Mail Room Assistant (Temp)

Job Purpose

• To assist in maintaining the efficient day to day running of the mail room and associated tasks. Provide cover for the Mail Room Team Leader in their absence.

Key Responsibilities & Accountabilities

• To ensure the collection, distribution and despatch of all internal and external mail services are carried out efficiently.
• Quality check daily/monthly/quarterly statements before dispatch as per procedures. Ensure the mail printer/sorter is maintained to a high standard.
• Organise the collection and delivery of archive boxes in storage and to maintain an accurate register of same. Enter new boxes, deliveries and collections using the online access system.
• Ensure confidential waste is either shredded in house or removed offsite using the contracted third party and obtain certificates for each collection. 
• Help maintain stock control of all NBK forms, copier paper, canteen supplies and general stationery on behalf of the Bank. 
• Prepare/check requisition forms (SAP Concur) for purchasing stocks when required. Authorise invoices related to mailroom activities. Order stationery online.
• Provide cover on reception desk when Security Guard/Receptionist is absent or on breaks. Occasional cover of switchboard may be necessary from time to time.
• Ensure photocopiers and office equipment are adequately stocked and in good working order. Liaise with maintenance engineers and Technology to rectify faults.
• Assist with Health & Safety, fire officer and DSE assessments under Facilities Manage guidance. 
• Ad-hoc duties as directed by Manager Administration

Qualification & Experience

• Education to GCSE level in at least two subjects.
• At least three years previous experience in a similar role in mailroom/administration.
• MS Office suite, including Excel, Access, Word, and PowerPoint. 

Competencies

Essential

• Patience and determination to carry out a varied role.
• Able to communicate within the team and across the Bank.
• High level of attention to detail. 
• Excellent organisational and time management skills; and 
• Able to work on own initiative and as part of a team. 

Key Success Factors

• Deal with queries/requests quickly and decisively.
• No complaints from suppliers or senior Bank personnel.
• Willingness to learn and initiative taking. 

Any Other Comments

Overall, the candidate needs to be flexible in their approach to the job. A wide range of tasks plus great communications skills are required.