Mail Room Assistant

Herts Legal Service - Hertfordshire County Council; Stevenage; On-site; GBP 26,000 - 29,000; Full time

Job summary

Hertfordshire County Council seeks a Mail Room Assistant in Stevenage. This permanent role supports the central Business Support Service with mail processing, distribution, and related administrative tasks. 37 hours per week, starting salary £26,427 with progression to £29,071 per annum.

You will work within the Resources directorate, handling confidential documents, using KOFAX, franking machines and hybrid mail systems, and ensuring safety and accuracy in every dispatch.

Qualifications

• Efficient mail handling with strong organisation and confidentiality.
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Responsibilities

• Receive, sort, and distribute incoming mail using KOFAX.

Skills

Organisational skills

Time management

Prioritising workloads

Attention to detail

Communication skills

IT literacy (MS Office)

Physical tasks (lifting/moving parcels

Reliability and integrity

Teamwork and independence

Tools

Franking machines

Hybrid mail system

Job description

Job Title: Mail Room Assistant

Starting Salary: £26,427 opportunity to progress to £29,071 per annum

Hours: 37

Location: Stevenage

Contract Type: Permanent

Directorate: Resources

About The Team

Do you enjoy working in a fast-paced environment, providing excellent support to your team? Do you thrive as a team-player and enjoy using your initiative to work independently? Our Business Support Service is looking for highly motivated, enthusiastic, and organised individuals who can ensure that a high level of administrative support is provided to our departments. Our Business Support Service is a centralised unit which has been formed to deliver a co-ordinated, consistent, and high-quality service supporting service delivery across the organisation. Business Support is critical to ensuring our departments can support services to our residents, and if you have great administrative skills and a strong customer focus, you could be part of it. You’ll be working as part of the central Business Support Service with more than 400 colleagues, and you’ll be supporting our departments to ensure they are able to deliver critical services to the residents of Hertfordshire.

About The Role

Job Purpose

To provide an efficient and reliable mail room service by receiving, sorting, distributing, collecting, and dispatching internal and external mail and deliveries. The role supports effective communication and business operations by ensuring mail and courier services are managed accurately and in a timely manner.

Key Responsibilities

• Receive, sort, and distribute incoming mail both in hard copy and electronically using KOFAX.
• Collect outgoing mail from departments and prepare items for dispatch.
• Operate franking machines and ensure correct postage is applied.
• Operate the hybrid mail system, printing, and preparing letters for despatch
• Record and track special deliveries, registered mail, and courier packages.
• Maintain accurate logs of incoming and outgoing mail.
• Ensure confidential and sensitive documents are handled securely.
• Monitor mail room supplies, including envelopes, packaging materials, and stationery.
• Assist with bulk mailings, document preparation, and distribution projects.
• Organise and maintain the mail room to ensure a safe and efficient working environment.
• Support general administrative and office services tasks as required.
• Comply with company policies, health and safety regulations, and data protection requirements.

Essential

About you

• Good organisational and time-management skills.
• Ability to prioritise workloads and meet deadlines.
• Strong attention to detail and accuracy maintaining confidentiality at all times.
• Good communication and customer service skills.
• Basic IT skills, including Microsoft Office applications.
• Ability to handle physical tasks, including lifting and moving parcels within safe working limits.
• Flexible, Professional, Reliable and trustworthy.
• Able to work independently and as part of a team.

Desirable

• Previous experience in a mail room.
• Experience using franking machines or Hybrid mail system.

We welcome applications from candidates who currently reside in the UK with established proof of right to work documentation. We are not able to offer sponsorship at this time for this role.

This job role is Level 6. Please locate the job profile here:

Job profiles: Business support services

Interview Date: to be confirmed

Additional Information

We are changing

Hertfordshire County Council is undergoing Local Government Reorganisation (LGR). If you are employed by Hertfordshire County on 1 April 2028, it is expected that most roles will transfer to the newly-created unitary councils on existing terms and conditions under TUPE (Transfer of Undertakings – Protection of Employment) principles. LGR is one of the biggest changes we will face in a generation. It will reshape how we work and how services are organised and gives us a real opportunity to build something better. To find out more, visit https://www.hertfordshire-lgr.co.uk/

Disability Confident

We are proud to be aDisability Confident employerand guarantee an interview to anyone disclosing a disability whose application meets the minimum criteria for the post.

English Fluency

The ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post (for those whose language is a signed language the provision of a sign language interpreter who speaks English to the necessary standard of fluency will be required).Further information about the legal requirement can be found here.