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Mail Scanning Operator
| Posting date: | 23 July 2025 |
|---|---|
| Salary: | £15.14 per hour |
| Hours: | Full time |
| Closing date: | 29 July 2025 |
| Location: | HR5 3DJ - Kington, Herefordshire. |
| Remote working: | On-site only |
| Company: | Ghost Mail Ltd |
| Job type: | Permanent |
| Job reference: | MailScan |
Summary
About Us:
Ghost Mail Ltd is one of the UK’s leading providers of Registered Office, Virtual Office, and Mail Handling services. We support thousands of clients worldwide, offering secure, confidential, and compliant address and mail forwarding solutions. We are currently recruiting a reliable and detail-focused Mail Scan & Email Administrator to join our busy and friendly team in Kington.
Job Overview:
In this role, you will be responsible for handling, scanning, and distributing incoming client mail in a timely and accurate manner. The position requires exceptional attention to detail, a high degree of confidentiality, and the ability to manage workload efficiently.
Main Duties & Responsibilities:
Open, sort, and prepare incoming mail for scanning.
Accurately scan client correspondence and forward it via email using in-house systems.
Ensure scanned documents are correctly named, filed, and emailed to the appropriate client.
Maintain logs and internal records of all correspondence handled and invoice clients where applicable.
Notify clients promptly of mail that requires forwarding.
Respond to general client email enquiries regarding mail received.
Follow strict data protection and confidentiality procedures at all times.
Collaborate with team members to ensure service deadlines are met.
Essential Skills & Experience:
Excellent attention to detail and accuracy.
Strong written communication and IT skills (Microsoft Outlook, Word, and basic PDF tools).
Ability to manage a high-volume workload efficiently.
Discretion and professionalism when handling confidential information.
Good organisational skills and a proactive work ethic.
Desirable:
Previous experience in administrative, mailroom, or scanning-based roles.
Knowledge of GDPR and best practices in data handling.
Familiarity with email or file-sharing systems.
What We Offer:
A supportive and stable working environment.
Full Training
28 days’ holiday per year (including bank holidays).
Workplace pension scheme.
Free tea and coffee, and a relaxed office atmosphere.
Ghost Mail Ltd is one of the UK’s leading providers of Registered Office, Virtual Office, and Mail Handling services. We support thousands of clients worldwide, offering secure, confidential, and compliant address and mail forwarding solutions. We are currently recruiting a reliable and detail-focused Mail Scan & Email Administrator to join our busy and friendly team in Kington.
Job Overview:
In this role, you will be responsible for handling, scanning, and distributing incoming client mail in a timely and accurate manner. The position requires exceptional attention to detail, a high degree of confidentiality, and the ability to manage workload efficiently.
Main Duties & Responsibilities:
Open, sort, and prepare incoming mail for scanning.
Accurately scan client correspondence and forward it via email using in-house systems.
Ensure scanned documents are correctly named, filed, and emailed to the appropriate client.
Maintain logs and internal records of all correspondence handled and invoice clients where applicable.
Notify clients promptly of mail that requires forwarding.
Respond to general client email enquiries regarding mail received.
Follow strict data protection and confidentiality procedures at all times.
Collaborate with team members to ensure service deadlines are met.
Essential Skills & Experience:
Excellent attention to detail and accuracy.
Strong written communication and IT skills (Microsoft Outlook, Word, and basic PDF tools).
Ability to manage a high-volume workload efficiently.
Discretion and professionalism when handling confidential information.
Good organisational skills and a proactive work ethic.
Desirable:
Previous experience in administrative, mailroom, or scanning-based roles.
Knowledge of GDPR and best practices in data handling.
Familiarity with email or file-sharing systems.
What We Offer:
A supportive and stable working environment.
Full Training
28 days’ holiday per year (including bank holidays).
Workplace pension scheme.
Free tea and coffee, and a relaxed office atmosphere.