MAIL OFFICER
JOB DESCRIPTION
JOB TITLE
Mail Officer
GRADE
2
LOCATION
REPORTS TO
Process Team Leader
JOB SUMMARY
The Mail Officer’s purpose is to process the mail either manually or by machine
according to agreed processing criteria such as sort rates, accuracy rates and finish
times. The Mail Officer is expected to be able to work in any part of the mail processing
chain e.g. preparing mail, sorting or dispatching it. They’re expected to contribute to
teamwork and process improvements in the work area.
ORGANISATION STRUCTURES
Mail Centre Leader
Operations Leaders
Team Leaders
Mail Officers
SERVICE RELATIONSHIPS
Internal
External
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People in the mail centre
Contractors
Transport
Couriers
Retail Officers
Customers
Mail Officer
April 2001
1
JOB PURPOSE
To process mail according to set procedures so that targets and service standards
are met.
RESPONSIBILITIES
Preparation
Prepares the work area and mail so it is ready for sorting according to
set procedures.
Mail sorting
Sorts the mail according to set procedures and service standards.
Mail dispatch
Prepares the mail for onward dispatch according to set procedures.
Revenue
protection
Checks that New Zealand Post is getting the correct revenue for all
mail processed.
Service
relationships
Deals with customers and others courteously and helpfully to get the
job done.
Care of
equipment
Takes good care of the work materials and equipment used. Does
basic maintenance of the equipment used.
Safety &
security
Takes good care of oneself and follows the Company’s health and
safety policies and procedures. Takes good care of the mail and
follows the Company’s security policies and procedures.
Teamwork
Participates positively in the team. Contributes to projects done by
the team to improve how work is done.
TYPICAL TASKS
Preparation responsibility typically involves:
 Setting up the work area prior to sorting
 Driving a forklift
 Unloading cages and vehicles
 Opening bags and trays
 Scanning product through Track and Trace
 Facing and cancelling of product
 Placing product in the correct stream
 Completing documentation
Sorting mail responsibility typically involves:
 Sorting mail either manually or through operating a machine
 Sorting mail through video-coding
 Quality checking the sort process
 Dealing with undeliverable mail e.g. poorly addressed letters, return to senders
 Completing documentation
Dispatching mail responsibility typically involves:
 Clearing down pigeon holes
Mail Officer
April 2001
2
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Clearing down the machines
Tying off bags and trays
Scanning product through Track and Trace
Loading cages and vehicles
Driving a forklift
Completing documentation
Revenue protection responsibility typically involves:
 Checking all mail sorted is cancelled and has the correct postage
 Making sure competitor mail access agreements are complied with
 Detecting other situations where the Company is losing out on revenue
 Taking action when there is a problem
Service relationships responsibility typically involves:
 Working with others to solve problems which are affecting service standards
 Being friendly, courteous and helpful when dealing with all customers and
suppliers (both internal and external)
 If necessary either referring the customer to another Post person to solve their
problems or contacting that person themselves
Caring for equipment responsibility typically involves:
 Carrying out basic care of mail processing machines used e.g. replacing belts,
topping up ink, clearing jams and vacuuming machines
 Carrying out basic care for vehicles used
Safety and security responsibility typically involves:
 Keeping themselves safe by following prescribed safety procedures
 Undertaking regular micropauses and exercises to prevent OOS
 Reporting promptly any hazards (unsafe or unhealthy work conditions or
equipment) and where appropriate, rectifying them
 Reporting promptly any accidents or near misses and completing the necessary
paperwork
 Following Post’s security procedures and advising the team leader of any
circumstances which may affect the security of mail
Teamwork responsibility typically involves:
 Developing co-operative working relationships with other members of the team
 Helping new team members
 Helping others out
 Doing other tasks which will help the mail centre area run well
 Contributing to process improvements within the work area
AGREED BY
Job holder
Manager
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Mail Officer
April 2001
3