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