Mail Clerk Job Description - Role, Duties and Qualifications

The Mail Clerk handles receipt, sorting, distribution and dispatch of internal and external mail. This Mail Clerk job description is for applicants with basic clerical experience, good attention to detail and a commitment to confidentiality; it is suitable for recruiters, HR teams and hiring managers seeking reliable mailroom staff.

Mail Clerk Job Profile

The Mail Clerk ensures efficient handling of incoming and outgoing correspondence and parcels to support day to day business operations. The role is focused on accurate sorting, timely delivery and maintenance of mail records to meet organisational standards.

The post holder typically works within a mailroom or administration team and liaises with internal departments, external couriers and service providers. The purpose of the role is to maintain smooth mailflow, safeguard sensitive information and provide basic customer service to colleagues.

Mail Clerk Job Description

The Mail Clerk is responsible for receiving, verifying and recording all incoming mail and parcels, sorting items by department and delivering them either physically or via internal distribution systems. The role includes preparing outgoing post, weighing and labelling items, and arranging courier collections to ensure timely dispatch.

Work is performed in a mailroom or administrative area with routine physical tasks such as lifting and carrying parcels. The Mail Clerk must follow postal regulations and organisational procedures, maintain accurate logs and support audit or reconciliation activities related to postage and courier accounts.

Expectations include consistent adherence to confidentiality and security procedures, prompt response to mail enquiries, and cooperation with colleagues to prioritise urgent or time-sensitive deliveries. The role may require occasional support for bulk mailings and administrative tasks that relate to correspondence management.

Mail Clerk: Duties and Responsibilities

• Receive and record incoming mail and parcels; verify sender and recipient details
• Sort and distribute mail to departments and individual recipients in a timely manner
• Prepare outgoing mail, including weighing, labelling and packaging items for dispatch
• Arrange courier bookings and coordinate pickup and delivery schedules
• Maintain accurate mail logs, registers and tracking records for parcels and certified post
• Operate postage meters and franking equipment according to procedure
• Handle confidential and sensitive correspondence with discretion and in line with policy
• Perform basic reconciliation of postage and courier invoices against usage records
• Manage mailroom supplies and reorder stationery, packaging and postage materials
• Provide customer service to staff regarding mail queries and delivery status
• Support bulk mail preparation and distribution for internal communications or campaigns
• Ensure mailroom health and safety standards are observed, including secure storage
• Report damaged or lost items and follow escalation procedures for enquiries
• Assist with simple clerical tasks such as photocopying, scanning and filing where required

Mail Clerk: Requirements and Qualifications

• Minimum of secondary education or equivalent standard of literacy and numeracy
• Previous experience in a mailroom, clerical or administrative role preferred
• Strong attention to detail and accuracy in sorting and recording mail items
• Good organisational skills and the ability to prioritise tasks under time pressure
• Understanding of basic postal regulations and postage classes
• Confidentiality and integrity when handling sensitive documents
• Basic numeracy for weighing items and reconciling postage records
• Physical capability to lift and carry parcels within safe manual handling limits
• Clear verbal communication and basic customer service skills
• Able to follow written procedures and maintain accurate records
• Dependable attendance and punctuality with flexibility for occasional workload peaks
• Ability to work independently and as part of a small team in a fast paced environment
• Basic IT literacy to enter data and access electronic mail records