Office Assistant

**We currently have an opportunity for an Office Assistant at our Worcester office. This is a permanent position working 35 hours per week Monday to Friday 9:00am - 5:00pm with 1 hour for lunch. A competitive salary will be offered depending on experience.**

**PURPOSE OF ROLE**

To provide comprehensive support to those working in the Worcester Office, ensuring that tasks are undertaken in a timely and effective manner.

**PRINCIPAL DUTIES AND RESPONSIBILITIES**

1. To ensure adequate provision of the office equipment and audio equipment.

2. To monitor and manage office suppliers, sourcing materials to always ensure sufficient stock levels.

3. To undertake general office duties; photocopying, filing and phone calls. Open, sort and distribute post and faxes. Organise refreshments when required.

4. To maintain accurate financial records; inputting cheques and cash information when received and keeping petty cash is up to date and ensure all is accounted at the end of each week.

5. To be the point of contact between the firm and engineers/contractors, to arrange repairs and visits and ensuring heating, lighting, plumbing and power systems are maintained in good working order.

6. To provide administrative support with the filing closing process for each department.

7. To retrieve closed files from office storage or off-site storage facilities as and when requested.

8. To arrange file destruction at the office, to include sorting of files and arranging with the appropriate company to remove and destroy the waste. To re-arrange and store remaining files as appropriate.

9. To maintain Safe Storage of Deeds in accordance with the office procedure, including retrieval of Deeds as and when requested, placing new Deeds into storage and returning Deeds to their correct storage location when requested.

10. To undertake any other duties which may from time to time be allocated.

**Generic Responsibilities and Expected Standards**:
1. To assist with the implementation of good working practices, maintain a high standard of work and client service/care within your area of responsibility, in accordance with the firm’s policies, procedures and guidelines and/or as directed by your line manager.

2. To use initiative on all matters.

3. To ensure confidentiality and security for all firm and client documentation and information.

4. To undertake any specific training course as and when required.

5. To effectively demonstrate the firm’s values and behaviours at all times.

6. To maintain clear and precise communications with other members of staff and assist other members of staff when required.

7. To develop good working relationships with external institutions, organisations and other third parties.

8. To ensure that any equipment supplied for the purpose of your work is used correctly, maintained and any defects/faults are reported.

9. To ensure that Health & Safety principles and safe working practices are followed at all times. Employees have a legal duty that gives them responsibility, so far as is reasonably practicable, to ensure that they do not endanger themselves or anyone else by their acts or omissions.

10. To cooperate with the firm on Health & Safety matters and do not interfere with or misuse anything provided for health, safety and welfare purposes.

11. To keep areas of work clean and tidy.

12. All employees have a responsibility to carry out their work with due regard for the environment. The firm’s Environmental Policy and procedures relevant to your area must be followed.

**PERSON SPECIFICATION**

**Skills, Knowledge, Experience and Attitudes**

1. Experience of working within a team environment.

2. Focused on achieving goals, adopting a proactive can-do attitude.

4. A high level of attention to detail.

5. Ability to interact effectively with others, both face to face and over the telephone, including an excellent telephone manner.

6. Committed to excellent client service.

7. Uses initiative, works creatively and solves problems.

8. Highly motivated and willing to learn.

9. An understanding of and adherence to General Data Protection Regulation (GDPR),and maintaining confidentiality and integrity at all times.

**SUMMARY**

The details outlined in this job description reflect the content of the post at the date the job description was prepared. It is inevitable that over time the nature of a defined job role will change, existing duties may be lost, and other duties gained without changing the general character of the work or level of responsibility entailed. It is intended that this job description will be revised from time to time in discussion with the post holder.

In addition, you may be expected to perform other duties commensurate with this position or as required to assist the business needs. Any additional tasks will be kept within your abilities and skills range, and training will be provided if necessary. Such agreement should not be unreasonably withheld.

**Job Typ