AGREEMENT BETWEEN RMSS RELAY AND THE COMMUNICATION WORKERS UNION ON THE CONTENT AND SELECTION PROCESS FOR THE DRP DUTY
Branches and representatives will be aware that in 2008 the department circulated the Agreement between Branch Direct and the Communication Workers Union on the Deployment of D.R.P. (LTB 256/08 refers).
Following the conclusion of the aforementioned agreement, major restructuring of the business took place following the loss of the Barclays contract and the business was rebranded from Branch Direct to RMSS Relay.
The restructuring activity resulted in a revised structure and reduced the number of sites with a managerial presence on site. Therefore where sites no longer had an on-site manager RMSS Relay and the CWU agreed to create two specialist roles with additional responsibilities and a separate allowance. The roles created were the Designated Responsible Person (DRP) and the Territorial Balance of Staff LA.
In 2010 RMSS Relay became a standalone business and has had great success through diversifying and broadening its customer base and ultimately this has enabled them to now provide on-site management in some smaller units. This has led to a need to jointly review the content of the 2008 agreement for specialist roles, as the Territorial Balance of Staff LA role has ceased and is no longer part of the structure.
Discussions have therefore been taking place between the department and the business on a revised agreement which has culminated in the attached document being concluded (Annex A). This document was endorsed by the Postal Executive at its meeting on the 20th October 2015 and replaces the existing agreement that was concluded in 2008.
In addition also attached for information purposes is a copy of the job description for the DRP role (Annex B).
Branches and representatives are requested to ensure that our RMSS Relay members are made aware of this LTB and its contents.
Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, e-mail: firstname.lastname@example.org or email@example.com quoting reference number 218.02.
COMMUNICATION WORKERS UNION
URGENT INFORMATION FOR MEMBERS
Facebook: Dave Ward CWU @DaveWardGS
AGREEMENT BETWEEN RMSS RELAY AND THE COMMUNICATION WORKERS UNION ON THE CONTENT AND SELECTION PROCESS FOR THE DRP DUTY
IN 2008 A MAJOR RESTRUCTURING OF RMSS RELAY (KNOWN AS BRANCH DIRECT AT THE TIME) IMPLEMENTED A NEW OPERATIONAL MODEL FOLLOWING THE LOSS OF THE BARCLAYS CONTRACT. THIS REVISED STRUCTURE REDUCED THE NUMBER OF UNITS WITH ON-SITE MANAGERIAL PRESENCE.
AGAINST THIS BACKDROP RMSS RELAY AND THE CWU CREATED TWO SPECIALIST ROLES WITH A SEPARATE ALLOWANCE TO TAKE ON ADDITIONAL RESPONSIBILITIES WHERE SITES NO LONGER HAD AN ON-SITE MANAGER. THESE ROLES WERE THE DESIGNATED RESPONSIBLE PERSON (DRP) AND THE TERRITORIAL BALANCE OF STAFF LA.
SINCE THEN RMSS RELAY, SUPPORTED BY A PROGRESSIVE RELATIONSHIP WITH THE CWU, HAS MADE GREAT PROGRESS AS A STANDALONE BUSINESS UNIT THROUGH DIVERSIFYING AND BROADENING ITS CUSTOMER BASE. THIS HAS ENABLED THEM TO GRADUALLY PROVIDE MORE MANAGEMENT SUPPORT IN ITS SMALLER SITES.
COMBINED WITH MANY CHANGES TO OPERATIONAL PROCESSES AND SYSTEMS OVER THAT PERIOD, THIS HAS LED TO A NEED TO JOINTLY REVIEW THE CONTENT OF THE 2008 AGREEMENT FOR SPECIALIST ROLES.
THE TERRITORIAL BALANCE OF STAFF LA ROLE HAS CEASED AND IS NO LONGER PART OF THE STRUCTURE. THEREFORE THIS REVIEW IS CONFINED TO THE DRP ROLE.
THIS DOCUMENT REPLACES THE 2008 AGREEMENT BETWEEN “BRANCH DIRECT AND THE COMMUNICATION WORKERS UNION ON THE DEPLOYMENT OF DRP AND TERRITORIAL BALANCE OF STAFF DUTIES IN THE RESTRUCTURED OPERATIONAL NETWORK”.
Aims and Objectives
➢ To review the duty content and job description for the DRP role, ensuring that it remains fit for purpose and reflects the current operational requirements of RMSS Relay.
➢ Agree the job specification and personal skills required that attract a skills allowance for the DRP role. Concluded and attached as Annex A.
➢ To create the opportunity for all members of the unit to express interest in any above core skill duty when they become available.
➢ To create a pool of adequately skilled individuals at local level for future job selection and duty coverage.
➢ To expand the opportunities for individuals to train and develop their skills in line with the role(s) they aspire to.
➢ To define the agreed process of vacant duty selection and re-sign arrangements for such duties.
1. This agreement between RMSS Relay and the CWU sets out the agreed processes applicable to duties covered by CWU represented grades that are considered to require skills over and above a core OPG role.
