Did you know? The University Mailroom

December 10 / 50

Mailroom staff with Executive Director of Property and Campus Services Mr Chris White
Mailroom staff with Executive Director of Property and Campus Services Mr Chris White

The University's Mailroom at 688 Elizabeth St processes more than 4000 letters, 400 parcels, 100 registered letters and 30 tubs of large mail sent to the University each day.

Ten staff work in the mailroom, eight sorting and delivery staff and two who process incoming registered mail, parcels and all external mail.

The mailroom operates from 6:00am - 4:15 pm. Staff work shifts which commence at staggered intervals. Each day starts with one of them driving to Australia Post in Port Melbourne to collect the University's mail.

There are seven different mail runs at Parkville, three off-campus and four on the central campus. Mailroom staff make two pick-up and delivery runs each day.

Mailroom Manager Stuart Clarke explains the delivery staff will soon work across all the different mail runs so they become familiar with the entire campus and learn the names of the different buildings and staff within them. This familiarity will also help expedite the sorting process.

"It will also be more interesting and rewarding for the staff to meet new people in different departments around the campus," he says.

Staff from the mailroom also work as porters and retrieve University collateral such as old computers, assist with the coordination of large department and faculty mail-outs and manage the many subcontracted courier services the University uses, including new mail courier DX Solutions. 

Mr Clarke says the new contract with DX Solutions has huge potential to save the University money on postage, as DX delivers to over 6,000 different government areas and many legal companies.

"Unfortunately, the service isn’t being used as much as we anticipated yet," he says. "Hopefully departments will start to use the service more."

Mr Clarke says one of the challenges mailroom staff face is staff awareness.  Many University staff are unaware the mailroom delivers mail to one point in each area, rather than to individual people.

"It's important staff be aware that lots of the mail is dropped at receptions or other central points, like in print rooms," he says.

Mr Clarke says working in the mailroom is "all about customer service, trying to do it as efficiently and effectively as possible."

To search addresses to see if an intended mail recipient is a member of DX Solutions, see https://www.tollpriority.com.au/DXsearch/DXSearchNewPopup.aspx.

Staff with any ideas about ways in which the University Mailroom could improve service or for more information regarding the DX service are invited to email Stuart Clarke at stuarthc@unimelb.edu.au.

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