Office Services Administrator

2 weeks ago

Ipswich, United Kingdom Ashtons Legal Full time

**Office Services and Facilities Team**:
Our Office Services and Facilities teams are in place to support all of our colleagues with the day-to-day running for the office - enabling them to deliver a smooth service to our clients. As a team, we are responsible for delivering all front of house, postal and admin services in all locations. Our team also have Health and Safety, Manual Handling and First Aid responsibilities and you will be expected to take on these duties, with the necessary training.

**The Role**

The Central Admin Service is a central hub in place team provide invaluable admin support to our divisions.

On a day-to-day basis, you will be responsible for:
**Post Services**
- Sorting incoming post, scanning and distributing the post to the correct teams and divisions
- Preparing outgoing post ready for collection at the designated time
- Franking of our mail, making sure all couriered and DX items are signed for and dealt with correctly
- Ensuring that any cross office post is ready for collection at the designated time
- Resolving, as far as possible, the owner of any unclaimed mail

**Reprographics**
- Providing photocopying and binding services when requested to all the teams, taking ownership of each reprographics job produced and ensure end users are informed about the production of their work and that deadlines are met. Quality checking all work completed
- Scanning of all documents, including the preparation of electronic and hard copy court bundles and bibles
- PDF Amendments

**Filing, Archiving and Retrieval**
- Assisting the team with archiving; sending and retrieving boxes as needed
- On occasion, you may be asked to assist with file destruction at our site in Gorse
- Document management including the maintenance and timely updating of paper files and appropriate online filing systems; creating electronic files on the relevant systems where this isn’t in place

**Office Services**
- Maintaining sufficient stationery supplies and their distribution to each office at the request of the location based Office Services Assistant

**Reception Duties**
- Providing reception duties for client meetings, including organising refreshments for meetings when necessary
- Ensuring equipment required for client and internal meetings is set up and tested ahead of time

Full training on equipment used will be provided

It may be necessary to update tasks and responsibilities and introduce new processes from time to time.

**Knowledge, skills and experience required**

We would like you to have the following skills and experience:

- Strong attention to detail
- A methodical approach to you work, even when dealing with routine tasks
- A pride in your work
- Strong communication skills - the ability to liaise effectively and professionally with external and internal clients
- Ability to work on own initiative, following set instructions but without supervision
- Able to work well under pressure and with often conflicting deadlines
- Computer literate with a working knowledge of Microsoft Office and Outlook (training will be provided for firm-specific software)
- Flexible attitude to working alongside different team members
- Ability to use own initiative to solve problems on the job

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