General office Team Leader

2 weeks ago

Exeter Devon, United Kingdom Owen Reed Full time

Where you'll work

We are recruiting for a full time General Office Team Leader to support our Operations department in Exeter. The role will be responsible for service delivery to the business of internal Operational services ie Post, Print, management of housekeeping services in The Senate, Exeter. Supervision of a team of Workplace Assistants whose duties will include processing and delivery of all incoming post and delivery items and outgoing post and couriers, providing an excellent reprographic service to internal clients and managing stationery and housekeeping services.

What you'll be doing

Team Leader:

  • Responsibility of managing and training General Office Assistants to deliver workplace services as set out below.
  • Ongoing overview of the incoming requests using Team task management systems eg Centralised Inbox and BIGHAND Now.
  • Review of workloads and adjusting resource allocation to meet business needs.
  • Promotion of best practice and change management.
  • Arranging shift patterns to suit business needs
  • Ongoing review and maintenance of written team procedures.
  • Checking and approval of invoices and allocation to correct budget codes
  • Facilities and maintenance requests coordination
  • Responsibility for stocking catering supplies in staff kitchens
  • Ensure use of appropriate Firm equipment and software for high volume scanning and printing requests e.g. DocBuster and Fiery software.
  • Liaising with FoH team to provide ad-hoc Reception cover and support

Administration/General:

  • Manage incoming requests using team task management systems e.g. centralised Inbox and BIGHAND Now.
  • Manage / record workloads
  • Communicate receipt of requests, actions and clarify instructions and deadlines as appropriate
  • Assistance to Office Manager with Starters and Leavers processing
  • Monitor the floors / work environment for good housekeeping
  • Deliver stationery, ensure office stationery / print hubs are stocked, clean and tidy
  • Assisting with preparation and execution of internal and external office moves
  • Delivery of bulk goods throughout the building
  • Assisting with meeting room set up for large events
  • Providing cover on FoH if required
  • Liaise with 3rd party providers e.g. Courier companies
  • Assisting with the administration of file archiving and retrieval service
  • Liaise with Finance regarding paying in cheques received locally
  • Ensuing staff kitchens are stocked with catering supplies
  • General Maintenance tasks as requested

Post and Print:

  • Daily receiving, sorting, processing and distribution of all deliveries, Royal Mail, DX, Courier and by hand.
  • Use department systems to scan and distribute post electronically and receive instructions on handing of originals.
  • Managing Private, Finance and unreferenced mail appropriately
  • Collection and preparation of outgoing post and deliveries
  • Ensuring deadlines are met for sending special delivery mail
  • Organising couriers
  • Communication to requestors with tracking details for special delivery post and outgoing couriers.
  • Record and upload of client and department charges to cost recovery system
  • Responsible for delivering "by hand" packages locally as appropriate
  • Undertaking large volume scanning, photocopying and printing requests in-house
  • Document printing, scanning, copying and finishing
  • Firstline management of basic Printer Maintenance and liaison with IS and 3rd party providers to troubleshoot equipment / software issues.
  • Resize and print spreadsheets upon request.
  • Download documents from iManage, other T&H systems or datarooms to print as requested.
  • Producing and engrossing documents.

What you will need

  • Ability to prioritise work effectively and meet deadlines
  • Good communication skills both oral and written
  • Understanding of privacy and confidentiality
  • A strong team player
  • Ability to use initiative
  • A positive and proactive attitude
  • Flexibility and commitment
  • An ability to operate autonomously and/or with minimum supervision
  • Drive and enthusiasm
  • A willingness to learn
  • A self-starter
  • Excellent attention to detail with a methodical and logical approach
  • Common sense
  • Good humour
  • Polite and professional manner

Experience and qualifications:

  • Relevant experience or working in the Operations team in a similar professional environment
  • Organised and self-motivated
  • Reliable
  • Knowledge of Microsoft Outlook, Word and Excel
  • Ability to use PC based departmental systems effectively

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