Mail Clerks and Mail Machine Operators, Except Postal Service

Administrative & Executive Support

Level 3335 of 1200 points

Job description

Mail Clerks and Mail Machine Operators, Except Postal Service

Job purpose

To prepare, sort and route the organisation's incoming and outgoing mail and parcels, operating the franking, folding, inserting and sortation machinery and determining how each item is sent, so that mail reaches the right recipient correctly addressed, properly paid and on time.

Skills

Practical knowledge of mailing and despatch procedures — postal rates and rate charts, classes of service, addressing and packaging standards and internal routing schemes — with the ability to run, resupply and adjust postage meters, folding and inserting machines, scales and sortation equipment using rules and hand tools. Secondary-level education is usual, with a comparably large group holding less, plus up to a year of on-the-job training.
Handles a large volume of contact with colleagues, couriers, contractors and bulk mailers, by telephone, e-mail and in person. Answers enquiries about shipping and mailing policy, releases packages on presentation of a written notice or identification, and deals with people who are discourteous when an item is delayed.
Judges whether items are addressed correctly, bear the proper postage and are fit for processing, and determines the service by which each is sent. Inspects machine output for defects, works out the cause, clears jams and adjusts guides, rollers, inserters and tying arms. Decisions are frequent and quick, and the problems are practical ones with established procedures behind them.
Works incoming and outgoing mail cycles to fixed collection and despatch deadlines under time pressure, with part of the pace set by the speed of the equipment, and sets much of the sequence of the day's work within established procedure.
Substantial hand work and dexterity: wrapping packages and bundles, folding and inserting letters and circulars, sealing and opening envelopes, affixing postage, and lifting and unloading containers of mail onto equipment and carts, with movement between standing, walking and seated working and bending when loading.

Responsibilities

No supervisory responsibility. Works as part of a mailroom team, coordinating with colleagues to get a despatch out, with regard to the health and safety of others when moving containers and operating machinery.
Applies postage and franking against the organisation's postal account, weighing items and calculating the charge from rate charts, and may sell mail products and take payment. Holds no budget; rates are set externally and no spending is committed.
Care and routine upkeep of mailroom plant — postage meters, folding, inserting and sortation machines, scales, carts and bins — adding ink, filling paste reservoirs, changing ribbons and clearing faults. Responsible for the mail and parcels in transit until despatched or delivered.
Keeps records and completed forms for mail handled, stamps dates and times of receipt on incoming items, and checks containers accepted from couriers and bulk mailers. A misrouted or under-paid item does not reach its destination, and the consequence falls on colleagues elsewhere.

Effort required

Accuracy on repetitive work carried out at pace: reading addresses, classifying and routing, and checking postage, with decisions made often and quickly. The judgements are individually simple; the demand is getting them right against a despatch deadline.
Repetitive, closely paced work in close proximity to others, with some contact with people who are discourteous about mail that has not arrived.
Physically active work: standing and walking about the mailroom, sustained use of the hands on items and machine controls, repetitive motion, bending and twisting, and lifting and unloading containers of mail, with some seated working.

Working conditions

Indoors throughout, in an environmentally controlled mailroom and office, working close to colleagues and to running mail machinery. No hazardous conditions, weather exposure or protective equipment requirement is evidenced.
Almost all incumbents work a regular established schedule, a small number on irregular patterns, and around one in six work less than a full week. Time pressure and equipment speed shape the day, with appreciable freedom over the order of work within established mailroom procedures.

Skills

40% · 184 points▾

KnowledgeLevel 2 of 8
36 of 144 points
Basic factual knowledge of a field of work. The job requires simple thinking and practical knowledge to use information, complete tasks and solve routine problems using basic rules and tools.
Interpersonal and communication skillsLevel 2 of 5
38 of 96 points
Standard communication and interaction with others. The job holder is required to communicate with colleagues or customers in structured settings. Tact, empathy and basic relationship building are required.
Problem-solving skillsLevel 2 of 5
38 of 96 points
Standard problems. The job involves solving problems with defined alternatives. Some judgement is needed, but help is usually available.
Planning and organisational skillsLevel 2 of 5
29 of 72 points
Basic organisational skills required. The job involves planning and organising one's own work within set deadlines. Some input into scheduling and prioritisation of tasks.
Physical skillsLevel 3 of 5
43 of 72 points
Moderate physical skills required. The job requires physical effort beyond basic tasks, such as the careful handling of fine tools, materials or people. Dexterity and hand-eye coordination are typically required. There is a need for precision and/or speed.

Responsibility

35% · 72 points▾

PeopleLevel 0 of 5
0 of 144 points
Does not apply. The job does not require any responsibility for people.
Goods and equipmentLevel 2 of 5
34 of 84 points
Some responsibility for goods or equipment. The job involves the use and maintenance of equipment or stock, and the job holder is responsible for ensuring resources are used appropriately and safely.
InformationLevel 2 of 5
38 of 96 points
Limited responsibility for information. The job requires the individual to gather, process or share information in a controlled way, following guidelines or predefined procedures.
Financial resourcesLevel 0 of 5
0 of 96 points
Not applicable. The job does not require any responsibility for financial resources.

Effort

15% · 55 points▾

Mental effortLevel 1 of 5
12 of 60 points
Limited mental effort. The job involves tasks that require only low levels of mental effort, such as basic attention and following simple instructions with few competing demands for attention.
Psychosocial and emotional effortLevel 1 of 5
14 of 72 points
Minimal psychosocial and emotional effort. There is little to no need to manage emotional responses. The job involves minimal exposure to emotionally demanding situations.
Physical effortLevel 3 of 5
29 of 48 points
Moderate physical effort. The job requires consistent physical effort, such as regular lifting of moderate weight, manual handling of materials, prolonged standing or walking or monotonous or repetitive hand/arm movements.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.