Handle Mail: OCR NVQ Level 3 Diploma in Business and Administration
This unit is a Group B optional unit at Level 2 with a total of 3 credits. This unit helps the candidate portray his/her skills in mail services. Candidates will have a good knowledge of following the safety and security procedures while handling internal and external mail, both incoming and outgoing, and the reason it must be handled so. They will have a good knowledge of the various services available, why those services are needed, and how they are used. They will know to choose particular services depending on needs and priorities, calculate postage, deal with problems, follow procedures, and report errors and problems.
A personal statement for this unit has been included, too!
1.1/2 What is the purpose of security procedures for handling mail or packages? Give examples.
Mail may have confidential information. It may include personal information about employees or contain business secrets such as the names of customers and confidential information relative to the business, customers, and clients. Also, mail and packages have to be checked for suspicious features. So security procedures will have to be followed.
For example, when we receive mail or parcels from strange addresses or that come in suspicious forms, shapes, or sizes, security procedures have to be followed and reported to the office manager.
2.1 Why should you distribute/dispatch mail to the correct recipient within agreed timescales?
Mails should always be dispatched or distributed to the correct recipient, because they can be important and confidential information which should not be disclosed to others. They have to be also distributed on time, so that the task specified on the email is completed within the timescale mentioned and the deadline is met, so that we avoid complaints or other serious issues.
2.2 What is the organisational structure and the names, roles, and locations of individuals and teams?
I have not published my answers here, as it is confidential information. You can draw a flow chart for your organisation or can take on off your organisation's website if you have one. Start with the head of your department, and then branch out to the different teams and managers, and finally end with your team members. Make sure you mention each person's name, position, and location, for a clear portrait.
Hope this helps!
2.3 What internal and external mail services are available to organisations?
The internal mail services available are for distribution of mail within the offices and departments of ______________________(removed for confidentiality purposes). They are collected and delivered on a daily basis.
External mail is sent via ___________________(removed for confidentiality purposes). External mail services are used, when mail can or does not cover the internal mail services criteria. For example, where mail has to be delivered to clients, or other companies, or out of county correspondences. It is also delivered and collected on a daily basis.
2.4 Give reasons for selecting internal and external mail services
External mail services are selected where delivery is out of county and where it is for other companies or clients. It will be areas that do not come under the ___________________(removed for confidentiality purposes) office areas.
Internal mail is used where deliveries need to be made to offices or departments that come under the ____________________(removed for confidentiality purposes). Internal mail saves time and money. So any mail that can be sent via internal mail is sent via that means and only the remaining is sent via an external mail system.
2.5 What methods do you use to calculate postage?
The post has to be sorted according to the urgency and importance as first class or second class. Any overseas posts have to be sorted out. One needs to know the postal charges for posts of different sizes, and also about postal charges for bulk mail. Mail services might give a discount for bulk mail and it can be applied only if we pre-sort the mail.
If we need to send an item and guarantee it will be delivered the next working day or the same day, or if mail needs to be sent on recorded delivery, we have to look for postal charges and the time frame within which the mail must be sent and send it accordingly.
2.6 What sort of problems might occur with incoming and outgoing mail and how do you deal with these?
The main problems that can occur are delays, missing deliveries, and suspicious mail. To avoid delays, we have to send the mail at the right time, with the correct postage. To avoid missing deliveries of an important document, it can be delivered via recorded delivery which lets one track the delivery. Any suspicious mail or package has to be handled with the utmost care and reported to the concerned person in charge.
P.S: Please do not copy anything written here and post it elsewhere. This has been published here purely to help you gain an idea of what they expect you to write and how you have to write. You will have to relate to your own work area and organisation and stick with it while preparing the files. Thank you for your co-operation.