GOAS0519 - Office Assistant

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Posted: 08/05/2019 17:01
Start Date: Not Available
Salary: Competitive
Location: London
Level: Support
Deadline: 23/05/2019 23:59
Hours: 35
Benefits: See website for our range of great benefits
Job Type: Permanent

Role summary

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

Responsibilities

 Post

  • The operation of all aspects related to post, including signing for deliveries, sorting, franking and preparing of all outgoing post for collection at the end of the day.
  • Ensuring the speedy handling of incoming faxes and hard copy emails, sorting, and presenting to the Duty Officer’s desk in accordance with office procedure.
  • Responding to requests from the Duty Officer such as printing documents.
  • Undertaking the daily office post rounds including collections and delivery of internal post between departments.
  • Logging of recorded post. 

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 on a daily basis; responding to requests and liaising with the Records Departments.
  • Preparing boxes of files to be transferred offsite for storage, annually.
  • Filing or scanning correspondence/documents for archived files.
  • Ordering scanned or physical files from our off-site storage facility and returning physical files to off-site storage after use.
  • Moving files between Patent Formalities Department, Records, Patent Professionals and Secretaries twice a day in the absence of the patents/records administrator.
  • Regular boxing files for onsite storage.

Supplies

  • Delivering supplies on a weekly basis keeping the store rooms organised and tidy.
  • Providing help and support to other General Office staff and to undertake any other departmental jobs when required.
  • Unpacking incoming stationery supplies and distributing to departments in response to requests from professional and support groups.
  • Drafting stationery orders, to be approved by the Office Manager.
  • Paper distribution to copy areas in a weekly basis.
  • Daily distribution of fresh milk and a newspaper.
  • Replenishing and helping to maintain the hot drinks machine in the Lounge.
  • Tidying the First Aid Room, maintaining first aid supplies throughout the building.
  • Maintaining an organised stationery store room.

Couriers and tracking

  • Sending and tracking couriers.
  • 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 covering the switchboard as and when required.
  • Setting up and clearing meeting rooms as and when required.
  • Making tea and coffee as and when required.
     
    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

  • This is an entry level role but some previous work experience (paid or voluntary) in a busy role would be advantageous.
  • Experience in an office environment is not essential but you must have the willingness to learn and the ability to pick up tasks quickly
  • Good 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.
  • Good standard of written and spoken English & numeracy skills

 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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