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Support Administrator

3 months ago

London, Greater London, United Kingdom Griffins Full time

Job title:
Support Administrator

Reporting to:
Administration/ HR Manager

Team:
Administration/ HR Team

Location:
Hybrid with London base (WC1H). Minimum of 3 days in the office per week and up to 5 days.

Tenure:
Full time, permanent to start ASAP

Job purpose:

Duties & Responsibilities:

Administration and storage management

  • Storage and archive management / moving boxes/ liaising with storage management supplier regarding deliveries and collections, updating the storage online system;
  • Reviewing archive boxes for destruction, tracking approvals from the management team and updating the storage online system;
  • Handling requests for quotes for scanning of records in storage and liaising with relevant parties to arrange where needed;
  • Scanning and photocopying tasks;
  • Formatting letter templates;
  • Printing and posting letters for colleagues;
  • Adhoc admin assistance tasks as and when required including moving boxes around and other manual handling tasks.

Facilities

  • Ordering headed paper and stationery and storing this away;
  • Ordering all office consumables, taking deliveries, storing items and distributing them as needed *;
  • Liaising with all office suppliers regarding deliveries, receipt of invoices, checking off invoices, recording, indexing and workflowing these for approval and payment;
  • Maintaining supplier contact details, contracts and renewal dates;
  • Liaising with suppliers to arrange refuse and recycling collections;
  • General facilities and maintenance tasks and liaising with suppliers/ agents about works needed;
  • Maintaining a clear storage area/ working environment including emptying bins, recycling and shredding;
  • Organising health and safety/ first aid training for colleagues as and when required and reviewing first aid supplies;
  • Assisting with undertaking workstation assessments for colleagues and following up with the Administration/ HR Manager regarding equipment needs. Updating completion records.
  • Maintaining staff list for emergency building evacuations;
  • Handling facilities queries from staff and liaising with the building landlord when required.
  • Acting as onsite emergency fire evacuation marshal.

Front of House

  • Answering overflow telephone calls to the switchboard and liaising with outsourced switchboard regarding staff movements and queries;
  • Reviewing the desk booking calendar and (when required) meeting room calendars to ensure smooth running and resolve booking clashes;
  • Informing building security of visitors;
  • Setting up reception rooms for meetings (internal and external);
  • Being on site to taking receipt of deliveries/ couriered items at Reception and staff entrance and to deal with collections.

Partner Timesheets

Post

  • Indexing of incoming post and returned post to the case filing system;
  • Opening, stamping, scanning of incoming post, recording this and electronically filing this onto the case filing system;
  • Processing of incoming cheques;
  • Processing of outgoing special delivery items through post office drop and go and delivering them to the post office;
  • Producing direct costs schedule for charging back postage costs to cases;
  • Receiving the hard copy post received by courier from outsourced post provider and processing as needed;
  • Organising couriers (inbound and outbound). Being on site to oversee collections and deliveries.

IT support

  • Fixing basic printer/ scanner jams/ booking engineers as required;
  • Ordering IT supplies and replacing printer toner/ organising disposal of used items;
  • Preparing IT equipment to issue to new starters for home working. Liaising with the manager in charge of IT to ensure all correct items are present. Packaging and obtaining quotes for delivery. Being on site to oversee collections and deliveries.
  • Providing confirmation of returned equipment from leavers.

Skills/ attributes required for the role

  • Good verbal communication skills and a confident telephone manner.
  • The ability to liaise with staff at all levels to clarify their requirements for administration support tasks and ensure these are implemented and met.
  • The ability to take verbal and written instructions and respond to support requests in a proactive and timely manner.
  • The ability to work effectively with others including reporting up to managers regarding progress with ongoing tasks.
  • The ability to solve problems effectively and efficiently.
  • Being able to maintain an organised and methodical and organised approach and meet deadlines when faced with competing demands on your time.
  • Being able to prioritise tasks effectively and efficiently.
  • Demonstrating a cando attitude at all times and being willing to undertake all forms of support tasks with a helpful attitude.
  • Demonstrating an openness to feedback and a willingness to put this into action.
  • Demonstrating an awareness of GDPR requirements when carrying out support tasks.
  • Ability to operate MS Of