Workplace Support Assistant

2 weeks ago

StratforduponAvon, Warwickshire, United Kingdom Shakespeare Martineau Full time

About the Role

We are seeking a highly organised and enthusiastic individual to join our team as a Workplace Support Assistant. This is a part-time role, working on Wednesdays, Thursdays, and Fridays.

Key Responsibilities

  • Meet and greet visitors and colleagues, creating a positive first impression
  • Follow the visitor management process and ensure all requirements are met
  • Liaise with the building reception team as needed
  • Ensure the meeting rooms, reception area, and collaboration spaces are presentable throughout the day/evening
  • Assist with moving and organising office equipment and meeting room furniture as required
  • Organise and serve catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensure the refreshment areas are kept well stocked, clean, and tidy at all times
  • Follow procedures to ensure coffee machines are well maintained, carrying out daily stock-ups and weekly deep cleaning
  • Set up and clear down meeting rooms, including furniture layout changes and any additional equipment required
  • Ensure meeting rooms and office resource areas are stocked with the correct stationery
  • Set up the required equipment in meeting rooms, including MS Teams or other technical requirements
  • Organise IT team support if required for specific meetings/events
  • Answer phone calls within 3 rings, wearing a hands-free headset
  • Manage meeting room and car park bookings within the relevant app, responding within our SLA times
  • Liaise with clients about their bookings and requirements
  • Report any equipment or furniture that requires fixing or replacing to the relevant team(s)
  • Assist with implementing our environmental policy and ensuring recycling areas are kept in order
  • Proactively maintain good housekeeping throughout the office, ensuring kitchens are stocked and tidy
  • Identify any H&S, cleaning, or general maintenance issues/hazards and report promptly
  • Assist with delivering events, both internal and external
  • Copy, print, and scan documents as requested, ensuring pages are clear, legible, and accurate
  • Transfer data to and from removable media, cloud-based solutions, document, and case management systems
  • Send outgoing mail and inter-office mail using PPI, DMO, or franking machine, ensuring outgoing mail is ready for collection at agreed times
  • Distribute incoming/inter-office mail and couriered items, ensuring items are logged in and signed for
  • Hand deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage providers and carry out office file audits at regular intervals
  • Arrange outgoing couriers and special deliveries, ensuring relevant details are recorded for charging and auditing purposes
  • Arrange for large volume printing, scanning, and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
  • Prepare for new starters and leavers, including lockers, keys, and access as required
  • Ensure all information displayed in the office is up to date and relevant at all times
  • Assist with supervising external contractors and building management team as required
  • Assist with facilities-related activities, including fire warden and first aid duties
  • Perform any other duties commensurate with the post

About You

We are looking for someone with experience working in a similar role within professional services. You will need to be flexible with working hours, have excellent IT skills, and be able to use Microsoft Office products and other systems that support efficient operations.

You will also need to be able to work well under pressure, meet deadlines, and remain calm and professional. Exceptional organisation skills, effective communication, and a positive attitude are essential.

We value continuous improvement and are looking for someone who is willing to learn and improve their knowledge to deliver the best support for our clients.

Working with Us

We have hubs in various locations, and this role will be based in our Stratford-upon-Avon office. We are committed to equal opportunities and value diversity and inclusion in our workplace.

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