Purpose of the role
:
The Office Assistant will be responsible for the provision of the full support service to the Aberdeen office.
Main duties and responsibilities:
1. Post and Fax
1. Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
2. Preparing Royal Mail manifests using Click & Drop and OBA
3. Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries
4. Booking courier services, local, national and international
5. Local hand delivery and collection of mail
6. Distribution of incoming faxes
7. Ascertaining originators of un-referenced mail by database search or issue of email notice
2. Reception/Meeting Rooms
8. Provide reception cover as required, in agreement with line manager
9. Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
10. Prepare beverages and deliver lunches to rooms at booked times
11. Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
12. Ensure rooms are stocked with stationery
13. Assist with the set-up of IT/AV for meetings
14. Daily AV checks in meeting rooms
3. Reprographics
15. High volume copying, printing, scanning, collating and laminating of documents
16. Binding documents for internal and external issue and for presentations
17. Ensuring all documents are quality checked and returned within agreed customer timescales
18. Providing 'first line' fault finding capability on all MFDs
19. Calling out engineers to MFDs as and when required and recording outcomes
20. Replenishing paper stock and replacing toners at MFDs throughout the office
21. Arranging printing and copying with external providers within customer specified timescales
22. Ordering and distribution of stationery and maintenance of office stock levels
23. Production of name badges for onsite seminars
4. Health, Safety and Environment
24. Ensuring that the office is tidy and delivered items are cleared away promptly
25. Carrying out office inspections, completing forms and helping to resolve issues
26. Assisting with the co-ordination and control of contractors, including completion of authorisations etc
27. Reporting and recording of accidents and near misses
28. Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
29. Participation in other safety and environmental related activities as directed by line manager
5. New Starts and Internal Moves
30. Carrying out health and safety and/or facilities inductions for new starts
31. Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
32. Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
33. Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
34. Arranging print card for new starts
6. General Workplace Operations
35. Production and updating of internal signage
36. Responding to general requests from staff & partners (maintenance, porterage
37. Providing support with general office administration, including the processing of invoices and name/desk plates
38. Assisting with ordering of office equipment and furniture as required
39. Ordering and distribution of catering consumables as required
40. Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
41. Participation in business continuity activities and upkeep of equipment and staff lists
42. Provision of management information as requested by line manager
43. Identifying opportunities for process improvement
44. To undertake other duties as reasonably required by line manager
Candidate Overview:
We are looking for candidates who ideally hold the following skills and experience:
45. Educated to GCSE or equivalent, including maths and English
46. Relevant experience of working in an office environment within a similar professional services environment
47. Experienced in a customer service/partnering environment; highly customer-focused
48. Ability to work both as part of a team and unsupervised
49. Good communication skills
50. Ability to work under pressure
51. Ability to use PC based departmental systems effectively
What can we offer you?
52. Carers’ leave (up to five paid days’ leave towards caring responsibilities)
53. 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
54. Contributory pension of up to 5%.
55. Private healthcare policy
56. Death in service cover (4 x base salary).
57. Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
58. Cycle to work scheme.