods.
Grades from individual assessment methods should be combined in the following way to determine the grade of the EPA as a whole.
| Test | Professional discussion underpinned by portfolio | Practical demonstration with questions | Overall Grading |
|---|---|---|---|
| Fail | Any grade | Any grade | Fail |
| Any grade | Fail | Any grade | Fail |
| Any grade | Any grade | Fail | Fail |
| Pass | Pass | Pass | Pass |
| Distinction | Distinction | Distinction | Distinction |
Apprentices who fail one or more EPA method(s) can take a re-sit or a re-take at the employer’s discretion. The apprentice’s employer needs to agree that a re-sit or re-take is appropriate. A re-sit does not need further learning, whereas a re-take does.
Apprentices should have a supportive action plan to prepare for a re-sit or a re-take.
The employer and EPAO agree the timescale for a re-sit or re-take. A re-sit is typically taken within 2 months of the EPA outcome notification. The timescale for a re-take is dependent on how much re-training is required and is typically taken within 3 months of the EPA outcome notification.
Failed EPA methods must be re-sat or re-taken within a 6-month period from the EPA outcome notification, otherwise the entire EPA will need to be re-sat or re-taken in full.
Re-sits and re-takes are not offered to apprentices wishing to move from pass to a higher grade.
An apprentice will get a maximum EPA grade of pass for a re-sit or re-take, unless the EPAO determines there are exceptional circumstances.
| Roles | Responsibility |
|---|---|
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Apprentice |
As a minimum, apprentices should:
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Employer |
As a minimum, employers must:
Post-gateway, employers must:
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EPAO |
As a minimum, EPAOs must:
Pre-gateway, EPAOs must:
At the Gateway, EPAOs must:
Post-gateway, EPAOs must:
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Independent assessor |
As a minimum, independent assessors must:
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Training provider |
As a minimum, training providers should:
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Marker |
As a minimum, markers should:
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Invigilator |
As a minimum, invigilators should:
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The EPAO must have reasonable adjustments arrangements for the EPA.
This should include:
Adjustments must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.
Internal quality assurance refers to how EPAOs ensure valid, consistent and reliable EPA decisions. EPAOs must adhere to the requirements within the roles and responsibilities section and:
Institute of Chartered Shipbrokers
Affordability of the EPA will be aided by using at least some of the following:
Professional body recognition is not relevant to this occupational apprenticeship.
| Knowledge | Assessment methods |
|---|---|
|
K1
Local agencies and the regulatory authorities that impact Port Agency. Back to Grading |
Professional discussion underpinned by portfolio |
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K2
Procedures for managing the vessel / port information systems. Back to Grading |
Professional discussion underpinned by portfolio |
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K3
Regulations that apply to the different types of vessel class that may use Port Agency. Back to Grading |
Test |
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K4
A range of different cargo types. Back to Grading |
Test |
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K5
A range of stevedoring operations that can be used to load/unload cargo. Back to Grading |
Test |
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K6
Techniques for responding to the changing conditions that can commonly hinder vessel progress including changes to tidal and meteorological conditions. Back to Grading |
Test |
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K7
Type of Charter Party, agency agreements and terms relevant to each vessel and / or port visit. Back to Grading |
Test |
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K8
Local customs clearance procedures. Back to Grading |
Professional discussion underpinned by portfolio |
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K9
Immigration processes for vessel leavers / joiners. Back to Grading |
Professional discussion underpinned by portfolio |
|
K10
Relevant health and safety regulations and legislation. Back to Grading |
Test |
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K11
The International Ship and Port Facility Security Code. Back to Grading |
Test |
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K12
The principles for correct storing and sharing of data in accordance with the UK Government Data Protection legislation. Back to Grading |
Test |
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K13
The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors. Back to Grading |
Practical demonstration with questions |
|
K14
Statutory powers of the relevant Port State, their responsibilities, duties and codes. Back to Grading |
Test |
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K15
Negotiation techniques. Back to Grading |
Practical demonstration with questions |
|
K16
The principles of stakeholder relationship management. Back to Grading |
Practical demonstration with questions |
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K17
Different forms of communication (written, verbal, electronic). Back to Grading |
Practical demonstration with questions |
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K18
The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit. Back to Grading |
Professional discussion underpinned by portfolio |
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K19
