ing the Charmaine Morgan Post Room Assistant
ersation with Matt deep in conv T 1st & 2nd David Sheehan (IC Manager). t or pp Line Su
I’ve worked for Hyde for six years now and joined this team just over a year ago. Reception is my responsibility, so if you call in to Long Lane, it’s me who will meet and greet you. I’m also responsible for issuing temporary swipe cards at Long Lane. In terms of the work done by the post room team, it’s my job to make sure that I scan all the Priority One* items that are delivered. Before scanning each of the Court documents I have to identify who the income officer is. When I scan the documents, I identify which department needs to process each one and after an internal check by another member of our team the scanned documents are then forwarded on to the appropriate team to process. Sometimes, the information given on a document is incomplete and when this happens I have to telephone the Courts to get more details before I can scan it. *Court Documents; Complaints; End of Tenancy Forms
Nuggets of knowledge l Each week around 2,000 pieces of
incoming post are received in the Post Room
l Every day around 5kgs of paper and used
envelopes (that’s the weight of around 2 bags of sugar) are recycled
l In its first year of operation, the Group saved
£16,000 in stationery costs by implementing value for money procedures
l Every letter sent out second class in an A5
envelope costs13p less than if it’s sent out first class
l Using A5 envelopes rather than A4
Gary Mills Post Room Assistant I record the stats about handling of the post so that we can monitor whether there’s a constant flow of post or whether there are peak days or times of the year. That way we can effectively plan our work flow and also monitor costs to the business. When Eileen is away from Long Lane at another office, I’m the point of contact for people around the business if they have any post-related queries. I’m also involved in the archiving project and it’s me who is arranging for the confidential destruction of information that no longer needs to be kept. I also deal with emails that come in via the Facilities help desk , issue visitor passes and handle the incoming deliveries. Finally, I’m also the Health and Safety Committee Rep for Facilities so it’s my responsibility to record problems or safety issues when they arise and then highlight them at our monthly team meeting.
whenever possible and using second class post instead of first class saves as much as £2.05 on each item.
l Each day, at least 10 individual court
documents for tenants who have fallen into extensive rent arrears arrive in the post
The Loop The Hyde Group staff magazine 13