Document management and Mail Room Manager

09 May 2017
08 Jun 2017
Contract Type
Full Time

Document management and Mail Room Manager

Location: Birmingham, West Midlands
Salary: £25k - £35K DOE
Hours: 40 hours per week between Monday - Friday (9.00-5.30pm) including 1 in 4 Saturdays
Term: Full Time, Permanent
• 22 days holiday P/A
• Central location
• A comprehensive training programme
• Fun and friendly environment
• Hourly, daily and weekly incentives

The Role:
The Document management and Mail Room Manager is responsible for document management, incoming and outgoing Mail, daily document production, Return Mail Staff and the overall operations of the mail-room and print functions. The Manager will participate in planning mail and print, document scanning and storage requirements with Operating Departments. You should be able to identify process improvements, create efficiencies using modern software’s and hardware’s that result in improved quality and costs. The Manager will review existing performance statistics and make recommendations to improve the content and accuracy of the data. The role will be responsible for the daily operations of ISO 9001 certified document management operations, this is a hands-on role with responsibility of managing a team

Key areas will include:
Digital Production of documents, managing data files, mail merges and data manipulation.
Mail Manger post-in distribution across the business and end of day post out using Royal Mail OBA (Online Business Account)
Document Manager Manage scanning and storage of documents, maintain client files and returning of customer documents (passports, drivers licence etc). ensuing compliance with data protection at all times.

• Manage Mail-room, Production, and Return Mail staff
• Ensure all print, fulfilments, and postage operations are completed according to existing SLA's
• Evaluate current operations, develop an effective production schedule, and improve the overall level of print job documentation
• Ensure that MI for all activity is maintained as per stipulated procedures
• Foster an environment in the print runs that stresses quality, accountability, and customer service
• Identify and enhance department Information Systems
• Apply improvement tools to save costs
• Track expenses and make recommendations to reduce operating expenses
• Manage vendor relationships an ensure compliance with all the production equipment
• Maintain postage regulations and determine impact on financials and operations
• Oversee the maintenance of all mail-room equipment
• Prepare monthly reports for departmental budgets and cross charge invoicing
• Coach, develop and manage the daily duties of the mailroom team

Essential Requirements:
• Proven track record in outsourced mail room environment with an ability to work in a fast-changing and expanding business
• Prior leadership experience with at least 2 years’ supervisory experience preferably gained within in a mail room environment (processing and delivery aspect of the pipeline)
• Experience of managing budgets and reports
• Ability to organise and manage competing priorities while working independently in a demanding environment
• The ability to document processes and events efficiently
• Knowledge and experience in print run production scheduling and mail room operations
• Proficient in Microsoft Office suite
• Strong interpersonal skills, with ability to communicate at all levels and build strong relationships internally and externally
• Exhibit excellent verbal and written communication skills
• GCSE Maths and English

• Business Administration degree or related discipline
• Proficiency with mail-merges and production tracking database/software