COM140060 - Work lists: work lists: overview and management: notes for work list coordinator

The role of the work list coordinator is to ensure that work lists are reviewed and the work directed to the appropriate person.

We believe a 3 stage process is simplest and most efficient

• Clerical staff to carry out a regular selection procedure
• Appropriate reviewing officer works the selected cases
• The work list coordinator to do a review to ensure that procedures are being carried out properly

When setting up the system there are two important points to consider

• Who should carry out the various jobs
• When they should be carried out. This will depend on the particular work list, the likely number of entries and the number of officers carrying out the reviews

Both these decisions will depend upon the size and organisation of your office.

You may choose to appoint a single member of the clerical staff to carry out the initial selection or let each member of the clerical staff be responsible for their own allocation.

Clerical staff should

• Select all cases where either

• There is no recorded BF date

Or

• The recorded BF date has passed

• Note the file cover for the selected cases with the function code of the work list on which the case appears
• Pass the files to the officer responsible for reviewing them

The reviewing officer should

• Complete the necessary work

Or if that is not possible

• Enter a BF date based on the expected date of settlement or further action required

You should ensure that

• Cases are selected for review at the proper time
• Reviews are being carried out
• Realistic BF dates are being entered

This will usually involve a check of the oldest cases and on those where the BF date seems to be unrealistically far into the future. Action taken will depend on the circumstances of the case.

You may find it useful to prepare and complete a chart for you to enter your programme of review dates for each work list to suit your own office. The chart may include the following headings

• Four character Function code for the list
• Name of list
• Date of review
• Name of reviewing officer
• COTAX record reviewed

And

• Notes for your findings