Mail & Records Administrator

**Overview**

The purpose of a National Mail & Records administrator is to provide accurate and high-quality standards in the completion of processing documents, scanning, cashiering, and indexing including other tasks in line with agreed service standards. Ensuring the smooth movement of archival material between the office and the warehouse and for requesting or ordering records from the archiving centre as requested, searching for physical and electronic files, returning used cartons to the warehouse, and registering new records for dispatch to the archiving centre. Also responsible for providing R&SS fund admin centre with relevant recordkeeping advice and responding to queries from the business internal clients.

**This is a 2 months Secondment role for internal employees or Casual for external applicants.
**Key Accountabilities and main responsibilities**

Operational Management
- Receipt, opening, sorting of all incoming mail opening daily
- Data entry (flagging) for return to sender mail
- Creating and registering batch headers
- Index documents of all funds in accordance with agreed service standards and requirements of each fund
- Complete verification of all fund forms, E-flow cheques and contributions
- Identify the fund case/document and investigate member or employer details prior to indexing
- Complete all indexing tasks including faxes, returned mail and processed work for each fund on the same day in line with service standards
- Investigate cheques that haven’t been banked automatically, completing follow up process for un-bankable cheques and reporting any issues with E-flow system
- Data entry and reconciliation of cheques
- Quality checking of cheque bundles and prepare final bank deposit of fund cheques daily
- Complete statistical data reporting, cheque Excel spreadsheet and all other reporting as required
- Opening mail and completing other tasks as required to assist broader National Mail & Records administrator
- Participate as a positive member of the team by supporting others to achieve the team’s goals
- Scanning of received documents including return mail
- Archiving and retrieval of company records & Actioning requests to retrieve/recall of archived boxes.
- Returning cartons to the warehouse
- Provision of appropriate recordkeeping advice to Fund Admin Teams
- Searching of relevant databases to obtain required documents
- Daily communication with Suppliers
- Loading of DORLOAD reports to share drive.
- Actioning of OCR Queries.
- Coordinating a high-volume flow of materials between archive centre and office.
- Identifying and retrieving older records for Audit and Complaint Processes
- Ensuring new records are documented in a systematic way to ensure they are clearly identifiable for future retrieval.
- Mentor / coach / train records administrators throughout the business
- Resolve escalated Records Searches including;
- Potential insurance rejections
- AFCA escalations
- Legal or ATO subpoenas
- Sensitive requests including Fraud (internal and external), adverse publicity, staff related
- Data assessment, extraction, collection, collation, and cleansing.
- Participate in projects and operational initiatives involving recordkeeping, providing Subject Matter Expertise to deliver the best outcome for stakeholders
- Undertake projects specific to the National Mail & Records administrator.

Governance & Risk
- Meet quality standards across all functions within National Mail & Records administrator
- Contribute to the development of policy and procedure
- Implementation of Policy and Procedure including DATA destruction and retention.
- Ensure compliant standards and best practices are applied to the management of all R&SS and Superpartners physical records

**Experience & Personal Attributes**
- Understanding of National Mail & Records administrator policies and procedures
- Administration and banking knowledge or qualifications beneficial
- Strong keyboard and computer literacy including data entry and numeracy skills
- Excellent attention to detail and accuracy
- Strong Time management skills with the ability to meet deadlines
- Commitment to customer service excellence and high-quality standards
- Ability to adapt and change
- Ability to work unsupervised
- Flexible working hours
- Work effectively in a team environment to accomplish goals
- Service and quality orientation
- Experience in using Microsoft O365

Link Group is a leading fund administration and share registry specialist. We are a market leading provider of technology-enabled administration solutions, continually developing our offerings to expand with our clients' needs. Since our inception, Link Group has been entrusted by clients to handle sensitive data in a secure and confidential manner. Our core businesses of fund administration and securities registration are complemented by our expertise in digital solutions and data analytics.

Our Retirement & Superannuation Solutions division combines its proprietar