Purpose of the role
:
Responsible for the day to day coordination of the Workplace services for the Leeds office. Providing an excellent reprographics service to internal clients, the management and coordination of all incoming and outgoing mail services, as well as supporting the management of the Workplace and the health and safety of our people and the office.
Main duties and responsibilities:
Administration
1. Collate and provide daily, weekly and monthly statistics
2. Organise team rota and shifts
3. Provision of detailed accounts information to the Workplace Manager/Finance department
4. Stock control and ordering of stationery
5. Liaise with third party service providers to ensure all equipment is adequately maintained
6. Assist with team development and training
Print, Post and Archiving
7. Co-ordinate the delivery of excellent post and print services to the office and wider business
8. Day-to day workload review and management of Workplace Assistants
9. The daily receiving-in, sorting and despatch of Royal Mail, DX and courier mail deliveries
10. Detailed sorting, distribution and delivery of legal and other company mail; delivery and collection of mail throughout the day from/to all departments
11. Receipt, registering, sending and distribution of faxes
12. Ascertaining originators of un-referenced mail by database searches
13. Distribution and collection of all box movements
14. Management of courier services appropriate to business requirements
15. Porterage
16. Oversee the production of high volume legal copying, digital print and scanning services
17. Creation and duplication of data on to CD/USB
18. Manage bulk/batch printing requests
19. Manage print overflow, liaise directly with third party service providers where required
20. Negotiate print deadlines, to proactively manage client expectations
21. Communicate effectively with colleagues, clients and third party service providers
22. Monitor and record machine down time and log calls as required
23. Ensure all work is quality checked and returned within customer-specified timescales
24. Reduce on-site storage by promoting the benefits of digitisation and/or storing boxes off-site and storing at file level.
25. Assist with processing requests for retrieval, distribution and collection of deeds and archives
26. Ensure items sent for storage are checked and labelled accurately
27. Ensuring we have enough stock on site at printer locations for Filetrack barcodes, Storage boxes and other items required for Archive storage
General
28. Work within Facilities Department operational procedures and legislative requirements
29. Assist with the security access pass database, creating new cards and deleting passes as required
30. Undertake office inductions for new starters as required
31. Manage stationery levels, ensure office service centres are kept clean and tidy
32. Monitor the floors for good housekeeping and health and safety items, reporting issues to the Workplace Manager
33. Manage the locker allocation spreadsheet, unlocking and locking any lockers where staff have forgotten their passes
34. Assist staff with any workplace issues, being a main point of contact throughout the office
35. To undertake any other duties as reasonably requested by the Senior Facilities Team
Candidate Overview:
We are looking for candidates who ideally hold the following skills and experience:
36. Relevant experience of working in a Facilities Department within a similar professional services environment
37. Experience of working in a customer service environment; highly customer-focused
38. Ability to work both as part of a team and unsupervised
39. Excellent communication skills
40. Ability to work under pressure and to conflicting demands, maintaining a positive approach
41. Ability to use PC based departmental systems effectively
42. Flexibility
43. Focus on delivering service excellence
44. Ability to give instruction and to delegate to others as required
45. Ability to approach tasks holistically, being able to offer alternative solutions, resulting in a positive outcome
46. Educated to GCSE or equivalent, including maths and English
What can we offer you?
47. Carers’ leave (up to five paid days’ leave towards caring responsibilities)
48. 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
49. Contributory pension of up to 5%.
50. Private healthcare policy
51. Death in service cover (4 x base salary).
52. Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
53. Cycle to work scheme.