GOAssistant2111 - General Office Assistant

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Posted: 16/11/2021 20:17
Start Date: Not Available
Salary: Competitive
Location: London
Level: Support
Deadline: 03/12/2021 23:59
Hours: 35.00
Benefits: Competitive
Job Type: Permanent

Role summary

The Role of the Office Assistant is to provide general administrative and facilities support to the General Office Manager.

Accountability

The Office Assistant is responsible to the General Office Manager for all aspects of the role and to the Assistant Manager in his or her absence.

Responsibilities

Post

  • The operation of all aspects related to post, including collecting and signing for deliveries, sorting, franking and preparing of all outgoing post for collection at the end of the day
  • Using an online system to manage deliveries and collections to and from the building
  • Scanning, emailing and storing post in accordance to procedures
  • Logging certified documents received onto Teams to prompt Records and Secretaries to generate covering letters
  • Printing letters and locating corresponding documents to attach and send out by post or courier as requested.

Files / Documents

  • The operation of all procedures relating to all archived files including, but not limited to, the retrieval, recordal, delivery and storage of files; responding to requests and liaising with the Records Departments
  • Preparing boxes of files to be transferred offsite for storage, annually
  • Ordering scanned or physical files from our off-site storage facility and returning physical files to off-site storage after use
  • Archiving and managing scanned post on-site.

Supplies

  • Daily distribution of fresh milk to refresh areas
  • Maintaining organised store rooms
  • Replenishing refresh area supplies on a weekly basis
  • Drafting orders for stationery and other supplies, to be approved by the Office Manager
  • Paper distribution to copy areas when required
  • Replenishing and helping to maintain the hot drinks machine in the Lounge
  • Tidying the First Aid Room and maintaining first aid supplies throughout the office.

Couriers and tracking

  • Sending and tracking couriers
  • Updating Teams with tracking information of each item sent
  • Obtaining courier quotes and dealing with queries
  • Tracking items sent by special delivery with Royal Mail
  • Dealing with any problems that may cause a delay to the delivery of items.

Facilities

  • Setting up rooms for lunches and seminars, reconfiguring table and chair layouts, including dismantling tables and storing them before reassembling after a seminar.

Reception

  • Regularly answering switchboard calls and transferring callers as appropriate
  • Booking meeting rooms and managing requests
  • Setting up and clearing meeting rooms.

Other

  • Helping other departments when required such as:
    • Preparing used toners from the IT Department for collection
    • Responding to requests for photocopying, scanning, binding, lamination and the shredding of documents.

Shared responsibilities

  • Providing help and support to other team members and to undertake any other department jobs as required.

PERSON SPECIFICATION

  • Excellent organisation skills, with the ability to keep track of many different tasks, ensuring deadlines are met and requests are responded to in a timely manner
  • Good attention to detail
  • A team player who has the ability to recognise when others need assistance and who willingly offers help, as appropriate
  • Previous work experience, whether paid or unpaid, will be an advantage
  • Whilst no specific qualifications are required for the post, the post holder must have a good standard of written and spoken English, be numerate and willing to learn.

This job description covers the key responsibilities of the role and the post-holder will be expected to perform other tasks considered by the Firm to be commensurate with this position.



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