SAQA

All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.

SOUTH AFRICAN QUALIFICATIONS AUTHORITY

REGISTERED UNIT STANDARD THAT HAS PASSED THE END DATE:

Receive, distribute and dispatch mail in an insurance environment

SAQA US ID	UNIT STANDARD TITLE
8100	Receive, distribute and dispatch mail in an insurance environment
ORIGINATOR
SGB Financial Services
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-
FIELD			SUBFIELD
Field 03 - Business, Commerce and Management Studies			Finance, Economics and Accounting
ABET BAND	UNIT STANDARD TYPE	PRE-2009 NQF LEVEL	NQF LEVEL	CREDITS
Undefined	Regular	Level 2	NQF Level 02	2
REGISTRATION STATUS		REGISTRATION START DATE	REGISTRATION END DATE	SAQA DECISION NUMBER
Passed the End Date - Status was "Reregistered"		2003-12-03	2004-08-11	SAQA 1351/03
LAST DATE FOR ENROLMENT		LAST DATE FOR ACHIEVEMENT
2005-08-11		2008-08-11

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.

This unit standard is replaced by:

US ID	Unit Standard Title	Pre-2009 NQF Level	NQF Level	Credits	Replacement Status
114982	Receive, distribute and dispatch mail	Level 2	NQF Level 02	2

PURPOSE OF THE UNIT STANDARD

This unit standard focuses on the knowledge, skills, values and attitudes required to work in a mailroom in and insurance organisation.

The qualifying learner is capable of:

Receiving, processing and dispatching mail from both internal and external sources.

Following pre-determined procedures and deadlines.

Maintaining security policies.

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING

There is open access to this unit standard. Learners should either

Hold a GETC or equivalent qualification. Or

Be competent in communication and mathematical literacy NQF level 1.

UNIT STANDARD RANGE

The typical scope of this unit standard is processes and procedures used in the mailroom of an insurance organisation.

UNIT STANDARD OUTCOME HEADER

Receive and sort mail.

Specific Outcomes and Assessment Criteria:

SPECIFIC OUTCOME 1

Receive and sort mail.

OUTCOME NOTES

1.1 Mail is received according to established procedures.

1.2 Mail is sorted according to established procedures within an appropriate time scale.

1.3 The importance of maintaining confidentiality and security of documentation in terms of receiving and sorting mail is known and understood and confidentiality is strictly observed in terms of a mailroom code of conduct.

ASSESSMENT CRITERIA

ASSESSMENT CRITERION 1

Receive and sort mail.

ASSESSMENT CRITERION NOTES

SPECIFIC OUTCOME 2

Distribute and dispatch mail

OUTCOME NOTES

2.1 Mail is distributed internally to relevant persons within an agreed time scale.

2.2 Possible reasons for unnecessary delays in distribution are explained with examples of the consequences when there are unavoidable disruptions.

2.3 Procedures for dispatching mail externally are known and understood in accordance with established procedures and Post Office requirements.

2.4 Enclosures are securely attached and any missing items are reported using a familiar procedure.

2.5 Mail is legibly and correctly addressed for internal and external distribution.

2.6 Mail is dispatched externally by Post Office or courier service within agreed mail deadlines.

ASSESSMENT CRITERIA

ASSESSMENT CRITERION 1

Distribute and dispatch mail.

ASSESSMENT CRITERION NOTES

SPECIFIC OUTCOME 3

Know and understand the importance of the process followed in a mailroom and why it is necessar

OUTCOME NOTES

3.1 The reasons for stamping incoming mail are known and understood and mail is stamped correctly in accordance with established requirements.

3.2 Different ways of recording used for different tasks and the reason for creating the record are understood in terms of different departmental requirements.

3.3 The legal implications of neglecting to comply with mailroom procedures are understood in terms of own work performance and possible cost to company.

3.4 The concept that errors and mistakes cost money is understood, ways of avoiding unnecessary errors are described and own performance is considered with a view to improvement.

ASSESSMENT CRITERIA

ASSESSMENT CRITERION 1

Know and understand the importance of the process followed in a mailroom and why it is necessary to create evidence.

ASSESSMENT CRITERION NOTES

SPECIFIC OUTCOME 4

Maintain confidentiality of information in the mail system

OUTCOME NOTES

4.1 Established procedures regarding the confidentiality of information in the mail system are known and explained and violations are reported using a familiar reporting process.

4.2 An explanation is given as to why confidential information enclosed in mail items is never disclosed to colleagues.

4.3 Work activities in the mailroom are carried out according to agreed service levels, a familiar Code of Conduct and within the requirements of established security procedures.

4.4 The risk to the company when security and confidentiality procedures are violated is known and the incident is reported using established procedures.

ASSESSMENT CRITERIA

ASSESSMENT CRITERION 1

Maintain confidentiality of information in the mail system.

ASSESSMENT CRITERION NOTES

UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS

This Unit Standard will be internally assessed by the provider and moderated by a moderator registered by INSQA or a relevant accredited ETQA. The mechanisms and requirements for moderation are contained in the document obtainable from INSQA,
INSQA framework for assessment and moderation

UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE

The learner can

1. Apply standard Post Office procedures and use guideline documents.

2. Know and apply procedures relating to express delivery/courier services and agencies.

3. Apply procedures for dispatching routine, urgent and confidential mail.

4. Know and apply a code of conduct and established procedures regarding confidentiality and release of information involving colleagues, the Company and clients.

5. Know and apply procedures regarding secure collection, sorting, packaging and dispatch of confidential information, disposal of documentation, methods of maintaining confidentiality.

UNIT STANDARD NOTES

This unit standard has been replaced by 114982, which is "Receive, distribute and dispatch mail", 2 credits, NQF Level 2, as from 11 August 2004.

This unit standard supports in particular, the following critical cross field outcomes at unit standard level:

1. The learner can identify and solve problems occurring in a mail room.

2. The learner is able to work effectively with others as a member of a team by understanding the consequences of unnecessary delays and their effect on the productivity of the mail team, their colleagues and the company.

3. The learner can organise and manage him/herself and his/her activities responsibly and effectively by ensuring that all in-coming mail reaches its destination timeously.

4. The learner is able to collect and organise information when mail and sorting, addressing and dispatching items in the appropriate format, with the appropriate documentation and according to the specific mode of distribution.

5. The learner can demonstrate an understanding of the world as a set of related systems by recognising that unnecessary mail delays or inaccuracies can negatively impact on the productivity of the Company, the department and co-workers.

6. The learner is able to participate as a responsible citizen in the life of the local community while carrying out his/her duties as an effective worker.

QUALIFICATIONS UTILISING THIS UNIT STANDARD:

	ID	QUALIFICATION TITLE	PRE-2009 NQF LEVEL	NQF LEVEL	STATUS	END DATE	PRIMARY OR DELEGATED QA FUNCTIONARY
Elective	14657	National Certificate: Insurance Administration	Level 2	NQF Level 02	Passed the End Date - Status was "Registered"	2004-04-18	INSETA

PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD:

This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.

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