2. Both parties agree that clearly understood procedures for developing skills and filling duties requiring skills above core, will help improve and maintain the efficiency and effectiveness of the operation. Equally, the agreement will ensure the process is unbiased to any individual, transparent, fair and ensures opportunity to all.
3. The agreement provides for robust arrangements, which offer operational flexibility and consistency via a larger grouping of skills within each unit with a greater number of individuals able and equipped to perform the more specialised roles in a unit.
4. The DRP role will be selected in line with normal procedures for “selection by skills” under the Way Forward Agreement. Where a number of candidates possess the same skill level required for the role, seniority will be the determining factor.
5. The outcome of any test or determining process must be fully recorded and counselling notes prepared and delivered to all unsuccessful candidates.
6. Specialised jobs when vacant in each depot will be advertised, with a brief description of the agreed core skills or aptitude required. All employees in the depot will be entitled to apply. However, the nature of the work is likely to mean that only people who have been trained in advance for the duty (see below) are likely to be successful. The most suitable candidate as determined by the process will be selected, with seniority being the determining factor where two or more candidates are equally suitable.
7. To ensure adequate coverage exists in each depot for selected duties at times of annual leave and sick leave a locally agreed reserve list for each specialised duty will be established. Initially the number of reserves required will be agreed locally, applications for training will be invited and a training programme arranged. The intention will be to give everybody training who expresses interest in developing their skills to the jobs they aspire to within six months of an application being received where practicable. This will be subject to an assessment of likely requirements against the manpower plan. Where there is a need to prioritise such training the order will be agreed locally.
8. Against this backdrop the most suitable person will fill vacant specialist duties in line with the principles of Para 4 above. Where an individual is unsuccessful in their application and following counselling, and where appropriate, training to meet the required skills will be offered (as per para 7 above).
9. Equally, unsuccessful candidates will be entitled to an appeal on the basis of (a) failure to follow the laid out process, or (b) direct discrimination on grounds of gender, race, or sexual orientation.
10. Notification of any intention to appeal must be made within 5 working days, in writing and stating the reason for the appeal. The appeal will be heard by a manager who is at least one grade higher than the original decision maker and who is independent of the initial decision. An individual may be accompanied or represented by a friend or CWU Representative at the appeal.
11. It is recognised that some types of selected duties can be demanding. If an employee needs a temporary change of attendance or duty, for personal or domestic reasons (which must be adequately explained), every effort will be made to meet the individual’s needs. This may mean that the individual needs to surrender the duty (with associated payments) for a short period of time until able to perform the duty once again.
12. Any questions of interpretation, implementation or application of this agreement shall be referred to the signatories of this agreement as a matter of urgency and will be dealt with inside the provisions of the IR framework.
Designated Responsible Person (DRP)
This agreement formalises and standardises existing DRP arrangements and sets agreed processes covering the following issues:
➢ Roles and Responsibility.
➢ Duty Creation.
➢ Duty Selection.
Roles and Responsibility
It is agreed that the role of the DRP is to provide administrative support and enhance customer service within the RMSS Relay unit. It will have no managerial responsibility for the unit or staff and all tasks associated with the role are deemed to be appropriate to CWU represented grades within RMSS Relay. Accordingly the following tasks are agreed as indicative to being proper to the role:
➢ Supporting the Unit Manager in basic admin controls for processes such as, recording of overtime, agency and vehicle requirements.
➢ Generation of standard unit reports, e.g, Quality of Service, Manpower Utilisation, Security, Health and Safety and Transport.
➢ Complying with Delivery Connect procedures through pre and debrief feedback to colleagues in the unit.
➢ Supporting the Unit Manager in transport functions relating to compliance with vehicle maintenance schedules and issue of keys to drivers.
➢ Dealing with enquiries from customers/helpdesk.
➢ Coaching colleagues.
Full discussions on the development of agreed training packages and standards will be concluded between RMSS Relay and the CWU nationally to ensure the role receives appropriate development.
While in exceptional circumstances DRP roles may be self-contained, it is anticipated that in most cases these roles will be combined with driving or other operational activity to provide full time duties.
In such instances RMSS Relay management and the CWU will agree locally the most appropriate operational duty or duties to accommodate the DRP role. This principle will also be applied to any wider revision process undertaken in the Depot.
DRP duties will be available to all RMSS Relay employees. Selection will be on the basis of agreed procedures. The candidate needs to meet the criteria outlined in the DRP job description and possess the basic skills required to perform the role, e.g. computer literacy. Appropriate training will be provided for the successful candidates prior to uptake of the responsibilities.
These positions are graded as OPG. All staff performing DRP duties receive the equivalent of the Royal Mail Workplace Coaching Allowance of £35.06 per week. This allowance will be paid 52 weeks per year, including during periods of annual leave and sick leave.
