Beruflich Dokumente
Kultur Dokumente
Policy Number:
Resolution number
Approved by Title:
CEO/Director:
Effective date:
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1. POLICY BACKGROUND/SCOPE:
Mail must be dealt with in a manner which promotes the efficient and confidential handling of all
incoming and outgoing mail. This Policy is to identify the procedures and Council philosophy on
managing the flow of documentation both within the Aurukun administrative office and the
Cairns branch office.
2. POLICY PROVISIONS:
. Definitions:
Procedure:
Managing mail
An officer nominated by the Chief Executive Officer is responsible for managing and
recording all Incoming and Outgoing mail on a daily basis.
Collecting mail
If the Council has a post office box, the Chief Executive Officer (CEO) will arrange for an
employee to collect the mail.
When mail is collected to bring back to the office, it must be placed in a bag to ensure it is
not lost.
Incoming Mail
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Sort the incoming mail as soon as possible after it arrives.
Before other mail is sorted, give priority to urgent mail over routine mail by:
(a) Date stamping it
(b) Recording it in the Electronic Incoming Mail Register
(c) If there is cash and cheques by post, it is to be recorded in the Cash by Post register
and given to the Administration Manager to check amounts and entries.
(d) Pass it to the cashier for receipting then
(e) Distribute supporting documentation to the relevant employee as soon as possible
after receiving it.
(f) Distribute the urgent mail to the appropriate employee
Record faxes in the Electronic Incoming Mail Register and distribute them as soon as
possible after receiving them.
Do not open confidential or personal mail. If you open confidential or personal mail in
error, reseal it and attach a note, stating it was “Opened in error”, as well as the date and
your signature.
Do not record confidential mail other than recording the post mark in the Electronic
Incoming Mail Register.
Sort routine Council mail by identifying the most relevant employee to handle the matter
by looking at (in order):
(a) Name of the employee in the inside address or attention line
(b) Title of the employee in the inside address
(c) Work area in the inside address
(d) Subject heading
(e) Body of the letter.
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(c) Deliver all other mail and parcels to the relevant work area.
(d) All mail addressed to the CEO or council should go to the CEO for sorting
and distribution and be returned by CEO for distribution to the Executive
Assistant
(e) If there is any confusion regarding the recipient of the incoming email please
endeavor to make enquiries as to who maybe the recipient before returning the
mail
Internal Mail
Outgoing Mail
All outgoing Aurukun Administration Office Mail and Cairns branch office mail should be
placed in the correctly marked tray and be recorded in the Outgoing Aurukun
Administration office and Cairns branch office mail registers.
All outgoing general mail should be placed in the correct tray and recorded in the General
Outward Mail register.
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Any outgoing mail marked ‘urgent,’ ‘confidential’ or express must contain a message to
that effect and be sent via that specified mailing system.
Mail to local residents from council should remain at the post office for the allotted time
and every attempt made to contact the recipient. If the recipient is known to be in the
community, do not mark ‘Return to Sender’ as per Australia Post policy.
3. RELATED DOCUMENTATION
APPENDIX ONE:
CIRCULATION LIST
Please read/review attached materials and forward to next person on the
list.