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Evidence Guide: BSBINM303A - Handle receipt and despatch of information

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

BSBINM303A - Handle receipt and despatch of information

What evidence can you provide to prove your understanding of each of the following citeria?

Receive and distribute incoming mail

  1. Check and register incoming mail to ensure accuracy of records
  2. Process court documents according to firm's policies and procedures
  3. Process original documents according to the firm's policies and procedures
  4. Process served documents according to the firm's policies and procedures
  5. Identify and ensure understanding of titles and locations of company personnel and departments
  6. Identify and promptly distribute urgent and confidential mail to the addressee
  7. Sort mail and despatch to the nominated person/location
  8. Record damaged, suspicious or missing items and report promptly where necessary
Check and register incoming mail to ensure accuracy of records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process court documents according to firm's policies and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process original documents according to the firm's policies and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process served documents according to the firm's policies and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and ensure understanding of titles and locations of company personnel and departments

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and promptly distribute urgent and confidential mail to the addressee

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sort mail and despatch to the nominated person/location

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record damaged, suspicious or missing items and report promptly where necessary

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receive and despatch outgoing mail

  1. Collect outgoing mail from each section of the firm, check and sort all items to ensure they are correctly prepared for despatch
  2. Determine the most appropriate delivery method and select appropriate envelopes and address correctly
  3. Process outgoing mail correctly
  4. Record mail in register
  5. Sort mail according to carrier
  6. Despatch mail using the most appropriate delivery method
  7. Despatch mail to meet designated time lines
Collect outgoing mail from each section of the firm, check and sort all items to ensure they are correctly prepared for despatch

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine the most appropriate delivery method and select appropriate envelopes and address correctly

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process outgoing mail correctly

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record mail in register

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sort mail according to carrier

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Despatch mail using the most appropriate delivery method

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Despatch mail to meet designated time lines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Collate and despatch documents for bulk mailing

  1. Estimate quantities/resources/time to complete bulk mailing of documents correctly
  2. Collate documents as required
  3. Sort envelopes and batch in accordance with specifications
  4. Employ AUSDOC bulk mail interstate satchels where appropriate
  5. Self-check numerical information
  6. Lodge batched items in time for delivery by relevant carrier
Estimate quantities/resources/time to complete bulk mailing of documents correctly

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Collate documents as required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sort envelopes and batch in accordance with specifications

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Employ AUSDOC bulk mail interstate satchels where appropriate

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Self-check numerical information

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Lodge batched items in time for delivery by relevant carrier

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Organise urgent and same day deliveries

  1. Weigh, package and address items for urgent delivery
  2. Determine and select cheapest and best option for urgent delivery
  3. Make follow-up if necessary
Weigh, package and address items for urgent delivery

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine and select cheapest and best option for urgent delivery

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make follow-up if necessary

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

accurately and promptly registering and distributing incoming mail in accordance with firm's policies and procedures

consistently despatching and registering and outgoing mail in accordance with firm's policies and procedures, carrier's requirements and relevant legislation

routinely checking all details, including addresses, numerical information, spelling and contents of mail for accuracy; proactively seeking clarification from designated person/s and applying correct addressing protocols for despatch with a range of carriers

knowledge of scope of legal practitioner/support role, and own responsibilities and obligations.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

evidence of accurately and promptly registering incoming and outgoing mail in accordance with firm's policies and procedures, carriers requirements and relevant legislation

evidence of consistently distributingincoming mail, including urgent and confidential items, to correct personnel within accepted timelines

evidence of consistently dispatching outgoing mail in time to meet carrier's delivery schedule

evidence of promptly arranging urgent and same day deliveries to meet delivery requirements, taking into account location of recipient

evidence of routinely checking all details, including addresses, numerical information, spelling and contents of mail for accuracy and applying correct addressing protocols for dispatch with a range of carriers

evidence of proactively seeking clarification from designated person/s if unable to resolve any problem appropriately.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

demonstration of techniques

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

review of workplace or training environment documentation outlining the processing ofcourt documents

review of documentation outlining the processing of outgoing mail

testimony from team members, colleagues, supervisors or managers

oral or written questioning to assess knowledge of relevant legislation, rules, regulations, codes of practice and research resources.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

other legal administration units

BSBLEG301A Apply knowledge of the legal system to complete tasks.

Required Skills and Knowledge

Required skills

communication skills to listen to sequenced instructions of several steps to complete task; to participate effectively in spoken interactions in order to convey actions and outcomes; to consult and question supervisor and peers to clarify status of mail/documents; and to give oral instructions to peers, e.g. about where to locate mail

literacy skills to follow a firm's policies and procedures; to record incoming and outgoing mail; and to check for accuracy of address details

numeracy skills to check, weigh and address outgoing mail; to record, sort and collate incoming mail; and to estimate time for mail despatches and bulk mailouts

problem-solving skills to choose the appropriate delivery method for mail/court documents.

Required knowledge

accepted codes of conduct including those relating to:

duty of care

ethical behaviour

compliance with reasonable direction

conflict of interest

privacy and confidentiality

use of company property

non-discriminatory practice

Australia Post's batching specifications

criteria for courier selection

firm's policies and procedures

roles and locations of a firm's personnel

scope of legal practitioner/support role, and own responsibilities and obligations to provide legal advice, to complete or sign off on legal work and/or to appear in court as described by relevant jurisdiction/s.

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Register of incoming mail may include:

diary

electronic register

mail book

Processing court documents may include:

attaching the date to the document

attaching file matter number to the document

compliance with relevant court regulations

court documentation register

Firm's policies and procedures may include:

confidential mail procedures

delivery/despatch of urgent mail

mail register

security procedures

Processing original documents may include:

attaching file matter number to the document

attaching the date to the document

Processing served documents may include:

following relevant court process regarding serving regulations

Preparing outgoing mail for despatch will differ according to:

AUSDOC

Australia Post

carrier requirements

hand delivery

Appropriate delivery method for mail may include:

airmail

AUSDOC

Australia Post

certified and registered mail

courier

express post

hand delivery

Processing outgoing mail may include:

collating documents as instructed

making copies of documents as instructed

registering date despatched

registering despatch receipt if appropriate

registering method of despatch

registering receipt and receiver of mail if hand delivered

registering sender, destination and contents

Time lines may differ according to:

court requirements

despatch method

Document collation may relate to:

method of binding, attaching multiple documents

multiple recipients of same documents

order of collation

specific court requirements:

colour of paper

number of copies

Specifications may differ according to:

AUSDOC sorting specifications

Australia Post sorting specifications

destination of items

number/weight of items

Best option for urgent delivery may include:

courier

email

facsimile

Follow-up may include:

ensuring mail is delivered to receiver

providing proof of despatch