Bills of lading, their function and importance in transactions. Back to Grading |
Test |
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K20
Charges, terms and conditions of subject port / harbour authority of each vessel call. Back to Grading |
Practical demonstration with questions |
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K21
Principles of project management and a range of project planning tools. Back to Grading |
Professional discussion underpinned by portfolio |
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K22
Principles of Port Agency related budget management. Back to Grading |
Professional discussion underpinned by portfolio |
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K23
Techniques for working alone and in a team. Back to Grading |
Professional discussion underpinned by portfolio |
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K24
The range of sustainable practices applicable to Port Agency including in-house practices and partner policies. Back to Grading |
Professional discussion underpinned by portfolio |
| Skill | Assessment methods |
|---|---|
|
S1
Complete the required national and local reporting systems with required vessel and cargo data. Back to Grading |
Professional discussion underpinned by portfolio |
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S2
Identify and comply with all local, national and international regulations and legislation that apply. Back to Grading |
Professional discussion underpinned by portfolio |
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S3
Interpret and complete information required on International Maritime Organisation vessel / voyage information forms. Back to Grading |
Professional discussion underpinned by portfolio |
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S4
Identify the needs of the vessel (within limits of own authority). Back to Grading |
Practical demonstration with questions |
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S5
Source vessel services for the time and place when these are needed. Back to Grading |
Practical demonstration with questions |
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S6
Coordinate crew arrivals/departures required to meet ships complement. Back to Grading |
Professional discussion underpinned by portfolio |
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S7
Negotiate a positive outcome for the vessel that meets the contractual arrangement. Back to Grading |
Practical demonstration with questions |
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S8
Identify and apply sustainable practices. Back to Grading |
Professional discussion underpinned by portfolio |
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S9
Plan and prioritise workload to meet objectives. Back to Grading |
Practical demonstration with questions |
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S10
Identify and mitigate risks associated with the vessel and port operations. Back to Grading |
Professional discussion underpinned by portfolio |
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S11
Respond to unexpected situations and incidents, offering an appropriate remedy. Back to Grading |
Professional discussion underpinned by portfolio |
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S12
Adopt a communication method that takes account of the audience and is suitable for the circumstances. Back to Grading |
Practical demonstration with questions |
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S13
Make informed recommendations that aid the vessels progress, prioritising health, safety and security. Back to Grading |
Professional discussion underpinned by portfolio |
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S14
Maintain a network of stakeholders. Back to Grading |
Professional discussion underpinned by portfolio |
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S15
Utilise the strengths of teams to support vessel progress. Back to Grading |
Professional discussion underpinned by portfolio |
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S16
Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction. Back to Grading |
Professional discussion underpinned by portfolio |
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S17
Report on vessel progress, using the required format (e.g., Maritime pro formas). Back to Grading |
Professional discussion underpinned by portfolio |
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S18
Store data correctly and only share data when it is permitted in accordance with legislation and regulation. Back to Grading |
Professional discussion underpinned by portfolio |
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S19
Comply with relevant health and safety procedures. Back to Grading |
Professional discussion underpinned by portfolio |
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S20
Comply with relevant security procedures. Back to Grading |
Professional discussion underpinned by portfolio |
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S21
Monitor vessel progress against expected plans. Back to Grading |
Professional discussion underpinned by portfolio |
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S22
Create the required disbursement accounts. Back to Grading |
Practical demonstration with questions |
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S23
Create a required “Statement of Fact”. Back to Grading |
Practical demonstration with questions |
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S24
Match supplier quotations with the services/goods needed to support vessel operations. Back to Grading |
Practical demonstration with questions |
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S25
Apply project management techniques needed to deliver port agency within budget. Back to Grading |
Practical demonstration with questions |
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S26
