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