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Job description

Office Assistant (internally known as a Multi Services Assistant)

Salary: £23,000 per annum plus company benefits

Location: Cambridge, CB2

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 1 hour break, 9am-5:30pm

Work model: Fully onsite

Williams Lea seeks a Office Assistant to join our team!

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

Sound good so far? Then this is the perfect position for you and you are just the individual that we are looking for!

Purpose of role

The Multi Services Assistant will work as part of a team to provide the highest level of customer service to our clients and support to the Team Leader and Business Services Manager. Whilst the list of tasks in this document is not exhaustive, the Multi Services Assistant may cover any combination of the tasks set out below.

The Multi Services Assistant will provide excellent customer service to our clients, performing all operations requested by a customer without direct supervision. This role will cover a number of our service areas and will require a high level of multi-skilling.

Key responsibilities

· Taking and passing on accurate messages

· Courteously greet and interact with visitors to the premises

· Manage room and hospitality bookings, including setting up rooms

· Arrange hospitality and liaise with onsite cleaning teams

· Organise and order catering

· Supervise and assist at events (including evening events as agreed overtime)

· Diary management of meeting rooms and desk bookings

· Deliver an exceptional electronic and hard copy file management service

· Return or add documents to existing client files

· Work with the practice management system to log and record documents

· Handle and administer closed files as requested

· Sort, scan, rename and distribute incoming mail

· Provide photocopying, scanning, and printing as per customer instructions

· Collect and complete any information required for billing or client charge back data

· Extensive computer and data related tasks

· Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements

· Collect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirements

· Handle incoming and outgoing deliveries via courier – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders

· Deal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders

Personal attributes

· Experience working on Microsoft Office programmes

· Excellent customer service skills, confident in liaising with Clients and strong communication skills

· Client-focused approach to service provision through personal commitment to their business

· Strong attention to detail and a critical eye for accuracy, with a ‘right first time’ attitude

· Ability to work under pressure within tight deadlines with flexible approach

· Continual improvement mentality, open and receptive to feedback

· Build and grow relationships with key Clients and service users

· Ownership for work produced in terms of the final product e.g. consistency, accuracy and quality

The Package:

· Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay.

· Additional benefits such as Dental Insurance, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis.

You will also have the opportunity to work for a global employer; and dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects.

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

Please note: Due to the high volume of responses received for this role we will not be able to contact all applicants directly. If you have not heard from us in four weeks please consider your application unsuccessful.

Job Types: Full-time, Permanent

Salary: £23,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Gym membership
• Private medical insurance
• Profit sharing
• Referral programme

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Clarendon, CB2 8FH: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Reference ID: R231002462