Postal Services Support Assistant

Job Type:
Job Sector:
Transport, Logistics
Clayton West
£7.38 to £7.83 per hour
Encore Personnel
Job Ref:

Postal Despatch support


* Ensure that every collection and delivery note accounts exactly for all of the consumables received or despatched via each mailing provider


* Keep reviewing the list of jobs to mail with a focus to mail all jobs on the release date
* Ensure that all jobs that have mailed have been marked as shipped without exception
* Book all cage cards with a status of “Despatch” off of NAV and file them in date order
* If not completed the night before. Produce a list of all jobs that are in the despatch area (including Sortation) but have failed to mail together with the reason why they have failed. Some examples below

* Not validated in time
* Brought through too late to process
* Pass not open on machine

* On a regular basis provide the Despatch Operative with a list of jobs that are validated and due for release (current date or prior)
* Chase and pull jobs through to ensure that each vehicle is loaded to capacity as to avoid overloading on the last vehicle
* Communicate to the despatch operative and Line Manager and Postal Services any changes to any of the Postal provider’s collection/delivery vehicles
* Communicate any changes to the release plan as soon as you have been made aware
* Investigate Cage cards that are at a different status to “despatch” and communicate the details with relevant department head/shift manager to clear.
* Report the number of cage cards and affected jobs with issues at the end of your shift
* Coordinate the despatch of Post mailing via all postal carriers including TNT


* Ensure that all filing is kept up to date, Labelled correctly and easily accessed should the need arise Retain all signed despatch notes for a period of 12 months and cage cards for 3 months
* Maintain a system for filed documents for easy access and retrieval, and confidential destruction once they have reached the agreed expiry date
* Ensure that a handover takes place between each shift and all outstanding Key actions are updated.
* You may be required from time to time to carry out additional duties as requested by the Company.

Data Input

* Book cage cards off of NAV before each collection vehicle departs
* Scan Non interceptor Mailmark barcoded cage cards into Atom
* Use interceptor to manage the release of mail and update the despatch of relevant items on this system. Highlight any anomalies
* Create a manifest for the driver to sign that represents the mail collected on the vehicle
* Recommend any changes to your line manager if there is a possibility of reducing manual data entry or making the process more efficient without detriment to the objective
* Constantly review processes with a view to centralise information, so as to avoid unnecessary duplication of information
* Enter data and send a pm forecast


* Ensure that positive communications are made to both internal and external customers and to build strong relationships with both.

Postal Services Support

* Forecasting
* Present an accurate forecast, specific to each of the postal provider’s requirements daily.
* From the internal forecast, understand and pre-book the relevant transport / additional transport in writing
* Communication is key to the forecasting function and any non-conformances must be investigated and logged on a daily basis
* Constantly review processes with a view to centralise information, so as to avoid unnecessary duplication of information
* Run reports as and when required
* Log all docketed items on to the docket summaries spreadsheet
* Provide cover for periods of staff absence (holidays etc…)
* Ensure that the person who will be covering for your absence is constantly kept up to date with any changes to your daily tasks and ensure when you have planned leave that a handover takes place


* Attend all required induction and training programmes whether internal or external
* Ensure that all levels of training in this area are fulfilled and maintained
* Maintain all levels to the highest standards from external suppliers, and develop improvements for the future
* Proactively seek to acquire and maintain up to date knowledge of all products and services offered by Adare
* Maintain a full working knowledge of the principles and market requirements of all products and services offered from all postal couriers
* Seek to develop and improve own skills and knowledge at every opportunity, accept feedback to improve personal performance and learn from successes and mistakes


* Actively participate and contribute to Adare’s quality initiative, including proactive input into Adare’s continuous improvement initiatives
* Comply with the company environmental and information security policies and procedures, plus any relevant policies and procedures that may be introduced from time to time (particularly those for which the company is seeking or has achieved independent accreditation)
* Understand and practise the requirements of the Health and Safety policy
* To comply with relevant legislation including, but not limited to, the Data Protection Act 1998 and the Computer Misuse Act 1998



* Efficient with excellent attention to detail
* Strong organisational skills
* Swift and accurate Keying skills (will be tested)
* Flexible and reliable in approach to work
* Ability to work accurately and to deadlines
* Computer literacy and numeracy skills (will be tested)
* Excellent communication skills
* Customer Focused
* Planning skills
* Team player with excellent interpersonal skills
* Resilient with the ability to work under pressure
* Work as an individual or as part of a team


* Background in administration is preferable, however someone with good organisational skills and swift accurate keying skills would be acceptable providing that they can demonstrate these skills

Encore Personnel is acting as an Employment Business in relation to this vacancy.

Contact Details:
Encore Personnel
Tel: 0116 262 0651
Contact: Encore Managed Services

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