Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to receive and distribute incoming mail, and to collect and despatch outgoing mail. It also covers collating and despatching bulk mail according to Australia Post and AUSDOC specifications.

Application of the unit 

This unit applies to individuals who, while under supervision, provide services to support legal practitioners. All aspects of legal practice may be subject to a range of legislation, rules, regulations and/or codes of practice relevant to different job roles and jurisdictions.

Prerequisite units 

Employability skills 

This unit contains employability skills.

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

ELEMENT 

PERFORMANCE CRITERIA 

1. Receive and distribute incoming mail

1.1. Check and register  incoming mail to ensure accuracy of records

1.2. Process court documents  according to firm's policies and procedures 

1.3. Process original documents  according to the firm's policies and procedures

1.4. Process served documents  according to the firm's policies and procedures

1.5. Identify and ensure understanding of titles and locations of company personnel and departments

1.6. Identify and promptly distribute urgent and confidential mail to the addressee

1.7. Sort mail and despatch to the nominated person/location

1.8. Record damaged, suspicious or missing items and report promptly where necessary

2. Receive and despatch outgoing mail

2.1. Collect outgoing mail from each section of the firm, check and sort all items to ensure they are correctly prepared for despatch 

2.2. Determine the most appropriate delivery method  and select appropriate envelopes and address correctly

2.3. Process outgoing mail  correctly

2.4. Record mail in register

2.5. Sort mail according to carrier

2.6. Despatch mail using the most appropriate delivery method

2.7. Despatch mail to meet designated time lines 

3. Collate and despatch documents for bulk mailing

3.1. Estimate quantities/resources/time to complete bulk mailing of documents correctly

3.2. Collate  documents as required

3.3. Sort envelopes and batch in accordance with specifications 

3.4. Employ AUSDOC bulk mail interstate satchels where appropriate

3.5. Self-check numerical information

3.6. Lodge batched items in time for delivery by relevant carrier

4. Organise urgent and same day deliveries

4.1. Weigh, package and address items for urgent delivery

4.2. Determine and select cheapest and best option  for urgent delivery

4.3. Make follow -up  if necessary

REQUIRED SKILLS AND KNOWLEDGE 

This section describes the skills and knowledge required for this unit.

Required skills 

• communication skills to listen to sequenced instructions of several steps to complete task; to participate effectively in spoken interactions in order to convey actions and outcomes; to consult and question supervisor and peers to clarify status of mail/documents; and to give oral instructions to peers, e.g. about where to locate mail
• literacy skills to follow a firm's policies and procedures; to record incoming and outgoing mail; and to check for accuracy of address details
• numeracy skills to check, weigh and address outgoing mail; to record, sort and collate incoming mail; and to estimate time for mail despatches and bulk mailouts
• problem-solving skills to choose the appropriate delivery method for mail/court documents.

Required knowledge 

• accepted codes of conduct including those relating to:
• duty of care
• ethical behaviour
• compliance with reasonable direction
• conflict of interest
• privacy and confidentiality
• use of company property
• non-discriminatory practice
• Australia Post's batching specifications
• criteria for courier selection
• firm's policies and procedures
• roles and locations of a firm's personnel
• scope of legal practitioner/support role, and own responsibilities and obligations to provide legal advice, to complete or sign off on legal work and/or to appear in court as described by relevant jurisdiction/s.

EVIDENCE GUIDE 

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment 

Critical aspects for assessment and evidence required to demonstrate competency in this unit 

Evidence of the following is essential:

• accurately and promptly registering and distributing incoming mail in accordance with firm's policies and procedures
• consistently despatching and registering and outgoing mail in accordance with firm's policies and procedures, carrier's requirements and relevant legislation
• routinely checking all details, including addresses, numerical information, spelling and contents of mail for accuracy; proactively seeking clarification from designated person/s and applying correct addressing protocols for despatch with a range of carriers
• knowledge of scope of legal practitioner/support role, and own responsibilities and obligations.

Context of and specific resources for assessment 

Assessment must ensure:

• access to an actual workplace or simulated environment
• evidence of accurately and promptly registering incoming and outgoing mail in accordance with firm's policies and procedures, carriers requirements and relevant legislation
• evidence of consistently distributingincoming mail, including urgent and confidential items, to correct personnel within accepted timelines
• evidence of consistently dispatching outgoing mail in time to meet carrier's delivery schedule
• evidence of promptly arranging urgent and same day deliveries to meet delivery requirements, taking into account location of recipient
• evidence of routinely checking all details, including addresses, numerical information, spelling and contents of mail for accuracy and applying correct addressing protocols for dispatch with a range of carriers

• evidence of proactively seeking clarification from designated person/s if unable to resolve any problem appropriately.

Method of assessment 

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

• demonstration of techniques
• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of workplace or training environment documentation outlining the processing ofcourt documents
• review of documentation outlining the processing of outgoing mail
• testimony from team members, colleagues, supervisors or managers
• oral or written questioning to assess knowledge of relevant legislation, rules, regulations, codes of practice and research resources.

Guidance information for assessment 

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

• other legal administration units
• BSBLEG301A Apply knowledge of the legal system to complete tasks.

RANGE STATEMENT 

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Register  of incoming mail may include:

• diary
• electronic register
• mail book

Processing court documents  may include:

• attaching the date to the document
• attaching file matter number to the document
• compliance with relevant court regulations
• court documentation register

Firm's policies and procedures  may include:

• confidential mail procedures
• delivery/despatch of urgent mail
• mail register
• security procedures

Processing original documents  may include:

• attaching file matter number to the document
• attaching the date to the document

Processing served documents  may include:

• following relevant court process regarding serving regulations

Preparing  outgoing mail for despatch  will differ according to:

• AUSDOC
• Australia Post
• carrier requirements
• hand delivery

Appropriate delivery method  for mail may include:

• airmail
• AUSDOC
• Australia Post
• certified and registered mail
• courier
• express post
• hand delivery

Processing outgoing mail  may include:

• collating documents as instructed
• making copies of documents as instructed
• registering date despatched
• registering despatch receipt if appropriate
• registering method of despatch
• registering receipt and receiver of mail if hand delivered
• registering sender, destination and contents

Time lines  may differ according to:

• court requirements
• despatch method

Document collation  may relate to:

• method of binding, attaching multiple documents
• multiple recipients of same documents
• order of collation
• specific court requirements:

• colour of paper
• number of copies

Specifications  may differ according to:

• AUSDOC sorting specifications
• Australia Post sorting specifications
• destination of items
• number/weight of items

Best option  for urgent delivery may include:

• courier
• email
• facsimile

Follow -up  may include:

• ensuring mail is delivered to receiver
• providing proof of despatch

Unit sector 

Competency field 

Knowledge Management - Information Management

Co-requisite units