Covid-19 Test Kits Priority Postbox later Saturday & Sunday Collections
Dear Colleague
Covid-19 Test Kits Priority Postbox later Saturday & Sunday Collections
You will all be aware of the excellent work that has been undertaken by representatives and members in relation to supporting the Covid-19 Testing Kit initiatives.
The Government have now asked Royal Mail to scope its ability to collect from 12k priority boxes later than the current box plate time on a Saturday and also on a Sunday. The aim of this is to provide home test kits recipients with the facility to post test kit returns over the weekend later in the day than the current box plate times indicate and also on a Sunday.
RM analysis has shown that of the current 34k Priority Boxes identified for this NHS Self-Test service, 84% have a plate clearance time of 12pm or earlier, with 38% of boxes collected 11am or earlier. However, actual clearance times (not plate time) show 84% of boxes are cleared after 11am and 56% after 12pm, with most Saturday collections operating out of Hubs. Therefore, the scoping exercise which has been undertaken is to establish whether there is the opportunity to move the collection time for all boxes to 3pm, within existing Distribution and Processing operational constraints.
As part of the scoping exercise the following key principles are being applied to the 12k Priority Boxes that have been identified and managers have been tasked with detailing the following:
• Collections performed from ALL 37 MCs covering Delivery Office catchment areas up to 20 mile area radius from the MC, except SG (HCN) & CV (S Mids) up to 30 miles and CB (Peterborough) up to 45 miles
• The proposal should ensure the number of routes required to provide a 15:00hrs collection time or later are able to return back to the collection hub in time to meet the MC LAT c17:30hrs. The MC LAT will vary from unit to unit
• If a Plant is not a Sat 1c outward processing/despatching office and the later proposed clearance times mean the test kit collections will arrive after the plant despatch to a consolidation MC, consideration should be given to running a later discrete service to the consolidation MC
• All contents of the post box are to be cleared and subsequently processed in the receiving Plants
• Current MC 1c LAT and 1c Final MC Despatch times are to be maintained
The business is also planning to issue communications including WTLL briefs in the near future to ascertain if they would be able to provide sufficient internal resource to accommodate a later timed Saturday and Sunday collection. Individuals will be invited to register their interest on a non-binding basis. Although this service is subject to future contract agreement from Government agencies, once commenced it is expected to remain in place until January.
A copy of the documentation to be issued is attached for your information along with the proposed priority pillar boxes which need to be identified as part of this plan, this service will also incorporate collecting from POL outlets which are open on a Sunday.
Regards
Davie Robertson Mark Baulch
Assistant Secretary Assistant Secretary
Operational Brief
Covid-19
September 2020
Audience: All operational managers to brief staff (maintaining social distancing)
Manager’s Brief
Briefing messages for staff
• Today’s briefing provides an update to previous communications that have been released over the last few months regarding the antigen home testing kits.
• As you are aware, the majority of test kits are currently returned via a network of 30,000 priority postboxes Monday to Saturday
• The government want to maximise the return of test kits to labs, so have asked us to explore options for a comprehensive 7-day test kit return solution
• We are planning to allow customers to return test kits via a limited number of Priority Postboxes across the weekend, but we will need to resource accordingly for this.
• We expect that there will be 3 types of roles available across Saturday and Sunday
o Collecting from Priority Postboxes 1400-1600 (driving)
o Conveyance of test kits to nearest lab 1900-2300 (driving)*
o Processing of kits 1700-2100 (non-driving)
*location of lab will vary according to which MC the route originates from
• All of us have experienced first-hand the impact that Covid-19 has on our daily lives and we all want to get back to normal as soon as possible. These roles will support that effort.
• We’re looking for consistent and reliable people to fill these roles; our customers are relying on us to process these kits to time and quality so that they can hug their loved ones again, get back to work or have a life-changing operation.
Next Steps
• Speak to your line manager to find out more and register your interest
Please note that registering your interest does not guarantee that this role will be offered; all potential recruitment will be undertaken in line with current Royal Mail policies. The role descriptions and details may change in advance of any recruitment. You are under no obligation to apply for any roles that you register your interest for.
