Description
Where you'll work
We are recruiting for a full time General Office Team Leader to support our Operations department in Exeter. The role will be responsible for service delivery to the business of internal Operational services ie Post, Print, management of housekeeping services in The Senate, Exeter. Supervision of a team of Workplace Assistants whose duties will include processing and delivery of all incoming post and delivery items and outgoing post and couriers, providing an excellent reprographic service to internal clients and managing stationery and housekeeping services.
What you'll be doing
Team Leader:
1. Responsibility of managing and training General Office Assistants to deliver workplace services as set out below.
2. Ongoing overview of the incoming requests using Team task management systems eg Centralised Inbox and BIGHAND Now.
3. Review of workloads and adjusting resource allocation to meet business needs.
4. Promotion of best practice and change management.
5. Arranging shift patterns to suit business needs
6. Ongoing review and maintenance of written team procedures.
7. Checking and approval of invoices and allocation to correct budget codes
8. Facilities and maintenance requests coordination
9. Responsibility for stocking catering supplies in staff kitchens
10. Ensure use of appropriate Firm equipment and software for high volume scanning and printing requests e.g. DocBuster and Fiery software.
11. Liaising with FoH team to provide ad-hoc Reception cover and support
Administration/General:
12. Manage incoming requests using team task management systems e.g. centralised Inbox and BIGHAND Now.
13. Manage / record workloads
14. Communicate receipt of requests, actions and clarify instructions and deadlines as appropriate
15. Assistance to Office Manager with Starters and Leavers processing
16. Monitor the floors / work environment for good housekeeping
17. Deliver stationery, ensure office stationery / print hubs are stocked, clean and tidy
18. Assisting with preparation and execution of internal and external office moves
19. Delivery of bulk goods throughout the building
20. Assisting with meeting room set up for large events
21. Providing cover on FoH if required
22. Liaise with 3rd party providers e.g. Courier companies
23. Assisting with the administration of file archiving and retrieval service
24. Liaise with Finance regarding paying in cheques received locally
25. Ensuing staff kitchens are stocked with catering supplies
26. General Maintenance tasks as requested
Post and Print:
27. Daily receiving, sorting, processing and distribution of all deliveries, Royal Mail, DX, Courier and by hand.
28. Use department systems to scan and distribute post electronically and receive instructions on handing of originals.
29. Managing Private, Finance and unreferenced mail appropriately
30. Collection and preparation of outgoing post and deliveries
31. Ensuring deadlines are met for sending special delivery mail
32. Organising couriers
33. Communication to requestors with tracking details for special delivery post and outgoing couriers.
34. Record and upload of client and department charges to cost recovery system
35. Responsible for delivering "by hand" packages locally as appropriate
36. Undertaking large volume scanning, photocopying and printing requests in-house
37. Document printing, scanning, copying and finishing
38. Firstline management of basic Printer Maintenance and liaison with IS and 3rd party providers to troubleshoot equipment / software issues.
39. Resize and print spreadsheets upon request.
40. Download documents from iManage, other T&H systems or datarooms to print as requested.
41. Producing and engrossing documents.
What you will need
42. Ability to prioritise work effectively and meet deadlines
43. Good communication skills both oral and written
44. Understanding of privacy and confidentiality
45. A strong team player
46. Ability to use initiative
47. A positive and proactive attitude
48. Flexibility and commitment
49. An ability to operate autonomously and/or with minimum supervision
50. Drive and enthusiasm
51. A willingness to learn
52. A self-starter
53. Excellent attention to detail with a methodical and logical approach
54. Common sense
55. Good humour
56. Polite and professional manner
Experience and qualifications:
57. Relevant experience or working in the Operations team in a similar professional environment
58. Organised and self-motivated
59. Reliable
60. Knowledge of Microsoft Outlook, Word and Excel
61. Ability to use PC based departmental systems effectively
Trowers & Hamlins is an equal opportunities employer and values equity, diversity and inclusion. All applications will be considered on merit and the applicant's suitability to meet the requirements of the role and will be treated equally irrespective of Ethnicity, Gender (including Trans and non-binary) Race, Disability, Religion and sexual orientation.
As part of our firm recruitment policy our candidates are subject to employment screening background checks. These checks include personal details, education and employment history, professional qualifications and credit and criminal checks as appropriate.