Davie RobertsonAlex Warner
Assistant SecretaryManaging Director
22nd October 2015
Title:DRP role, Royal Mail Relay
Reporting to:Unit Manager or Shift Manager
ROYAL MAIL SPECIALIST SERVICES OFFERS AN OVERNIGHT CONSOLIDATED OUT OF HOUR’S DELIVERY SERVICE TO THE FINANCIAL AND INSURANCE MARKET SECTORS, ENGINEERING PARTS AND RETAIL COLLECTION AND DELIVERY. OUR CUSTOMERS ARE BLUE CHIP COMPANIES, RETAIL AND ENGINEERING CUSTOMERS WHO PAY FOR, AND EXPECT, THE BEST POSSIBLE SERVICE.
RMSS RELAY HAS BEEN OFFERING AN UNPARALLELED QUALITY OF SERVICE TO OUR CUSTOMERS, SINCE OUR INCEPTION IN 1999. WE ARE CONTINUALLY STRIVING TO BEAT OUR CUSTOMER’S EXPECTATIONS, AND ARE AT THE FOREFRONT WHEN IT COMES TO INNOVATION AND FORWARD THINKING. WE BELIEVE THAT BY DEVELOPING AND EMPOWERING OUR PEOPLE TO MAKE THE CRUCIAL OPERATIONAL DECISIONS WE CAN MAINTAIN OUR PLACE AS THE INDUSTRY LEADER.
➢ FIRST POINT OF CONTACT FOR ALL FRONTLINE STAFF, TO DEAL WITH ENQUIRIES OR TO ESCALATE IF UNABLE TO RESOLVE.
➢ ENSURE FULL COMPLIANCE OF PRE-BRIEF AND DE-BRIEF POLICIES AND PROCEDURES WORKING WITH A SMALL TEAM OF FRONTLINE STAFF IN THE DELIVERY/COLLECTION AND SORTATION PART OF THE OPERATION.
➢ SUPPORT THE TEAM TO ENSURE THAT QUALITY OF SERVICE TARGETS ARE MET AND EXCEEDED.
➢ CONFIRM WITH THE LINE MANAGER THAT ANY FRONTLINE EMPLOYEES WHO RETURN TO WORK FROM ABSENCE ARE FIT TO RESUME DUTIES.
➢ SUPPORT THE TEAM TO ENSURE COMPLIANCE TO SECURITY (INCLUDING KEYS ADMINISTRATION), HEALTH & SAFETY AND TRANSPORT.
➢ ENSURE SCANNING PROCEDURES ARE COMPLETED VIA PRE-BRIEF AND DEBRIEF AND PROVIDE FEEDBACK TO TEAM MEMBERS, INCLUDING OUTSTANDING EXCEPTIONS.
➢ PROVIDE COACHING/MENTORING ASSISTANCE TO TEAM MEMBERS TO ENSURE COMPLIANCE WITH OPERATIONAL PROCEDURES.
➢ BE RESPONSIBLE FOR ENSURING THAT ALL VEHICLES ARE IN A ROADWORTHY CONDITION (WHERE THEY ARE NOT ENSURE PMT PROCESS IS ADMINISTERED CORRECTLY), AND MAINTENANCE SCHEDULES ARE ADHERED TO.
➢ BE RESPONSIBLE FOR THE TIMELY COMPLETION AND ACTIONING OF ALL RELEVANT REPORTS, FOR BOTH OPERATIONS AND STAFF.
➢ Working with customer service helpdesk – proactive and reactive CS issues.
➢ SUPPORT MANAGER WITH ADMINISTRATION OF OVERTIME, AGENCY AND VEHICLE REQUIREMENTS.
➢ Act as a contingency driver when need arises.
➢ Input to planning for implementation of new customers and changes to current operation.
➢ Interface with PFW at a local level.
➢ Complete a daily KPI update and reports.
➢ Complete the internal and external enforma sds.
➢ Administration of manpower plan and annual leave allocation.
➢ Administer fire alarm testing
➢ Carry out security spot checks, e.g. check site perimeter fencing, check tote boxes/satchels.
➢ Log near misses and report to line manager.
➢ GOOD OVERALL KNOWLEDGE OF THE RELAY NETWORK.
➢ GOOD IT SKILLS, WORD, EXCEL, POWERPOINT ETC.
➢ A DECISION MAKER WHO CAN THINK ON THEIR FEET AND USE THEIR OWN INITIATIVE TO SOLVE A PROBLEM.
➢ GOOD COMMUNICATION SKILLS, BOTH WRITTEN AND VERBAL.
➢ TAKE OWNERSHIP OF A PROBLEM AND SEE IT THROUGH TO SOLUTION.
➢ ABILITY TO BE FLEXIBLE AND ADAPTABLE.
➢ RESILIENT AND DEDICATED IN SEEING THINGS THROUGH.
➢ CARING AND UNDERSTANDING OF THE NEEDS OF OTHERS.
➢ CUSTOMER FOCUSED.
➢ GOOD UNDERSTANDING OF DELIVERY CONNECT AND PULL OF DAILY MI TO SUPPORT THE KPI’S OF THE RELAY OPERATION.
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