Postal and Scanning Services Assistant (Post 2182, 1652, 1063, 1756, 2102, 2179, 2198)

Service Area

Customer Services – Postal and Scanning Services

Manager/Team Leader

Customer Services Team Leader

Direct reports

N/A

Total Managed

N/A

Purpose of the Role

To work as part of a team delivering a Postal and Scanning/Indexing service, within a rota system. To incorporate receiving, sorting, delivering and dispatch of mail both internally and externally, encompassing the use of the insertion and franking machines. To provide a scanning and indexing function to support the Electronic Document Management System

Key Result Areas

  1. To work as part of a team to receive, sort and distribute mail received manually into the Authority through to all service areas.
  2. To perform a comprehensive distribution of post for Revenues, Benefits and Environmental Health, providing accurate coding of cheques received for EHO/Licensing.
  3. Ensure all information and payments are dealt with confidentially, securely and accurately and original/valuable documentation/items are managed according to the Council procedure.
  4. To receive, sort and distribute mail electronically via the EDM workflow system (currently Revenues and Benefits) and to archive documents in the appropriate manner.
  5. To prepare post for collection, within guidelines, for external contractor/s.
  6. To provide an insertion machine facility.
  7. To take responsibility for your own Health and Safety at work and that of other persons who may be affected by your actions.
  8. Any other work required and as directed within the confines of the existing grading and post.

L:\Customer Services Management Team\Human Resources (HR)\Recruitment\Job Descriptions\PSST\jdandspec1652may11.doc

Postal and Scanning Services Assistant (Post 1652)

Essential

/

Desirable

/ How
Identified
Experience/
Knowledge / Demonstrate experience in working in a related or similar office/scanning environment /  / Application Form*
Experience in supplying product knowledge to answer and process customer’s queries accurately and according to priority. /  / Application Form*/
Interview
Demonstrate accuracy in data inputting with good keyboard skills /  / Application Form*/
Interview
Computer Literate /  / Application Form*/
Interview
Experience of using Microsoft Word and Excel /  / Application Form*/
Interview
Experience of using Civica and Comino systems /  / Application Form*/
Interview
Demonstrates an understanding of using scanning software for the storage of documents /  / Application Form*/
Interview
Qualifications / Good Standard of general education[1] /  / Application Form
Full driving license /  / Application Form

Be well organised, methodical and pay attention to detail

/  / Interview/ Test

Good level of numeracy for batch totalling, reconcile relevant groups of documents, payments etc for processing

/  / Test

The ability to prioritise tasks as and when required in order to meet deadlines

/  / Application Form*/ Interview

Essential

/

Desirable

/ How Identified
Skills /

Ability to use computer systems to input, retrieve and search for data

/  / Application Form*/ Interview
Good written and verbal communication skills /  / Interview/ Test
Aptitude and
Disposition / Demonstrate a positive and helpful attitude towards customers and colleagues /  / Interview
Team worker /  / Interview
Flexibility to accommodate different tasks and deadlines /  / Interview
Good interpersonal skills /  / Interview
Personal
Circumstances /

Able to work a rota system starting from 7:30am

/  / Application Form*/ Interview
Physical /

Lifting and moving of heavy object

/  / Interview

Able to operate an insertion/franking machine

/  / Interview

*In order to assess this from the application form we require you to provide an example

[1] Whilst no academic attainments are required for this post, numeracy and literacy will be tested upon interview