1) 1-Stop Mail Daily Task (30 min)
1A) Mail Collection should occur weekly from the Australia Post Sydney GPO (1/1 Martin Pl, Sydney NSW 2000) by the Service Desk Analysts in the Consumer Team. When emptying the Post Office Box there may be Card Collection slips which will indicate if there is any mail or packages that need to be collected from inside the Post Office.
If you have a card collection slip you need to proceed into the Post Office and present the staff with the card collection slip and they will get the mail for you. They will sight your Identification, and have you sign for the packages and or boxes.
Note: Team members collecting the mail from Australia Post will be need to take Photo Identification (preferably a driver’s license) for collecting the mail, they will need to collect the Security Access Pass (white card) for the Post Office Mail Room and the Post Office Box key from MSIC team and ensure these are returned after.
1B) Mail Sorting should be done immediately on the return to the office, all non-Maritime Security Identification Card mail addressed to individuals should be handed over to the respective individuals or Reception.
All Maritime Security Identification Cards mail (i.e. Expixred Cards, Uncollected Cards, Statutory Declarations) should be delivered to Safe Room and stored in the Processing storage bin to be processed on the same day – no exceptions.
Note: All other mail received must be sorted and delivered to respective teams or individuals. Please handover any Direct Debit Request Authority, ComPay Registration, or PRA Registration forms to the Service Desk Manager (James Sinapopo). Please handover any Diners Club, Westpac or other financial envelopes to Accounts (Mary-Anne Payn).
2) Card Processing: Daily Task
2A) Expired 1-Stop Maritime Security Identification Cards (OSC, PAT, DPW, HPA) that are expired need to be scanned via the card scanner and once the card is confirmed cancelled it must be stored in the Destroy storage bin, if they cannot be processed they must be cancelled manually (provide link to KB detailing how this must be done) and stored in the Destroy storage bin.
If there are further issues preventing the processing of cards on the same day, the card must be logged with the Date Received within the provided Excel spreadsheet Exception Log and reported to Service Desk Manager. Cards that cannot be actioned must be stored in the Exception storage bin the Safe Room.
Note: On the final day of the week (Friday or other) that any cards in the Destroy storage bin should be shredded – no exceptions. For more information on how to complete this task, see Expired Cards
2B) Not-Expired 1-Stop Maritime Security Identification Cards (OSC, PAT, DPW, HPA) must be logged within the provided Excel Spreadsheet Not-Expired Log with the Receipt Date and the Card Expiration Date. These cards must be stored in the storage bin named Not-Expired in the Safe Room, grouped by rubber band by expiry Month and Year (e.g. Jan’20) and ordered by the soonest (front) to latest (back) expiry.
Note: On the first day of each month (Monday or other) that any cards in the Not-Expired storage bin that have expired in the previous month must be processed (as per 2. a).) and the record updated with the Processed Date in the Not-Expired Log.
2C) Other Issuing Body Maritime Security Identification Cards (VEP, CLV, FPA etc.) must be logged within the provided Excel spreadsheet Other IB Log with the Date Received. These cards must be stored in the Other IB storage bin in the Safe Room, grouped by rubber by the Issuing Body (VEP, CLV, FPA etc.) and ordered by soonest (front) to the latest (back) received.
Note: that on the final day of the week (Friday or other) that if there are more than five (5) cards in the Other IB storage bin for any individual Issuing Body, these should be batched in groups of no more than five (5) cards in an envelope, addressed to the respective postal addresses of the Issuing Body (See: https://www.homeaffairs.gov.au/about-us/our-portfolios/transport-security/identity/issuing-bodies/msic) and dispatched via Standard Postage, and the record updated with the Date Dispatched in the Other IB Log.
2D) Not-collected Maritime Security Identification Cards returned from the Post Office must be logged within the provided Excel spreadsheet Not-collected Log with the Date Received. These cards must be stored in the storage bin named Not-collected in the Safe Room and ordered by Month and Year received (e.g. Jan’20).
Note Applicants will be notified in line with Cards Returned by Australia Post Process. On the second day of each month, cards in the Not-Collected storage bin from 2 months ago need to be cancelled and destroyed. Eg in March 2020, cancel and destroy cards received in January 2020.
2E) Statutory Declarations refer to the Statutory Declarations procedure.