Office Assistant

DAILY DUTIES AND RESPONSIBILITIES 

1. Post and Fax

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries

• Preparing Royal Mail manifests using Click & Drop and OBA 

• Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries 

• Booking courier services, local, national and international

• Local hand delivery and collection of mail

• Distribution of incoming faxes

• Ascertaining originators of un-referenced mail by database search or issue of email notice

2. Reception/Meeting Rooms

• Provide reception cover as required, in agreement with line manager 

• Review Eptura and liaise with the reception team to ensure correct set up of meeting rooms  

• Prepare beverages and deliver lunches to rooms at booked times

• Liaise with Reception to ensure rooms are cleared promptly and rearranged to standard set up 

• Ensure rooms are stocked with stationery 

• Assist with the set-up of IT/AV for meetings

• Daily AV checks in meeting rooms

3. Reprographics  

• High volume copying, printing, scanning, collating and laminating of documents

• Binding documents for internal and external issue and for presentations

• Ensuring all documents are quality checked and returned within agreed customer timescales 

• Providing 'first line' fault finding capability on all MFDs

• Calling out engineers to MFDs as and when required and recording outcomes

• Replenishing paper stock and replacing toners at MFDs throughout the office

• Arranging printing and copying with external providers within customer specified timescales 

• Ordering and distribution of stationery and maintenance of office stock levels

• Production of name badges for onsite seminars 

4. Health, Safety and Environment 

• Ensuring that the office is tidy and delivered items are cleared away promptly

• Carrying out office inspections, completing forms and helping to resolve issues

• Assisting with the co-ordination and control of contractors, including completion of authorisations etc   

• Reporting and recording of accidents and near misses

• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager

• Participation in other safety and environmental related activities as directed by line manager

5. New Starts and Internal Moves

• Carrying out health and safety and/or facilities inductions for new starts

• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers 

• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage

• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs

• Arranging print card for new starts

6. General Workplace Operations

• Production and updating of internal signage

• Responding to general requests from staff & partners (maintenance, porterage etc.)

• Providing support with general office administration, including the processing of invoices and name/desk plates  

• Assisting with ordering of office equipment and furniture as required

• Ordering and distribution of catering consumables as required

• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events

• Participation in business continuity activities and upkeep of equipment and staff lists

• Provision of management information as requested by line manager

• Identifying opportunities for process improvement

• To undertake other duties as reasonably required by line manager

Person Specification

Qualifications

• Educated to GCSE or equivalent, including maths and English

Relevant Experience

• Relevant experience of working in an office environment within a similar professional services environment

• Experienced in a customer service/partnering environment; highly customer-focused

Key Skills

• Ability to work both as part of a team and unsupervised

• Good communication skills

• Ability to work under pressure

• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail

• Highly motivated with a ‘can-do’ approach towards all given tasks

• Adaptable to work in other areas of Facilities operations

• Understanding of privacy and confidentiality