Post Room Operative

Contract type: Permanent 

Hours: Job Share (see full details below)

Salary: £15,653 per annum 

Anticipated start date: ASAP 

Closing date: 3rd December 2023

Location: Buckingham, Buckinghamshire

Purpose of the Job

Based on a job share, we are looking to appoint a part-time Post Room Operative . This role requires someone who can work on their own initiative, is an excellent team player, a good communicator, and can be flexible. This role is a customer facing role and will also require someone with excellent customer service skills

Key Responsibilities and Accountabilities: 

  • To receive incoming mail, log and sort ready for distribution to staff, residents and pupils.  

  • To receive and hold for collection, all incoming parcels for staff and residents. 

  • To frank outgoing mail for departments and pupils.  

  • To ensure staff and pupil data is kept up to date on the Post Room software.  

  • Ensure administration systems for the Post Room are maintained and kept up to date.  

Job Share Annualised Hours:   

Term Time Hours:  

Monday - Friday 11.00pm – 4.30pm (term-time 34 weeks) 

Saturday’s Term Time only – 12pm-3pm (approx. 22 per year dependant on school term dates) 

Non-Term Time Hours:  

Monday - Friday 9.00am – 1.00pm (non-term-time 9 weeks, & 9 weeks off) 

Absence cover of job share partner as and when required.  

Stowe School is committed to safeguarding and promoting the welfare of children.  Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Key Tasks: 

  1. To receive incoming post, sort by House, department, resident or staff member and prepare for internal distribution to staff Pigeonholes, Boarding Houses or for collection. 

  1. To receive incoming post and parcels, log it on to the Post Room data base and ensure that they reach their intended recipient.  

  1. To log outgoing post and parcels and ensure that they reach their intended recipient.  

  1. Prepare the pupil post in a timely manner in readiness for delivery to the Boarding Houses.   

  1. To frank business and pupil mail ready for collection by Royal Mail and advise staff when they will need to use a courier. 

  2. To familiarise yourself with the courier companies we use and to gain an understanding of the regulations for customs and posting within the EU and abroad.  

  3. To deal with parcels not collected or delivered to the incorrect address.  

  4. To maintain the Post Room software (Omnipost) ensuring that the recipient list is kept up to date.  

  5. To keep administration systems and paperwork up to date, including emails and outlook folders. 

  1. To keep the Post Room tidy, ensuring you have plenty of space around you to work.  

  1. To work with all departments to ensure an efficient service. 

  1. Maintain expenditure data for department recharges and pupil billing. 

  1. Monitor items received that are suspected of being on the ‘banned items list’ or have an 18+ age limit, and report these to your manager and appropriate Houseparent or Matron. 

  1. Provide cover for job share as and when required and to have a flexible approach to work.  

  1. To comply with statutory Health and Safety, Safeguarding and GDPR legislation at all times, and attend regular online and face to face training updates. 

This job description reflects the present requirements of the post and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment in consultation with the post holder.

Date agreed: November 2023 

Person Specification

The selection of candidates for short-listing will be based on this specification and candidates should bear this in mind when preparing their application and completing the application form:

Attributes

Essential

Desirable

Qualifications
  • A good standard of English Language & Maths 

  • Relevant Customer Service qualification 

  • Relevant administration qualification  
  • Specialist Skills & Experience

  • Minimum 18 months experience working in a customer service-based role. 

  • Experience of using computer-based systems and software including Microsoft Office 365. 

  • Excellent attention to detail for Data inputting and extracting.  

  • Ability to communicate at all levels, face to face, in writing and over the telephone. 

  • Excellent organisational skills, ability to prioritise, multi-task and maintain deadlines. 

  • Ability to work in a fast-paced environment.  

  • To have worked in a team and lone working.  

  • Experience of working in an educational setting 

  • Experience of using School Management Information Systems (MIS) and Post Room Software (Omnipost) 

  • An understanding of Royal mail, Courier and Custom postage charges and delivery options  

  • An understanding of Child protection, Health and Safety and Manual Handling 

Personal Qualities

  • Presentable, welcoming and friendly 

  •  Excellent communication skills and a good sense of humour 

  • Excellent time management, reliability and flexibility  

  • Ability to work on own initiative, be part of a team, and build effective working relationships 

  • Remain calm under pressure 

  • Being able to spend large amounts of time on the move and on your feet.  

 

  • Ability to relate well to school age children 

To apply now , please download the application form for this job here. We look forward to receiving your application.