Find More Than 10K+
United Kingdom Jobs

Job Title: Office Assistant (12 month FTC)

Location: Aberdeen

Hours of work: 35 hours per week Monday to Friday 9am to 5pm (with flexibility to work overtime as reasonably required)

DAILY DUTIES AND RESPONSIBILITIES

1. Post and Fax

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Preparing Royal Mail manifests using Click & Drop and OBA
• Scanning Co Sec mail and forwarding to clients
• Booking courier services, local, national and international
• Local hand delivery and collection of mail
• Distribution of incoming faxes
• Ascertaining originators of un-referenced mail by database search or issue of email notice

2. Reception/Meeting Rooms

• Provide reception cover as required, in agreement with line manager
• Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
• Prepare beverages and deliver lunches to rooms at booked times
• Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• Assist with the set-up of IT/AV for meetings

3. Reprographics

• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels

4. Health, Safety and Environment

• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc.
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager

5. New Starts and Internal Moves

• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs

6. General Workplace Operations

• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
To undertake other duties as reasonably required by line manager

PERSON SPECIFICATION

Qualifications

• Educated to GCSE or equivalent, including maths and English

Relevant Experience

• Relevant experience of working in an office environment within a similar professional services environment
• Experienced in a customer service/partnering environment; highly customer-focused

Key Skills

• Ability to work both as part of a team and unsupervised
• Good communication skills
• Ability to work under pressure
• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail
• Highly motivated with a ‘can-do’ approach towards all given tasks
• Adaptable to work in other areas of Facilities operations
Understanding of privacy and confidentiality

For any queries please contact our in-house recruiter, Sophie Walls at [email protected]. Please note we only accept CVs that are logged on the Recruitment portal.

At Pinsent Masons we value diversity and inclusion. We are committed to creating a better workplace where all our talent can succeed and feel like they belong. We want to attract, retain and develop people at all levels and encourage applications from all suitably qualified candidates whatever your ethnicity, religion, age, physical or mental disability/ long term condition, sexual orientation, gender identity or expression or any other characteristics protected by local law in the jurisdictions in which we operate.

#LI-BOSW

#INDL