Main purpose of role: To provide an efficient and effective documents management service.
Key Performance Areas
Process incoming / outgoing mail and mail batching
- Receive, register and stamp incoming correspondence.
- Hand documents for scanning.
- Ensure efficient and timely delivery of mail within the RAF.
- Separate incoming documents and faxes and sort according to destination.
- Ensure files, correspondence and all other documentation is filed according to established policy and procedure.
- Prepare outgoing mail for posting.
- Ensure that outgoing mail is correctly priced and franked.
- Record details of all registered mail and Docex Tracker mail.
- Declare monies received and capture in register
- Prepare bulk mailing.
- Check addresses and ensure Docex is sent to Docex, Normal and Registered mail to the Post Office.
Perform a range of correspondence Management responsibilities
- Perform scanning & indexing.
- Check that all mail has been verified before scanning belongs to the Junior Officer Level or above.
- Ensure that the copying and binding machines are maintained in working order.
- Monitor and make sure that requests for copying or binding are executed efficiently and timeously.
- Ensure quality of copying and binding.
- Belongs to the Junior Officer Level or above. Messenger’s responsibility.
- Archiving assistant’s responsibility.
- Ensure that mail and files are validated and prepared before scanning.
- Sort documents according to document class and insert separator pages between classes.
- Ensure that all scanned mail and files are indexed and successfully released to Share Point.
- Receive, stamp, sort, identify, scan and capture writs and summons.
- Check documents and contact attorneys for further information or reference numbers.
- Capture documents in register.
- Insure items if necessary.
Perform Banking Indemnity Form (BIF) processing.
- Capture and verify information recorded on the BIF.
- Liaise with stakeholders.
- Contribute to Ensuring that claimants and suppliers are paid timeously by meeting turnaround times…
- Ensure that critical timeframes is adhered to.
- Minimize the risk of fraud exposure.
- Adhere to BIF rules and SOP’s to ensure compliance
Render maintenance of Correspondence Management Infrastructure, equipment’s and material
- Report that all mailroom-related equipment is serviced and in good working condition at all times.
- Report on the maintenance of the franking machine in terms of technical maintenance and the loading of money. Belongs to the Admin Officer or senior Officer Level.
- Paste the registered mail tracking stickers. Belongs to the Admin officer or senior Officer Level.
- Perform searches and or retrieve documents from Share Point / MOSS.
- Highlight areas of problems and make recommendations to Line management.