POSITION DETAILS ORGANOGRAM PURPOSE

Transcription

1 R191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form should be kept on file in your office. For re-evaluations, this form must be sent to your relevant HR Advisor/Officer POSITION DETAILS Position Title (current title) Mail Room Clerk Status of Post (tick) New Post Re-evaluation Job Grade (current grade) PC04 Faculty (if applicable) Graduate School of Business Department GSB Operations Section (if applicable) Mail Room Date of Compilation Revised: 22 November 2017 FOR OFFICE USE Position Title Job Title Date of Grading Grading Result ORGANOGRAM PURPOSE The main purpose of this position is to ensure an efficient and timeous internal and external mail distribution system. Carry out ad hoc day to day tasks required by GSB Programmes and Service Departments Staff. Ensure the smooth running of the Mail Room 19 June 2012 Page 1 of 5 HR191

2 JOB CONTENT Key Performance Areas (4 6) 1) Process Incoming mail to the GSB % of time spent Activities / Objectives / Tasks Results / Outcomes Competencies 20% Sort incoming mail collected by driver from post offices or brought from UCT campuses and distribute to GSB staff pigeon holes in staff room. Mail addressed to ex-gsb staff to be checked with Operations Assistant who will advise on what action is to be taken. Mail from Driver or UCT Finance and/or Procurement Offices to be given to GSB Finance Dept. Mail (student fee accounts) collected by Driver from UCT Fees Office to be looked up on the GSB Intranet and on the UCT Directory to establish whether for a current or past student. Current students to be inserted into student pigeon hole. Past student to be checked with Alumni Department for forwarding address. Sort incoming shipments, e.g. courier parcels that arrive at the GSB Reception desk. Take mail addressed to the GSB Director, to the GSB Director s Office. Take mail for Executive Education and distribute to Abbotsford House. Record incoming registered, insured and certified mail items. Take heavy parcels or large packages from GSB Reception desk to the department concerned and ensure that recipient signs for these. Mailroom rounds take place at 09:30 and 11:30 daily When delivering mail, must be done swiftly, particularly to areas where deadlines need to be met. Parcels must be signed for preferably by the person to whom the parcel is addressed. Should be capable of lifting 50 pounds without injury. Incoming mail incorrectly or poorly addressed to be taken to Operations Assistant for instruction - no mail is to accumulate. Good interpersonal Communication:: Positive, friendly professional approach to the job. Language skills Knowledge of facility and environment layout. Time Management: ability to work quickly. Attention to Detail. 2. Process Inter-Office Mail 30% Collect mail from internal collection points (B Block 1 st floor tearoom, GSB Director s Office, Ground Floor Staffroom, GSB Finance and outlying buildings e.g. Moorings 6, Stonehouse, Abbortsford House). Distribute all mail to GSB staff pigeon holes as the central repository of mail. Requests from Departments to distribute mail or other documents e.g. Purchase Order/Invoice book requiring recipient signatures. (If not urgent, should fall within the mailroom rounds). Collection points are to be checked during mail room rounds twice per day. Morning mail inter-office collections to be completed timeously. 3. Process outgoing mail from the GSB Departments 15% Collect mail from collection points (B Block 1 st floor tearoom, Ground Floor Staffroom, GSB Finance and outlying buildings e.g. Moorings 6, Stonehouse, Abbortsford House). Sort outgoing mail to be posted, couriered, or for the BWL driver to take to UCT campuses ensuring that the mail is packaged properly. Assist Departments with mailing requirements by providing advice on the most cost effective mailing or parcel/packaging to be used when sending out envelopes and parcels. Ensure that all outgoing mail has a cost centre and fund number against Morning mail inter-office collections to be completed timeously to go with BWL driver to UCT at 12h00 daily. 19 June 2012 Page 2 of 5 HR191

3 which the expense is to be processed. Outgoing mail to be given to GSB Reception to be taken with the Driver to the Post Office. Ensure prompt dispatch of all outgoing mail. Ensure that good service is received from external service providers (e.g. post office, banks, freight companies, etc.). 4. Process Outgoing Shipments (courier, road freight, airfreight) 5% Process outgoing shipments e.g. UCT courier vendors e.g, TNT, DHL, Globeflight and special delivery packages to various destinations when required. Arranging of airfreight/road freight for departments or to be made ready for collection by companies. Assist Programmes and Departments with the follow up on queries regarding non-timeous airfreight deliveries. Keep a supply of postage and packaging materials and courier bags in the Mailroom. Courier parcels to be processed speedily. Queries to be followed up and resolved promptly. 5. Carry out ad hoc tasks for GSB Programmes and Departments 30% Undertake ad hoc tasks for all GSB Programmes and Departments when required. Assist Programmes with the preparation of course materials if and when necessary should Programme Coordinators and Assistants require additional assistance, e.g. by correctly collating inserts and placing into lever arch files or into course sleeves or bags depending on requirement. Assist Programmes when required with the collection of gowns at graduation time. Assist programmes with storage of student records (boxes, files), etc. Assist Programmes/Departments with collection or delivery of name plates, trophies Assist with the collection and distribution of small office equipment, office stationery, etc. which are to be included in the daily Mailroom rounds Assist programmes/departments with the general maintenance of storage areas (archiving; conduct regular clean ups; stacking of boxes neatly and in correct location in store rooms). Assist the Marketing Department with preparation for Distinguished Speaker Events when required e.g. (collecting banners, promotional materials, course brochures, books or goods from storerooms). Assist the Marketing Department with the distribution of marketing literature to specific areas e.g. filling of brochure racks and placing on coffee tables. Assist Programmes with the movement of bean-bags required for Programmes. Assist Programmes with movement of parcels, books, consignments of goods that may be heavy to move around. Carry out all requests efficiently, timeously and smoothly. Positive complimentary feedback on tasks done. Queries and problems resolved quickly, efficiently and to the satisfaction of customer. Minimal expression of problems/dissatisfaction. Work effectively according to demands placed on the mailroom. Mail room tasks are to be prioritized, particularly clashing tasks ensuring that all tasks are timeously and efficiently executed to the satisfaction of customer. This will necessitate liaison with Programmes/Departmemnts or with Line Manager with tasks appearing to have equal priority. Anticipate problems before they occur and detect errors to avoid delays, embarrassment to programmes, staff and GSB as a whole. Prioritize clashing tasks. Attention to Detail. Accuracy Good Interpersonal skill. Knowledge of Preparation of course materials Develop good working relations with programmes. Minimal problem. 19 June 2012 Page 3 of 5 HR191

4 Be vigilant of Departmental mailing trends or changes to these trends. Notice boards are to be kept up to date. Old notices to be removed particularly from basement lecture threatre passage, GSB Staff Room and Student notice boards. Pigeon Holes in Staff Room: Assist GSB Departments with the insertion of new staff name tags into pigeon hole. 19 June 2012 Page 4 of 5 HR191

5 Minimum Qualifications Grade 12 MINIMUM REQUIREMENTS Minimum Experience 1 year mail room experience C:\Users\ \Desktop\ADVERTISING\2018\HRP\GSB_E80209_Mailroom Clerk_JD.doc