Office Assistant

DAILY DUTIES AND RESPONSIBILITIES

1. Post and Fax

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• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
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• Preparing Royal Mail manifests using Click & Drop and OBA
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• Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries
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• Booking courier services, local, national and international
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• Local hand delivery and collection of mail
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• Distribution of incoming faxes
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• Ascertaining originators of un-referenced mail by database search or issue of email notice

1. Reception/Meeting Rooms

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• Provide reception cover as required, in agreement with line manager
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• Review Eptura and liaise with the reception team to ensure correct set up of meeting rooms
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• Prepare beverages and deliver lunches to rooms at booked times
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• Liaise with Reception to ensure rooms are cleared promptly and rearranged to standard set up
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• Ensure rooms are stocked with stationery
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• Assist with the set-up of IT/AV for meetings
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• Daily AV checks in meeting rooms

1. Reprographics

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• High volume copying, printing, scanning, collating and laminating of documents
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• Binding documents for internal and external issue and for presentations
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• Ensuring all documents are quality checked and returned within agreed customer timescales
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• Providing 'first line' fault finding capability on all MFDs
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• Calling out engineers to MFDs as and when required and recording outcomes
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• Replenishing paper stock and replacing toners at MFDs throughout the office
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• Arranging printing and copying with external providers within customer specified timescales
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• Ordering and distribution of stationery and maintenance of office stock levels
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• Production of name badges for onsite seminars

1. Health, Safety and Environment

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• Ensuring that the office is tidy and delivered items are cleared away promptly
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• Carrying out office inspections, completing forms and helping to resolve issues
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• Assisting with the co-ordination and control of contractors, including completion of authorisations etc
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• Reporting and recording of accidents and near misses
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• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
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• Participation in other safety and environmental related activities as directed by line manager

1. New Starts and Internal Moves

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• Carrying out health and safety and/or facilities inductions for new starts
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• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
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• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
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• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
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• Arranging print card for new starts

1. General Workplace Operations

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• Production and updating of internal signage
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• Responding to general requests from staff & partners (maintenance, porterage etc.)
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• Providing support with general office administration, including the processing of invoices and name/desk plates
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• Assisting with ordering of office equipment and furniture as required
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• Ordering and distribution of catering consumables as required
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• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
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• Participation in business continuity activities and upkeep of equipment and staff lists
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• Provision of management information as requested by line manager
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• Identifying opportunities for process improvement
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• To undertake other duties as reasonably required by line manager

Person Specification

Qualifications

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• Educated to GCSE or equivalent, including maths and English

Relevant Experience

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• Relevant experience of working in an office environment within a similar professional services environment
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• Experienced in a customer service/partnering environment; highly customer-focused

Key Skills

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• Ability to work both as part of a team and unsupervised
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• Good communication skills
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• Ability to work under pressure
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• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

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• Good attention to detail
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• Highly motivated with a ‘can-do’ approach towards all given tasks
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• Adaptable to work in other areas of Facilities operations
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• Understanding of privacy and confidentiality