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Required Skills

This Unit covers receiving and distributing incoming mail and collecting and despatching outgoing mail It also covers collating and despatching bulk mail according to Australia Post and AUSDOC specifications

This unit has been adapted from BSAINFB Handle mail to facilitate information flow This unit can be assessed alone or in combination with other units making up a job role

This unit has been adapted from BSAINF201B : Handle mail to facilitate information flow. This unit can be assessed alone or in combination with other units making up a job role.

Element of Competency

Performance Criteria

Receive and distribute incoming mail

Incoming mail is checked and registered to ensure accuracy of records

Court documents are processed according to the firms procedures

Original documents are processed according to the firms procedures

Served documents are processed according to the firms procedures

Titles and locations of company personnel and departments are identified and understood

Urgent and confidential mail is identified and distributed to the addressee promptly

Mail is sorted and despatched to the nominated personlocation

Damaged suspicious or missing items are recorded and where necessary reported promptly

Receive and despatch outgoing mail

Outgoing mail is collected from each section of the firm checked and sorted to ensure all items are correctly prepared for despatch

The most appropriate method of delivery is determined and appropriate envelopes are selected and addressed correctly

Outgoing mail is processed correctly

Mail is recorded in register

Mail is sorted according to carrier

Mail is despatched using the most appropriate delivery method

Mail is despatched to meet designated timelines

Collate and despatch documents for bulk mailing

Quantitiesresourcestime to complete bulk mailing of documents estimated correctly

Documents are collated as required

Envelopes are sorted and batched in accordance with specifications

Where appropriate AUSDOC bulk mail interstate satchels are employed

Numerical information is selfchecked

Batched items are lodged in time for delivery by relevant carrier

Organise urgent and same day deliveries

Items for urgent delivery are weighed packaged and addressed

Cheapest and best option for delivery is determined and selected

Followup is made if necessary

Evidence Required

Critical Aspects

a firms policies and procedures are understood and followed

instructing legal practitioner is kept up to date with activities actions and outcomes

incoming mail is registered accurately

court original and served documents are processed appropriately

incoming mail including urgent and confidential items is distributed to correct personnel within accepted timelines

damaged suspicious or missing items are dealt with according to a firms processes and procedures

regulations regarding process serving are followed where necessary

outgoing mail is collected within accepted timelines

outgoing mail is registered appropriately and prepared for despatch according to delivery and carrier requirements including appropriate mail style envelopes and delivery method

documents are collated to meet delivery and recipients requirements

bulk mail is prepared in accordance with carriers requirements including minimum number of items

urgent and same day deliveries are arranged to meet delivery requirements taking into account location of recipient

all details including addresses numerical information spelling and contents of mail are checked for accuracy

AUSDOC mail is addressed correctly and deposited in correct boxes

any problems are identified and clarification is sought from designated persons if unable to resolve problem appropriately

outgoing mail is despatched in time to meet carriers delivery schedule

Resource implications

The assessor must have access to appropriate documentation and resources normally found in the work environment and required to allow the job or task to be properly performed These may include

appropriate legislation and regulations relevant to assisting clients conducting searches and using trust account money

workplace manuals and reference materials such as company policy procedural manuals and checklists

sample search forms from a variety of agencies

appropriate technology such as computers with relevant software and connections

Consistency in performance

This unit of competency will require evidence to be collected across a range of events eg dealing with different organisational requirements and over a period of time to ensure that situational variables are consistently achieved

Context of assessment

Evidence of competency can be met in different situations including

on the job assessment

off the job assessment

placement in an enterprise

participation in a New Apprenticeship traineeship arrangement

use of a Practice Firm or simulated work environment

flexible delivery methods used by training providers to cater for distance education students

Recognition of Prior Learning Recognition of Current Competencies in skill areas where there has been no significant change to work practice in recent times

Evidence gathering methods may include

workplace performance

roleplay

simulation

projectsassignments

third party reports

Underpinning knowledge and skills

Knowledge

firms policies and procedures required across the full range of tasks covered

the roles and locations of a firms personnel

Australia Posts batching specifications

courier selection

Skills

literacy follows a firms policies and procedures records incoming and outgoing mail and checks for accuracy of address details

numeracy checks weights and addresses records items sorts and collates estimates time for mail despatches and bulk mailouts

communication listens to clear sequenced instructions of several steps to complete task participates effectively in spoken interactions in order to convey actions and outcomes consults and questions supervisor and peers to clarify status of maildocuments gives oral instructions to peers eg where to locate mail

problem solving chooses appropriate delivery method for mailcourt documents