Job title: Mail Room Technician Grade: SCALE 2/SCALE 3 Role code: EOP0904 Status: Police Staff
Main purpose of the role:
Provide a cost effective mailing system, with accurate and reliable postal records, ensuring time constraints are met for posting of documents in line with government timeframes and accurate record keeping in place.
Deliver an effective service that fulfils the needs of the department, ensuring that post is dealt with in a timely manner to meet with the time frame laid down by government for distribution, ensuring stock control/consumable levels are maintained.
Ensure that equipment is maintained to allow for efficient working, undertaking maintenance, cleaning rollers and calibrating for paper thickness to prevent jams and breakdowns.
Diagnose faults as necessary, to rectify breakdowns as they present, only relying upon external maintenance company as last resort, as delays in waiting for repairs has a major impact upon service delivery.
Ensure post is fed into machine to automate enveloping / postage, ensuring bar code is visible for recording purposes and that offence references and distribution dates are recorded by automation, Franking in accordance with size / weight.
Use and understand the barcode recognition and image scanning equipment, providing posting evidence to fulfil legal requirement for courts officers.
Ensure post is available for daily collection by Royal Mail, taking any late post to sorting office for distribution thereby ensuring mail is issued in a timely manner.
Ensure security of data on all mailing postal endorsement evidence and provide daily backup copies of the computerised log files produced by the Mailing machine, keeping and maintaining accurate records of the output volumes and postage costs using spread-sheets so that audit trail exists in the event of challenge.
Prepared to attend Magistrates or Crown Courts to provide evidence of posting for a barcoded offence and/or to explain the postal endorsement procedure relating to barcoded documents, barcode reading and the scanning of finished envelopes into the electronic image-scanning system.
Receive incoming mail, separate into departments open sort and scan onto the bespoke Camera Detection system Scanfile and then tag into EROS utilising bar codes, allowing for accurate record keeping of when communications received and immediate access for colleagues to the documentation.
Archived May 2017
The job holder must be organised, able to work on their own initiative and under pressure. In addition, the post holder must have the ability to manage multiple customer requirements simultaneously and have a practical approach to problem solving. Good organisational skills and the ability to work to deadlines are essential. Managing and prioritising their own workload whilst handling a steady flow of interruptions.
The role requires the job holder to have a flexible approach to change, be confident and self-assured with strong communication and interpersonal skills, in order to build working relationships at all levels.
The job holder will be IT literate, willing to undertake training on the use and maintenance of the postal machinery.
Analyse critically (level 1)
I recognise the need to think critically about issues. I value the use of analysis and testing in policing. I take in information quickly and accurately. I am able to separate information and decide whether it is irrelevant or relevant and its importance. I solve problems proactively by understanding the reasons behind them, using learning from evidence and my experiences to take action. I refer to procedures and precedents as necessary before making decisions. I weigh up the pros and cons of possible actions, thinking about potential risks and using this thinking to inform our decisions. I recognise gaps and inconsistencies in information and think about the potential implications. I make decisions in alignment with our mission, values and the Code of Ethics.
Collaborative (level 1)
I work cooperatively with others to get things done, willingly giving help and support to colleagues. I am approachable, and explain things well so that I generate a common understanding. I take the time to get to know others and their perspective in order to build rapport. I treat people with respect as individuals and address their specific needs and concerns. I am open and transparent in my relationships with others. I ensure I am clear and appropriate in my communications.
Deliver, support and inspire (level 1)
I take on challenging tasks to help to improve the service continuously and support my colleagues. I understand how my work contributes to the wider police service. I understand it is part of my collective responsibility to deliver efficient services. I take personal responsibility for making sure that I am working effectively to deliver the best service, both individually and with others. I am conscientious in my approach, working hard to provide the best service and to overcome any obstacles that could prevent or hinder delivery. I support the efficient use of resources to create the most value and to deliver the right impact. I keep up to date with changes in internal and external environments. I am a role model for the behaviours I expect to see in others and I act in the best interests of the public and the police service.
Emotionally aware (level 1)
I treat others with respect, tolerance and compassion. I acknowledge and respect a range of different perspectives, values and beliefs within the remit of the law. I remain calm and think about how to best manage the situation when faced with provocation. I understand my own emotions and I know which situations might affect my ability to deal with stress and pressure. I ask for help and support when I need it. I understand the value that diversity offers. I communicate in clear and simple language so that I can be easily understood by others. I seek to understand the thoughts and concerns of others even when they are unable to express themselves clearly.
Innovative and open-minded (level 1)
I demonstrate an openness to changing ideas, perceptions and ways of working. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I constantly reflect on my own way of working and periodically review processes and procedures for continuous improvements. I adapt to change and am flexible as the need arises while encouraging others to do the same. I learn from my experiences and do not let myself be unduly influenced by preconceptions.
Take ownership (level 1)
I actively identify and respond to problems. I approach tasks with enthusiasm, focusing on public service excellence. I regularly seek feedback to understand the quality of my work and the impact of my behaviour. I recognise where I can help others and willingly take on additional tasks to support them, where appropriate. I give feedback to others that I make sure is understandable and constructive. I take responsibility for my own actions, I fulfil my promises and do what I say I will. I will admit if I have made a mistake and take action to rectify this. I demonstrate pride in representing the police service. I understand my own strengths and areas for development and take responsibility for my own learning to address gaps.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.