Workplace Assistant
Department: Ampa Group Services - Chief Operating Office - Work Place Management - Buildings - 9412
Employment Type: Fixed Term - Full Time
Location: Storrington
Description
Workplace Assistant - 12 Maternity Cover
Location: Storrington (may be required to travel to other locations to cover holiday/sickness)
Working Hours: 37.5 hours per week between 09:30-5:30 (May be on a rota basis)
This role is designed to provide exceptional administrative, document processing, facilities management, and client support services to ensure the smooth and efficient operation of the workplace. The ideal candidate will be highly organised, detail-focused, and proficient in managing multiple tasks, supporting both internal and external clients effectively.
What you will be doing
Document Processing and Administrative Support
* Copy, print, and scan documents as requested, ensuring clarity, accuracy, and appropriate finishing options, including editing and enhancing as required.
* Transfer data to and from cloud-based solutions, and document and case management systems.
* Manage outgoing mail and inter-office mail using PPI, DMO, or a franking machine, ensuring timely collections.
* Distribute incoming mail, inter-office correspondence, and couriered items, logging them as necessary.
* Conduct hand deliveries and collections to and from local sites.
* Retrieve and send files to and from offsite storage providers and carry out regular office file audits.
* Arrange outgoing couriers and special deliveries, maintaining accurate records for audit and charge purposes.
* Coordinate large-volume printing, scanning, and document finishing, ensuring SLAs are met and requestors are updated.
* Prepare lockers, keys, and access credentials for new starters and leavers.
Office and Facilities Management
* Ensure all displayed information in the office is current and relevant.
* Assist with the supervision of external contractors and building management teams as required.
* Support facilities-related activities, including fire warden and first aid duties.
* Report equipment and furniture that require fixing or replacement to the relevant team.
* Implement environmental policies including maintaining recycling areas and ensuring proper guidance labelling.
* Identify and report health and safety, cleaning, or general maintenance issues promptly.
* Maintain good housekeeping standards throughout the office, ensuring kitchens are stocked and tidy.
Client & Workplace Support
* Welcome and assist visitors and colleagues, ensuring a professional first impression while managing visitor processes and liaising with building reception.
* Communicate with clients in person or by phone regarding bookings and requirements, ensuring all visitor and meeting needs are met.
* Set up, maintain, and clear meeting rooms, adjusting furniture layouts, stocking resources, and ensuring cleanliness throughout the day.
* Manage meeting room and car park bookings, responding within SLA times.
* Arrange IT support and set up technical equipment, such as MS Teams, for meetings and events.
* Assist with planning and executing internal events, including coordinating catering and refreshments.
* Maintain clean and well-stocked refreshment areas for meetings and collaboration spaces.
General Duties
* Undertake ad hoc duties as required by the line manager.
* Carry out duties independently and, when required, in line with the Lone Working Policy, ensuring full compliance with all safety procedures and protocols.
* Provide flexible cover at other locations as needed for sickness or holiday absences.
What you will need
* Experience in a similar role within professional services.
* Strong IT proficiency, particularly in Microsoft Office and document management systems.
* Ability to manage workload efficiently, prioritising tasks effectively.
* Excellent organisational skills with a keen eye for detail.
* Effective communication skills, with the ability to build relationships at all levels.
* Adaptability and a proactive approach to problem-solving.
* Commitment to continuous improvement and the ability to adapt and innovate.
* Understanding of confidentiality and document security best practices.
Key Competencies
* Professional, with the ability to represent the company brand values in all interactions.
* Passionate about delivering exceptional client/customer experiences.
* A self-motivated learner with a continuous improvement mindset.
* Strong initiative and a positive approach to challenges.
* Competent in problem-solving with discretion.
* Reliable, punctual, and a team player.
* Capable of managing tasks without supervision, including in roles requiring independent or lone working.
Benefits, Agile Working and Additional information
We embrace agile working and offer a blended approach to where and how we work. We are flexible and value what you do, not where you do it.
We have hubs across the UK, including Birmingham, Bristol, Edinburgh, Leeds, Leicester, Lincoln, London, Milton Keynes, Nottingham, Sheffield, Solihull, Stratford upon Avon and in the South East; Brighton, Chichester, Crawley, East Grinstead, Eastbourne, Lewes, Peacehaven, Seaford, Storrington, Southampton & Tunbridge Wells.
Additional information: Want to find more about our benefits? Please note that for some vacancies, we may close the application earlier if we receive high numbers of applications. Employment is subject to checks which will be carried out once an offer is accepted. Equal opportunities Ampa Group is an equal opportunities employer; we value diversity and are committed to creating an inclusive environment for all employees.
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