Provide financial services that meet needs of the vessel (within limits of given authority). Back to Grading |
Professional discussion underpinned by portfolio |
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S27
Quality assure work in accordance with organisational requirements and contractual arrangements. Back to Grading |
Professional discussion underpinned by portfolio |
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S28
Handle complaints in line with organisational requirements. Back to Grading |
Professional discussion underpinned by portfolio |
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S29
Problem solves changes in circumstances impacting vessel progress. Back to Grading |
Practical demonstration with questions |
| Behaviour | Assessment methods |
|---|---|
|
B1
Sources solutions and seeks to continuously improve and develop. Back to Grading |
Professional discussion underpinned by portfolio |
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B2
Resilient under pressure. Back to Grading |
Professional discussion underpinned by portfolio |
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B3
Team-focused and works effectively with others. Back to Grading |
Practical demonstration with questions |
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B4
Acts in a professional and ethical manner. Back to Grading |
Professional discussion underpinned by portfolio |
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B5
Takes ownership of work. Back to Grading |
Practical demonstration with questions |
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B6
Promotes sustainable practice. Back to Grading |
Professional discussion underpinned by portfolio |
| KSBS GROUPED BY THEME | Knowledge | Skills | Behaviour |
|---|---|---|---|
|
Regulations and procedures
K1 K2 K8 K9 S1 S2 S3 S16 S17 S18 S19 S20 |
Local agencies and the regulatory authorities that impact Port Agency. (K1) Procedures for managing the vessel / port information systems. (K2) Local customs clearance procedures. (K8) Immigration processes for vessel leavers / joiners. (K9) |
Complete the required national and local reporting systems with required vessel and cargo data. (S1) Identify and comply with all local, national and international regulations and legislation that apply. (S2) Interpret and complete information required on International Maritime Organisation vessel / voyage information forms. (S3) Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction. (S16) Report on vessel progress, using the required format (e.g., Maritime pro formas). (S17) Store data correctly and only share data when it is permitted in accordance with legislation and regulation. (S18) Comply with relevant health and safety procedures. (S19) Comply with relevant security procedures. (S20) |
N/A |
|
Communication and collaboration
K23 S14 S15 S28 B4 |
Techniques for working alone and in a team. (K23) |
Maintain a network of stakeholders. (S14) Utilise the strengths of teams to support vessel progress. (S15) Handle complaints in line with organisational requirements. (S28) |
Acts in a professional and ethical manner. (B4) |
|
Financial handling
K18 K22 S26 |
The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit. (K18) Principles of Port Agency related budget management. (K22) |
Provide financial services that meet needs of the vessel (within limits of given authority). (S26) |
N/A |
|
Responding to the needs of the vessel
K24 S6 S8 S11 S27 B1 B2 B6 |
The range of sustainable practices applicable to Port Agency including in-house practices and partner policies. (K24) |
Coordinate crew arrivals/departures required to meet ships complement. (S6) Identify and apply sustainable practices. (S8) Respond to unexpected situations and incidents, offering an appropriate remedy. (S11) Quality assure work in accordance with organisational requirements and contractual arrangements. (S27) |
Sources solutions and seeks to continuously improve and develop. (B1) Resilient under pressure. (B2) Promotes sustainable practice. (B6) |
|
Port agency management
K21 S10 S13 S21 |
Principles of project management and a range of project planning tools. (K21) |
Identify and mitigate risks associated with the vessel and port operations. (S10) Make informed recommendations that aid the vessels progress, prioritising health, safety and security. (S13) Monitor vessel progress against expected plans. (S21) |
N/A |
| KSBS GROUPED BY THEME | Knowledge | Skills | Behaviour |
|---|---|---|---|
|
Needs of the vessel and the people involved
K13 K20 S4 S5 S29 |
The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors. (K13) Charges, terms and conditions of subject port / harbour authority of each vessel call. (K20) |
Identify the needs of the vessel (within limits of own authority). (S4) Source vessel services for the time and place when these are needed. (S5) Problem solves changes in circumstances impacting vessel progress. (S29) |
N/A |
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Negotiation and communication
K15 K16 K17 S7 S12 S24 B3 B5 |
Negotiation techniques. (K15) The principles of stakeholder relationship management. (K16) Different forms of communication (written, verbal, electronic). (K17) |
Negotiate a positive outcome for the vessel that meets the contractual arrangement. (S7) Adopt a communication method that takes account of the audience and is suitable for the circumstances. (S12) Match supplier quotations with the services/goods needed to support vessel operations. (S24) |
Team-focused and works effectively with others. (B3) Takes ownership of work. (B5) |
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Port Agency management
S9 S22 S23 S25 |
N/A |
Plan and prioritise workload to meet objectives. (S9) Create the required disbursement accounts. (S22) Create a required “Statement of Fact”. (S23) Apply project management techniques needed to deliver port agency within budget. (S25) |
N/A |
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