Mailroom Administrator – 6 month FTC

To provide an effective and efficient service, contributing to the smooth running of the business by providing a high quality, proactive and professional mailroom and scanning service to promote the best possible image of Chase de Vere. To provide a service that will support the day-to-day operation of the business including, but not limited to, Clients, Providers and the wider business.

To offer the most efficient and effective service possible while adhering to strict FCA regulations and internal Chase de Vere procedures. The job holder needs to be an excellent team member with a flexible approach to work to suit business needs and changing priorities.

Responsibilities

• Sort, collate and distribute all incoming Mail and courier parcels into bundles for scanning or delivery.
• Preparation and scanning of documents into our internal document management system.
• Issue all Outgoing mail in line with the company postage policy.
• To provide additional delivery or collection services within the building as directed.
• To adhere to internal company asset register.
• Ensure that high priority incoming and outgoing mail is processed in accordance with its priority level.
• To perform regular quality checks resolving any issues with both hard copy and electronic postal scanning systems and redirect inaccurately addressed mail to correct recipient.
• Carry out other duties as required, including but not limited to moving files & boxes, photocopying, binding, separating and scanning of client files from cold storage and maintaining accurate archiving records to/from our off‐site storage provider.
• Attention to detail is to be applied at all times to ensure ‘right first time’ results.
• Highlight any challenges to the Operational Improvement Manager ensuring that the best solution is applied and that the risk to the business and the clients are kept at a minimum.
• Provide MI information to managers on a regular basis.
• Take responsibility of personal development.
• Ability to work on own initiative and be proactive in problem solving, with clients, advisers and providers.
• To ensure that client service standards are adhered to at all times.
• To ensure that tasks are carried out in accordance with CdV procedures and to Legal and Regulatory standards, this will be monitored through objectives and KPIs.
• To develop and maintain good working relationships with clients, product providers and colleagues throughout the Company.

Skills & Knowledge

• Educated to GCSE or equivalent standard (to include Maths & English)
• 2 years mailroom based administration experience preferably within the FS Industry
• Experience in providing and analysing MI information
• Accurate computing skills
• Excellent communication skills, both oral and written
• Strong interpersonal skills
• Experience of working to targeted service standards
• Proven track record in delivering customer satisfaction
• Knowledge of regulatory requirements is desirable
• Ability to organise and prioritise workload
• Adaptable/flexible approach to work within a changing environment
• Strong team player
• Ability to build professional relationships at all levels

Our Values

• Be Reliable
• Think Independently
• Create Confidence