Overview
Our Client based in Worcester is currently recruiting for a office Administrator to carry out the following:
PURPOSE OF ROLE
To provide a comprehensive administrative service to the business, ensuring that tasks are undertaken in a timely and effective manner. To strive for continuous professional development at work.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Tasks and Activities:
To assist the Office Partner in their role of being responsible for the smooth day to day running of the office and to be the first port of call in relation to general office matters.
To assist the onboarding of new joiners by getting their desk ready and arranging stationery supplies etc.
To liaise with external engineers/contractors to ensure heating, lighting, plumbing and power systems are maintained in good working order and to conduct repairs as and when required.
To oversee the planned internal/external decoration programme for the office as and when required.
To act as the point of contact between the firm and engineers/contractors, agents or representatives of authorised third parties and the landlord.
To ensure adequate stocks of consumables and supplies for equipment held, by visiting cash and carry and liaising with necessary suppliers as and when required to place orders.
To ensure adequate provision of the following equipment in the office and maintain the same in good working order:
Audio equipment;
Photocopiers and binding machines;
Fax machine;
Furniture and fittings;
Electrical appliances (i.e. kettles, fans etc.);
Firefighting equipment and Fire Alarm;
Security Alarm;
Post room equipment and miscellaneous office equipment;
First aid supplies.
To raise purchase orders.
To check suppliers invoices.
To arrange changes etc. to any held stationery, ensure adequate stocks for the office and arrange all ordering of held stationery (i.e. headed paper, cash office slips etc.).
To ensure any relevant car parking passes are kept up to date and renew as required and to deal with any other staff car parking issues as and when they arise.
To help with the opening of post.
To distribute post and incoming faxes.
To arrange Post Rota.
To frank mail and send out DX.
To undertake photocopying, filing and taking phone calls as required.
To organise refreshments if required.
To maintain accurate records of cheques received.
To complete paying in books with cheques and cash received and take to the bank.
To maintain accurate records of Petty Cash and ensure cash tin balances at the end of each week.
To arrange file destruction at the office, to include sorting of files and arranging with the appropriate company to remove and destroy the waste. To re-arrange and store remaining files as appropriate.
To close and arrange archiving/storage of files, as may be required, in accordance with firm/office procedures.
To retrieve closed files from office storage or off site storage facilities as and when requested.
To maintain Safe Storage of Deeds in accordance with the office procedure, including retrieval of Deeds as and when requested, placing new Deeds into storage and returning Deeds to their correct storage location when requested.
To assist as deemed appropriate with the maintenance of a safe and secure office, through replenishing necessary supplies and sanitising relevant areas e.g. copiers, door handles, water machines.
To undertake any other duties which may from time to time be allocated.
To cover reception/switchboard duties as and when necessary.
To ensure that the office is kept tidy and that all communal areas are cleared of waste and that deliveries are put away efficiently and in a well organised manner.
To maintain records pertaining to any Undertakings given by partners on files and follow up with reminders to confirm whether these have been discharged and relevant notification put on the file/system.
PERSON SPECIFICATION
Skills, Knowledge, Experience and Attitudes
1. A proficient level of literacy and numeracy.
2. Experience of working within a team environment.
3. Experience of data entry and text processing.
4. IT literate with experience of the Microsoft Office suite of applications e.g. Word, Excel and Outlook.
5. A high level of attention to detail.
6. Ability to interact effectively with others, both face to face and over the telephone, including an excellent telephone manner.
7. Committed to excellent client service.
8. Focused on achieving goals, adopting a proactive can do attitude.
9. Uses initiative, works creatively and solves problems.
10. Highly motivated and willing to learn.
11. An understanding of and adherence to General Data Protection Regulation (GDPR), and maintaining confidentiality and integrity at all times
