Requisition ID: 119169
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
Working Location (On-site): 90 Wynford Drive, North York ON M3C 0N5
Work hours: Shifts starting at 8:30am - 5:00pm, Monday to Friday, 37.5 hour work week.
Contributes to the overall success of the Distribution Services department and the Wynford Operations team by ensuring specific individual goals, plans, and initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted follow governing regulations, internal policies and procedures.
1. Leadership - Champions a customer focused culture throughout their team to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
Participate in review of existing and new processes to determine where they can be streamlined to achieve increased partner satisfaction and cost savings;
Being accountable for the accurate and efficient sorting of mail received from Symcor, Jitney and Canada post and ensure accurate and effective distribution of mail to all Wynford units;
Sort and dispatch outgoing mail daily through Symcor or Jitney services;
Accurately and efficiently process courier shipments (Canada Post, Purolator, T-Force and other), and maintain records of all courier shipments for tracing and billing purposes, for both incoming and outgoing items and the recording, tracking and delivering of packages;
Operation of equipment and performing loading dock operation including receipt, logging and distribution of shipments and deliveries;
Receipt and distribution of parcels/boxes; making shipping arrangements for exception item;
Maintain adequate stationery and paper supplies in the department and occasionally assists with stationery deliveries and with other administrative tasks, as required;
Assisting with cafeteria and other rooms setups for events, town halls and other engagement activities in the Wynford campus;
Assisting in the training/cross training of fellow employees;
Responsible for providing quality and timely report processing;
Contribute to the efficiency of the unit by ensuring corrective action is taken / recommended / escalated as appropriate;
Providing leadership and direction to the day-to-day operations within the Business Unit Bank on ensuring matters of Compliance, Anti Money Laundering Compliance, and Privacy matters are managed and executed as per Bank regulatory guidelines and escalations are made as required.
2. Iron Mountain Day to Day Activities & Relationship:
Maintain a record of boxes/items shipped to Iron Mountain to assist in the retrieval of information;
In conjunction with other members of the Distribution team coordinates delivery of boxes to and from storage rooms in relation to scheduling, location of drop off, label details, etc.;
Pack, label and/or sort boxes/files as needed;
Ship to Iron Mountain on a regular schedule based on department need and storage availability;
Ensure items/boxes recalled from Iron Mountain are returned to IM and completes follow up with requestor as needed;
Respond to emails from Iron Mountain in relation to non-compliance and general questions/concerns. Update IM Connect records with missing information as needed;
File pick-up slips and recall slips and reports by month. Destroy via confidential recycling, as per destruction schedule/policy;
Complete periodic checks as per policy re “records checked out” and “hold codes” and manage the “destruction of eligible records” as per policy;
Ensures all WIP/Storage rooms are set up as per the protocols, they are maintained in a clean and orderly fashion and comply with Health and Safety protocols;
Know how to work the equipment contained within the room to assist the users of the storage/WIP rooms
Keep records on what is contained in the storage/WIP rooms and where it is located.
3. Business Plan / Execution- Effectively manage the campus distribution of mail and courier service.
Monitoring volume tracking and reporting of services volumes and trends to the Assistant Manager;
Ongoing reviews of existing processes and review of new processes related to job functions to determine where it can be streamlined to achieve increased;
Complete daily quality and security checks of production in Distribution Services unit to ensure all controls are being maintained to minimize risk to the bank and its customers;
Ongoing identification and implementation of cost saving opportunities;
All service level commitments for day-to-day mail sorting and distribution activities are met or exceeded and all issues and concerns are promptly and effectively addressed;
Respond to all enquiries/requests within established service level agreement and escalate any concerns to Senior Manager for resolution.
4. Effectively manage and develop human resources by ensuring:
Champions a high-performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team;
There are effective two-way communication channels for staff and ensuring that they are aware of the Pathways to Resolution;
The fair and equitable treatment of all staff;
The effective deployment of staff through efficient scheduling and ongoing monitoring;
There is training/cross-training in new procedures and positions;
Ensure that regular meetings are conducted with staff as well as ad hoc for the dissemination of information.
5. Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
6. Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
7. Creates an environment in which his/her team pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
8. Champions a high-performance environment and contributes to an inclusive work environment.
Complement: Up to 2 FTE
# of Business Units supported internally: 24+
Mail room service support to an employee population of 1200+
Approximately 1,000 pieces of mail and courier items per day
# of Work in Progress rooms serviced: 10
Education & Experience:
University or College Diploma
Great communication and team focus skills
Good time management skills, ability to use available resources
Excellent knowledge of Excel, Word, and PowerPoint, lntralink, email
Ability to manage several priorities simultaneously and able to handle the pressure of working within the SLAs in a high-volume environment
Working knowledge of Bank accounting and controls
Working in a production mailroom environment. The position can be physical with the lifting of heavy objects, bulk packages, mailings, etc. There can be stress resulting from tight deadlines and service obligations and requirements.
Occasional overtime may be required during peak periods.
Location(s): Canada : Ontario : North York
Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.
At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.