Office Assistant
Office Assistant
Contract: Full time, 6 month Fixed Term Contract
Hours: 40 hours per week
Shifts: Monday through Friday from 08:30 - 17:30
Williams Lea seeks an 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.

The Office Assistant role is a wonderfully diverse role working with the Office Manager to deliver an exceptional customer service experience to the clients and internal staff. The role is based in central Oxford (a 4-minute walk from the station), working 8:30 to 17:30 Monday to Friday from the Office.

The Office Assistant role is a fantastic opportunity to work autonomously – driving the organisation of the office environment under the guidance of the Office Manager, being a part of a wider team based in London supporting them with administration tasks and working directly with the Oxford Office Manager to be their righthand person.

The Office Assistant will provide excellent customer service to the Firm’s clients, performing all operations requested by a customer without direct supervision. This includes, but is not limited to, the efficient and prompt answering of client queries, adhering to all Williams Lea policies and procedures, courteous interaction with clients and visitors following the Williams Lea protocols for this service, completing all work within the agreed services levels and assisting with completing general administrative duties as required.

The Office Assistant is accountable for maintaining the established relationship between Williams Lea and our client. Whilst the list of tasks in this document is not exhaustive, the Office Assistant role may cover any combination of the tasks set out below.

Reception:
Deal with any other reception or switchboard duties as required
Promptly and efficiently deal with telephone calls
Ensure smooth running of any VC equipment, troubleshooting any issues with IT Helpdesk
Manage and process future bookings for the London office
Support with travel bookings as required
Responsibility for reconciling petty cash at month-end for sign-off by Office Manager
Organising, maintaining and improving the office stock and storage space

Arranging hospitality and setting it up in the required office space
Stock control and maintenance of the hospitality facilities including general cleaning and restocking

Facilities:
Assisting with the fire tests, drills and Health & Safety
Supporting with car park allocation
Ensuring only approved individuals access the office space
Archive and document management
Process confidential client paper files for storage via client software as requested by the client, ensuring the system is up to date and accurately recording the location of paper files
Arrange collection or delivery of confidential paper files as requested, ensuring safe transit of file boxes

Mail sorting and distribution of incoming mail via Royal Mail and DX– scanning of all incoming documents and correctly using the in-house document software to correctly allocate scanned post to relevant electronic folders/individuals
Following the daily open and closure process of the office in line with standard procedure
Correctly identifying confidential waste and disposing of correctly including maintenance of confidential waste bins on the operational floors and back office
To immediately raise any health and safety concerns to your team leader
Experience in customer service and administration is required
Flexible
Computer literate with good knowledge of all MS packages
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. 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).