1.1 Explain how to deal with ‘junk’ mail
Junk mail is unwanted mail that is sent for promotional uses by workplaces. There are many different ways to deal with junk mail and prevent it from sending again. One of the easiest ways would be to contact the sender directly asking them to stop processing your data for marketing purposes. The data protection Act 1999 under section 11 stated that every individuals has the right prevent their own data to be processed for direct marketing. There is also an option to return the mail to the sender making sure that it states on the letter that it is junk mail. The mailing preference service which is also known as MPS is a service that allows people and companies to sign up for free to reduce the amount of unwanted mail they receive.
1.2 Describe what to do in the event of problems arising When dealing with incoming or outgoing mail.
In my workplace, I deal with a lot of incoming post than outgoing. Most of the outgoing post is franked/stamped in my company as it’s cheaper. If there is a problem for example, if it’s the wrong size of letter, the value can be inputted manually on the franking machine. For any reason, if the scales on the franking machine cannot weigh the item for instance if it’s more than what is weighs. Then the alternative would be to use a separate set of scale to weigh the item and then the weight is used to calculate the franking price. Is it quite rare that the items are wrongly delivered to the post office however when it does the item will be put back into the post and delivered to the correct address
Cheques are not sent out often through the post as most banking is done online by the finance team or the admin team. They do this because it is more secure, efficient to do and a much faster than waiting for cheques to come through via post. There are no delayed payments as all online payments are instant. Likewise, there are usually no problems with damaged mails as all the items/emails are carefully handled regardless of being incoming or outgaining.
1.3 Describe how to operate a franking machine.
A franking machine is a device that allows you to frank all outgoing mail with the data, item price and usually a return address and company logo. A franking machine allows you to frank letters of a large size as well as labels for parcels and packages that are large. Majority of the franking machines are equipped with digital scales and an automatic letter feeder. This is because everything nowadays is done electronically. The franking machine has to be programmed by the royal mail to its latest franking tariffs. The franking machine gets annually inspected by a royal mail engineer to make sure that the franking machine that the machine is upgraded.
When using a franking machine, you have first weighed the item, then you have to select the first or second class depending on how you want to send the post and type of item, for example, a latter. After correctly inputted all the information the letter can be easily fed through the machine. If the letter is large foe instance label can be printed and stuck on the item, ready for posting. A second class post is placed into a green bag and first class is placed into a red bag, both are which supplied by the Royal Mail. Some franking machine calculates the weight of the item for you but if that’s not the case then you will have to calculate the weight item yourself.
Before franking, any items is it most important to check that if there is a sufficient credit amount on the franking machine otherwise items won’t be franked at all. And this value is shown on the bottom of the screen on the machine. You can update the credit on the machine itself. After the credit has been uploaded, a form needs to be filled in with the date, who uploaded the credit and how much was put on. This then should be going to the finance department to keep it on their records.
1.4 Explain how to prepare packages for distribution
After everything has been franked, It has to be placed in an appropriate posting bag depending on if its first class or second class. This is for easier distribution. Most outgoing packages are already pre-packaged by the staff wanting to send them. For example, when I send contracts out I have to check if it’s correctly packed with what class I send them. However, some packages still need to be weighed by the franking machine in order for a label to be created. Packages are then collected by the couriers or the Royal Mail who will come to reception to pick them up during the day. Sometimes, staff require a certificate of posting for their item (e.g. Contracts), in this case, the certificate needs to be filled out with the address and date, and then signed by whoever is collecting it; this is to prove it has been collected and posted.
1.5 State organizational policies and procedures on mail handling. Security, the use of courier services
To ensure all security for a mail item, all post addressed to members of staff are organized and delivered to them or at their desks. However, sometimes there can be posts with no name or an indication whom the post is for. Therefore, these posts are opened by the administration team or if it states private or confidential then it will be passed on to the business manager who will then deal with the post.
The main courier services that are used is our workplace is DHL and DTDC. All items that need to be couriered from our office is usually picked up by the courier service. Items being delivered usually need to be signed for by the administrator working on reception. In our case with all the courier services that administration team looks after that. However, before giving them the item it has to be correctly packed.
1.6 Explain the process for reporting suspicious or damaged items in accordance with organizational procedures