Ims Specialist

**Job Purpose**:
**Duties and Responsibilities**:
**Mail/Couriers**:

- The post holder will be professional at all times when dealing with clients and proactively represent SPS on site promoting excellent customer service.
- Carry out multiple daily scheduled mail collection rounds
- To assist with the procurement and delivery of all stationery items. Process all incoming and outgoing courier items.
- Log all incoming signed for items onto Pinpoint (print bar-code identifiers for all items).
- Run regular tracking reports and ensure all items are scanned and signed for at collection/delivery.

**Records Management**
- Receive training as a Transearch Administrator (TSA). Then take ownership to ensure to gain full experience of
- Transearch and Iron Mountain system
- Manage the on-site file transit area
- Ensure that you comply with the procedure manual when managing tasks related to the handling of data and files
- Work efficiently by scheduling routine tasks, and prioritizing ad-hoc requests that will require a prompt response
- Ensure all records tasks are completed within the agreed deadlines.
- Escalate client queries and service issues to the Information Management Officer (IMO) when necessary.
- Gain full knowledge of transearch and Iron Mountain web processes. Help provide management information for reporting and invoicing.
- Be attentive while handling files for delivery and collection from the client - Follow all security checks when files are transitioning between the office and off-site via the Iron Mountain representative Delivery and collection of files throughout the office.

**Reprographics**
- Hands on approach and the ability to undertake and manage several tasks simultaneously. Prioritise workload and to produce it to an acceptable high standard of quality and to exact client specifications and deadline.
- Gain full knowledge of ServiceNow, our online print, mail & courier request platform
- After each shift ensure that details of all outstanding work and deliveries are communicated in writing to all remaining staff so that all tasks can be completed within the desired deadlines.
- Ensure that all convenience copiers/printers (MFD's) are maintained to a high standard and all faults logged in a timely manner.
- First line support for all on site Xerox MFD's

**Smart Lockers**

Support with the management/setup of the on-site smart lockers. Run daily reports and empty any overdue lockers in line with the current procedures. Report all faults with the national smart locker management team.

**Technical**
- To produce all work to exact client specification and schedule
- To operate all equipment to the highest standards in line with job/user specification and that service calls are placed immediately after a problem arises.

**Person specification**:
**Qualifications**
- N/A

**One team**
- Work together with service partners of One Team
- Response Able
- Assist the One Team where and when possible
- Ad-hoc tasks to include reception support, meeting room setups, catering, welcome services, logging any faults within the office (lighting, coffee machines, MFD's, alarms, etc.)
- Training to be first aiders and fire wardens Assisting with client queries

**Roving activities**
- On occasions when short staffed at other offices we may ask if you are willing to travel to provide support.
- If any support is required for more than one day then all travel and hotels will be booked and paid for you.
- This is a great opportunity to visit other sites and meet new colleagues.

**Procedural**
- Comply with all process and procedural manuals
- Ensure service levels are kept well above those detailed in the service level agreement. Provide daily, weekly and monthly information as required by your supervisor/manager. Timely and accurate entry of job details onto management systems.

**Health & Safety Responsibilities**
- Follow company policies and procedures at all times
- Report any deficiencies in systems of work or equipment provided that may result failure of service delivery or risk to health and safety or the environment.
- Work equipment and PPE to be used properly in accordance with all training received. Report any issues or training needs to your line manager

**N.B**. All roles will be expected to undertake manual handling duties within their physical capabilities. It is therefore, essential that if you have a disability which will limit your ability to undertake this type of work, you alert us at interview to this.

SPS UK&I ensures equal employment opportunity to all employees and applicants without regard to race, colour, religion, gender, sexual orientation, national origin, ethnic background, age, marital status, physical or mental disabilities, or any other characteristic protected by law. Our policy extends all phases of the employment process, including recruitment, selection, transfer, training, restructuring, promotion and compensation.

**Job Types**: Full-time, Permanent

**Salary**: