Office Assistant

Office Assistant

Job title: Office Assistant

Salary: £32,000 per annum pro rata

Location: Park End Street, Oxford, OX1 1JD

Contract: Full time, 6 month Fixed Term Contract

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 incoming documents are scanned entirely and allocated to the relevant electronic folders
• Arranging and completing outgoing hand deliveries
• Using, organising and maintaining the hard copy / original document post storage in line with the client procedures – including weekly/monthly reviews to ensure historic records are dealt with and destroyed accurately

General:

• Following the daily open and closure process of the office in line with standard procedure
• Looking after IT hardware and equipment, and troubleshooting any issues with IT Helpdesk
• Stationery management and stock control
• Correctly identifying confidential waste and disposing of correctly including maintenance of confidential waste bins on the operational floors and back office
• Collect and input monthly reporting information
• Ensure all paperwork and tracking sheets are correctly completed and recorded
• Compliance is required at all times with Williams Lea corporate standards
• All other duties as assigned by the team leader or client
• To be aware of the day-to-day health and safety requirements surrounding working area
• To immediately raise any health and safety concerns to your team leader
• To participate in any on site health and safety audits or assessments

Key Skills

• Experience in customer service and administration is required
• Customer focused, with experience in a customer service environment
• Well presented with a professional manner
• Flexible
• Computer literate with good knowledge of all MS packages
• Quick learner
• Effective communicator at all levels, both written and oral
• Hands on team worker
• Attention to detail, ability to retain high levels of concentration
• Be innovative with service area and look for ways to make improvements
• Be able to work autonomously and as part of the team
• Reliable, great time keeping and organisation skills

The Package

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. You will also have the opportunity to work for a global employer; 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). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

Please note: Due to the high volume of responses received for this role we will not be able to contact all applicants directly. If you have not heard from us in four weeks please consider your application unsuccessful.