To deal with internal/external post that comes into the building. You often start work earlier than other office staff because you need to deal with the morning mail. You will be 1 of a team of 3
- collecting, opening and date-stamping mail, finding file/case references, and sorting the contents into bundles to be sent to departments or individuals
- Record the arrival of cheques or important documents, special & recorded deliveries, you might have to deal with suspicious, damaged or wrongly-delivered letters and parcels.
- Scan all post, sort & place in pigeon holes then distribute the original document to the relevant person/department.
- Collect internal notes, messages and mail and distribute them to the correct department. Towards the end of the day, you collect the afternoon post and stamp it or frank it (recording payment of postage).
- Wrap, seal, measure and weigh larger items and make sure they have the correct amount of postage on them. You might need to have some urgent or larger items collected by courier or do same day hand deliveries.
- At the end of the day, you'll sort mail into sacks for collection by Royal Mail. You’ll deal with special types of correspondence such as recorded or special delivery letters or airmail.
- Through the day you’ll do filing and other duties, such as archiving, photo-copying/scanning, answering the phone and working on a reception desk, hand deliveries, court deliveries, keeping floors stocked with supplies/stationary, ensure all floors/work areas are clean & tidy and might have other general maintenance duties.
- This job can be very physical & active, you will have to deal with heavy lifting & shifting, although you can use a trolley to help move heavy loads. You will help keep the post room tidy. You will take delivery of store supplies such as photocopying paper and general stationery items such as envelopes, which will need distributing to different floors
Experience / Knowledge / Qualifications
- Previous experience in office and administrative work would be really useful for this career
- Good organizational skills
- To be able to work in an orderly and methodical way
- Basic number skills
- To keep your concentration and pay attention to detail at all times
- Some IT skills
- To be able to use photocopiers/scanners
- A friendly, outgoing personality
- To work well in a team
- Good communication skills
- To be able to keep information confidential
Hours of work
An experienced member of staff will give you training on-the-job.
Post Room Assistants might be able to progress to other administrative posts after training and experience.