Office Assistant

6 months ago

Oxford, United Kingdom Williams Lea Full time

Office Assistant

Job title: Office Assistant

**Salary**: £32,000 per annum

Location: Park End Street, Oxford, OX1 1JD

Contract: Full time, permanent

Hours: 40 hours per week

Shifts: Monday through Friday from 08:30 - 17:30

Break details: 1-hour lunch

Work Model: In person

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.

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 the role:
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 role will cover a number of service areas and will require a high level of multi-skilling. 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. You will be able to recognise and translate the client’s needs and to translate these into a responsive service. 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.

Key Responsibilities

Reception:

- Courteously greet and interact with visitors to the premises
- Deal with any other reception or switchboard duties as required
- Promptly and efficiently deal with telephone calls
- Take and pass on accurate messages as required
- Aim to answer all calls within 3 rings (7 seconds)
- Manage room and hospitality bookings
- 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
- Support with submission of weekly/monthly expenses to Finance within set deadlines
- Processing invoices and third-party fees
- Responsibility for reconciling petty cash at month-end for sign-off by Office Manager
- Organising, maintaining and improving the office stock and storage space

Hospitality:

- Setting up and clearing down meeting rooms
- Arranging hospitality and setting it up in the required office space
- Organising catering, including team and client lunches where appropriate
- 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
- Any other applicable task as required in line with the level of the role
- 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

Reprographics:

- Collecting reprographics requests and correctly completing these following instructions accurately
- Returning completed jobs to designated individuals
- Ensuring that all equipment is fully stocked and operating correctly - reporting issues accurately and efficiently to the IT department and/or copier companies
- Scanning of documents as requested
- 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
- Collecting and franking outgoing mail and DX - including processing letters for printing and completing envelope fulfilment requirements
- Handling of incoming and outgoing deliveries via courier - ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic folders
- Dealing with incoming hand deliveries from clients - ensuring that all

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