Post room assistant

Post room assistants deal with an organisation’s post. They sort out post that comes into the building. This might include opening envelopes and date stamping the contents. Post room assistants often deliver post around the building. They collect and bundle outgoing post ready for collection.

Work activities

Post room assistants distribute mail (letters and parcels) around an organisation. They often start work earlier than other office staff because they need to deal with the morning mail. In large organisations, the mail is often delivered in sacks. The post room assistant might be responsible for collecting, opening and date-stamping mail, and sorting the contents into bundles to be sent to departments or individuals. Early mornings are usually very busy. Staff could be waiting for the post so that they can start the day’s work.

Sorting the post is not always a straightforward process. Post room assistants sometimes need to record the arrival of cheques or important documents, either in a book or on a computer. They might have to deal with suspicious, damaged or wrongly delivered letters and parcels. They might have to photocopy letters, giving the original to the correct person and then, if required to, sending copies to a number of departments. Once they have done all this, they distribute the post around the company to pigeonholes or in-trays.

The post room assistant also collects internal notes, messages and mail, distributing them to the correct departments. Towards the end of the day, they collect the afternoon post and stamp it or frank it by using a machine (recording payment of postage). They might need to wrap, seal, measure and weigh larger items and make sure they have the correct amount of postage on them. They might need to have some urgent or larger items collected by courier. Sometimes, post room assistants are responsible for checking that office staff have signed their letters and attached any relevant enclosures, such as forms, cheques or documents. The end of the day is usually as hectic as the beginning. Post room assistants often sort mail into sacks for collection by Royal Mail or a private delivery service. They deal with special types of correspondence such as recorded or special delivery letters or airmail.

Most post room assistants also do photocopying, filing and other clerical duties, such as word processing, inputting data, answering the phone and working on a reception desk. This job could be very active. Post room assistants might have to deal with heavy parcels, although they can often use a trolley to help them. They keep the post room tidy and might have other general maintenance duties. They might receive, check and store supplies such as photocopying paper and general stationery items such as envelopes.

Being able to read, write and speak Welsh may be an advantage when you’re looking for work in Wales.

Personal qualities and skills

As a post room assistant, you’ll need:

• Good organisational skills.
• To be able to work in an orderly and methodical way.
• Basic number skills.
• To keep your concentration and pay attention to detail at all times.
• Some IT skills.
• To be able to use a franking machine, and perhaps some other office equipment, including photocopiers.
• A friendly, outgoing personality.
• To work well in a team.
• Good communication skills.
• To be able to keep information confidential.
• To be fairly fit and active.
• To develop an understanding of how the company is organised.

Pay and opportunities

According to jobs site Talent, post room assistants earn between £21,000 and £26,000 per year, with the median salary at £23,000 (325 salaries, November 2023).

Post room assistants usually work a full-time week. It might be necessary to start work a little earlier than other members of staff.

Demand for post room assistants is falling. Increasing use of email systems in businesses and organisations in the public and private sector has reduced the numbers of post room workers. Most vacancies are for general clerical work, in which post room work is one element.

Where could I work?

Employers are businesses and organisations in some sectors of industry, commerce and public service, with offices large enough to need a staffed post room. Temporary work, on a casual basis or through short-term contracts, might be available from employment agencies. Post room assistants work in towns and cities around the UK.

Where are vacancies advertised?

Vacancies are advertised in local newspapers, on job boards and employers’ websites, and on the Government’s Find a Job service.

Entry routes and training

You can enter this career by applying directly for vacancies.

An experienced member of staff will usually give you training on-the-job. It might be possible to enter a company as a clerical trainee through a training programme. Training in office skills is normally available on a part-time or full-time basis from a local further education college or private training centre.

Progression Post room assistants might be able to progress to other administrative posts after training and experience. Certificates and diplomas in business and administration are available at levels 2 and 3.

Qualifications

Requirements vary between employers, but basic English and maths might be preferred. Some employers set entrance tests.

Adult opportunities

Age limits: It is illegal for any organisation to set age limits for entry to employment, education or training, unless they can show there is a real need to have these limits.

Some entrants have a relevant background in, for example, office and administrative work. Relevant work-related qualifications in business and administration at level 1 or 2 are an advantage.

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