Job Title: Bespoke Weekend Priority Post Box Test Kit Collection -
Mail Centre Processing
Attendance Time: 17:00 – 21:00hrs (TBC) Frequency: Saturday and Sunday
Job Purpose
To process the Covid-19 test kits collected as per the agreed Test kit Ops Specification / Ops standards and despatch the items in a secured container to workplan and handover the despatch to the conveying driver.
Key Accountabilities
• Set up the Covid-19 test kit processing area.
• Receive collections affect handover from collection driver
• Apply all PPE & follow instructions as per unit Covid-19 related SSoW
• Perform PDA scan on all collected test kits as per the Weekend Priority Post Box Test Kit
Collection Ops Specifications.
• Clear all items and despatch in time to meet vehicle departure time / workplan
• Handover the despatch securely to the conveying driver.
• Personal Health and Safety.
Reports to:
Mail Centre Work Area Manager
Key Competencies
• PDA operation trained.
• Aware on how to process Covid-19 Test kits.
• Mail Security training
• All relevant H&S training
Job Title: Bespoke Weekend Priority Post Box Test Kit Collection - Conveyance to Labs Driver
Attendance Time: 19:00 – 23:00hrs (TBC) Frequency: Saturday and Sunday
Job Purpose
To convey the Covid-19 Test kits to the regional labs from the parent Mail Centre.
Key Accountabilities
• Collects vehicle, route details.
• Perform vehicle checks prior to departing.
• Load to vehicle all Covid-19 Test kit despatched items to be conveyed to the lab.
• Responsible for vehicle / collected mail security.
• Personal Health and Safety.
• Effective and secure delivery of test kits to the lab observing prescribed CV19 SSoW
• Return to the parent Mail Centre and returning routing info / keys etc. to the designated key counter location.
Reports to:
Mail Centre Distribution Manager
Key Competencies
• Qualified driver / driver checks completed.
• Mail Security training
• All relevant H&S training
Job Title: Bespoke Weekend Priority Post Box Test Kit Collection - Collection Driver
Attendance Time: 14:00 – 18:00hrs (TBC) Frequency: Saturday and Sunday
Job Purpose
To clear the bespoke weekend priority boxes and POL units between specified time window, separate and properly store the Covid-19 test kits in a container and handover the collected items at the parent Mail Centre at a designated point and/or to a Manager
Key Accountabilities
• Collects vehicle, collection route details, priority box keys, PDA / Scanners etc., empty bags, trays, sealable Poly bags and Personal Protection Equipment (PPE)
• Perform vehicle checks prior to departing for collection.
• Clear collection items from Bespoke Weekend priority boxes & POL units as per the collection schedule and observing prescribed CV19 SSoW
• Follow CV19 test kit collection Ops standards
• All Covid-19 test kits properly bagged and stored for journey back to the parent Mail Centre.
• All other collection mail stored appropriately in the vehicle.
• All boxes / POL units be cleared on or later than the scheduled time.
• Responsible for vehicle / collected mail security.
• Personal Health and Safety.
• Effective and secure handover of all mail on return to the parent Mail Centre
• Return all collection routing info / keys etc. to the designated key counter location.
Reports to:
Mail Centre Collection Manager
Key Competencies
• Qualified driver / driver checks completed.
• Fully trained on collection activities
• Ability to use PDA technology
• Mail Security training
• All relevant H&S training
Grade: Postal Grade Location:
Register Your Interest!
Do you want to further help the national Covid-19 testing programme?
Potential earning opportunities on Saturday and Sunday after- noons to collect, process and deliver test kits from selected postboxes in your Mail Centre catchment, starting and finishing from the MC.
Roles:
• Collecting from Priority Postboxes 14:00-18:00* (driving)
• Processing of kits 17:00-21:00* (non-driving)
• Conveyance of test kits to nearest lab 19:00– 23:00* (driving)
*All timings are indicative