Goods In/post Room Assistant

3 months ago

Hatfield, United Kingdom Ocado Retail Full time

We’re an exceptional and mighty bunch of colleagues who are inspired by our three awesome values**:Always be curious, Bring your best self and Challenge what's possible**. We’re growing fast, and we’re looking for like-minded people to join us for the next step of this.

**The Role/Profile**

To work as part of the Facilities Team at Apollo Court managing our onsite Goods In/Post Room. To ensure the smooth running of Ocado Retail’s Head Office Post Room, and all associated services on site. Supporting the Facilities Manager and team and assisting with the incoming and outgoing mail on site, customer service, events and maintenance ensuring a superior employee experience at all times.

**Key Responsibilities**
- Working closely with our Reception and Facilities Team to ensure the smooth running of the head office post room services.
- Opening/closing the Post Room daily.
- First point of contact for all incoming and outgoing mail.
- To be responsible for the day to day running of the Good In/Post Room, receiving all mail and packages to site. Ensuring that all items are logged and scanned in and out via our inhouse mail room systems.
- Providing porterage services where required to support inhouse teams with moving larger deliveries.
- To investigate mail items received that are not addressed to individuals or departments and ascertain the correct recipients, with the support of our online systems and wider team.
- Regularly review and update post room policies and procedures.
- To support with training the wider team to cover services in the absence of the Good In/Post Room Assistant.
- To monitor and provide monthly stats on services via SendPro, using data to provide service improvements and manage peaks in services.
- To ensure that service levels are maintained to the highest degree and particular attention is paid to care to ensure that all colleages receive the highest quality of service and attention.
- To manage the running and maintenance of the franking machine. Ensuring that sufficient funds, ink, tape, Royal Mail books etcare available on site, replenishing stocks where required.
- To ensure a thorough knowledge of all postal costs and services is obtained to ensure correct procedures are always adhered to. Providing value for money and best service for all requests.
- To manage the Post Room mail box, ensuring that all enquiries are managed in a timely manner.
- To manage expectations of colleagues postal enquiries and manage the process for colleagues to send and receive personal items to site.
- Working closely with the Reception, Facilities Team and wider business. Providing Reception cover in the absence of the Reception Team or during busy periods.
- Responsible for ensuring a clean, safe and secure working environment for all colleagues, visitors and contractors accessing the Goods In/Post Room area.
- Striving for continuous improvement. Seeking new initiatives to improve post room, front of house services and facilities requirements for the site. Using data from SendPro to provide monthly reports to show trends to support service improvements.
- Part of the Facilities Business Continuity Team for the site.
- Assisting the Facilities Team with space planning and internal office moves and desk planning.
- Supporting the Facilities Team with H&S items, including monthly site audits of store rooms, DSE Assessments.
- Supporting the Facilities and Events Team with on site events, including set up and planning and deliveries. Including monthly mixers and huddles.
- Occasional requirement to work outside of core hours of 8am to 5pm, not including weekends.

**Key Skills**
- Previous Post Room and Reception experience (desirable) Additional training will be provided.
- Focused on employee experience, customer services.
- Experience with Pitney Bowes, SendPro (desirable)
- First Aid & Fire Marshal trained or willingness to undertake training
- Experience of working in a fast paced environment
- Self starter with a positive attitude.
- Highly organised, able to multitask, able to follow clear and concise instructions
- To work flexibly as required.
- Confident communicator, who is able to clearly communicate to staff at all levels (both verbally and in writing) across the organisation, recognising and adapting to individual styles.
- Good listening skills.
- Ability to work well independently and as part of a larger team. To be able to work collaboratively across the organisation.
- Ability to prioritise workload.
- Competent in Gmail and Google Documents

**What We Offer You**

At Ocado, we value our employees and want to ensure you are rewarded for your contribution through competitive salaries and fantastic benefits.
- Hybrid working
- Free onsite parking and free shuttle service from Hatfield station
- Regular socials
- 26 Days Annual Leave plus bank holidays
- 15% Ocado discount and 20% Marks and Spencer discount
- Private Medical insurance
- Income Protection & Life Assurance
- Enha

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