Mailroom and Facilities Assistant

Description

Job Summary

Support in managing the Bank’s day-to-day operations of the building and the Facilities team in accordance with the strategies agreed with the Head of Facilities Management.

The provision of a complete office service support for all mail handling (normal, registered, courier, international shipment), as well as being accountable for receiving, signing, distribution and shipping of all incoming and outgoing mail and parcels.

Key Work Output and Accountabilities

• Primary focus on delivery of Mail Services to include but not limited to Distribution/Shipping and Receiving in accordance with KPI & Output measurements
• Record incoming courier / parcel / recorded and registered mail, retaining accurate records to facilitate tracking
• Ensure all mail is collected, sorted, and distributed correctly and within specified timescales
• Dealing with couriers directly by arranging monthly catch-up meeting, raising PO’s and support with invoicing
• Perform investigations into lost post / sort and process unidentified mail, parcels
• Management and booking of cars and taxi services as and when required
• Checking stationary supplies and ordering new stock, overseeing all print hubs that have sufficient paper stocks and replenishing accordingly
• Oversee the maintenance of the Mail Room equipment e.g. Franking Machine, x-ray machine etc
• Ensure accurate and up to date documentation of Mail Room procedures in place
• Handle all incoming mail, parcels by maintaining accurate records to facilitate tracking
• Understand & adhere to emergency procedures associated with mail room, including suspect package procedures
• Management of the company offsite archive requirements including the sending of boxes and recalling boxes as and when required
• Maintaining the register of archive boxes, ensuring that it is kept up to date and secure destruction takes place of archive boxes that have reached their destruction date and in conjunction with the business owner
• Administration support for the Facilities Management team including raising purchase orders and taking minutes for meetings and distributing
• Reception Cover for Security Officer breaks as and when required (Adhoc requirement)
• Assist with Asset Management
• Assist the department in ensuring compliance with current UK Health & Safety, Fire Safety and Building Regulations
• Assist with the Banks environmental/sustainability initiatives
• Hands on assistance with small office moves (both planning and carrying out)
• Active role in Fire Evacuations
• Assistance with meeting Room Services set up/down
• Cross training on relevant FM related services provided by the department with the ability to be able to cover as and when required for departmental absence and resilience

Required Qualifications and Experience

• Previous experience within a postal environment would be desirable
• Knowledge of Facilities Management operations
• Good written and communication skills
• Good knowledge and understanding of Microsoft Office Suite (particularly Outlook, Word, Excel)
• Hands-on and willing to assist where necessary
• Out of hours working as and when required
• Manual Handling Trained