Employed Sub-Postmaster Employment Contract UK

Responsibilities reflected in the contract

• Lead authorised branch and counter operations.
• Manage staff cash stock and service standards.
• Maintain audit security and balancing controls.
• Handle customer issues and operational exceptions.
• Report performance risks and network actions.

A realistic working scenario

At depot, on route or at customer sites the Postmaster (Sub Postmaster) allocates vehicles and loads, completes vehicle and loading checks, uses route and telematics systems, logs delivery exceptions and hands over shifts or parcels to drivers or customers.

Outputs to agree

• Daily route and load allocation records updated in the route system and telematics.
• Completed vehicle check and loading records for each shift or vehicle used.
• Delivery exception logs and customer handover confirmations for delayed, damaged or undelivered items.
• Escalation reports to the transport or depot manager for safety, safeguarding or major delivery failures.

Records and evidence

• Vehicle check records, signed and dated, retained after each shift.
• Loading and load allocation records in the transport-management or route system.
• Delivery records and delivery exception logs showing time, recipient or location and outcome.
• Fuel, stock and scanned tracking records for parcels handled by the Postmaster (Sub Postmaster).
• Incident, near‑miss and escalation reports submitted to the transport or depot manager.
• Work records.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• Can allocate vehicles, assign routes and approve standard handovers within the Employer's transport-management or route system. Must not reassign loads or change vehicle maintenance status without approval from the transport or depot manager. Must escalate safety, safeguarding disclosures and major delivery exceptions to the transport or depot manager immediately.
• May allocate routine work and make operational decisions only within documented staffing, financial, contractual and policy limits.

Supervision

• Lead authorised branch and counter operations.
• Allocate and review assigned work within delegated authority and escalate formal people matters through the Employer's procedures.

Tools and systems

• Vehicles.
• Route systems.
• Vehicle.
• Vehicle check records.
• Risk assessment records.

Workplace context

• Depot, route, warehouse or customer delivery locations.

Training and certification

• Complete employer-required health and safety training.

Contract priorities

• Accurate completion of vehicle check and loading records before dispatch.
• Timely update of route, delivery and tracking records in route or telematics systems.
• Prompt escalation of safety, safeguarding or major delivery exceptions to the transport or depot manager.
• Secure handling and limited access to customer, tracking and stock records; report suspected data loss.
• Complete handovers at shift change and confirm recipient signatures or electronic proof.

Information the employer should prepare

• the genuine employment and operating model
• the branch products hours and premises
• the staffing cash and spending authority
• the audit loss and security responsibilities
• the remuneration cover and termination arrangements