We are currently looking for a Trainee Office Services Assistant to join our Facilities team in our Cardiff office.
The successful applicant will study a Business Administration Level 3 Apprenticeship (work- based).
The role is to provide a first-class client care experience to all staff and visitors using Reception, Conference Suite and Facilities services, ensuring both external and internal clients are treated as a priority and that high service delivery standards are consistently met.
Key Responsibilities
- Meeting and greeting clients and providing Wifi codes when necessary
- Overviewing conference room bookings to ensure rooms have availability
- Conducting daily quality checks in the meeting rooms and liaising with IT as required
- Preparing meetings rooms to the layout required
- Providing refreshments (including ordering and setting out)
- Maintaining refreshment stock for meetings rooms
- Clearing rooms and re-arranging the furniture
- Booking taxis as required
- Receive incoming calls and/or Reception calls
- Carry out daily top ups and cleaning of the office coffee machine where relevant
- Dealing with incoming post - opening, date stamping and sorting into teams
- Scanning post, DX and handing courier deliveries to fee earners
- Follow internal process for incoming cheques
- Franking machine top ups, preparing and franking outgoing post and sorting DX post ready for collection
- Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines
- Ensuring the printers have paper stock and assists with minor printer issues (eg resolving paper jams, replacing toner cartridges)
- Assist with the stationery, print, cleaning and consumables supplies by ordering weekly/as and when required from our core list
- Arranging courier services as required
- Print out cheques and deliver to fee earners where relevant
- Carrying out archiving tasks closing files, deeds and Wills and preparing them for collection
- Undertake the process for retrievals arriving at the office to ensure we have received the correct stock
- Carrying out tap flushing routines when necessary
- Ad-hoc duties, as required, to support the Office Services Manager
- To carry out the role of a Fire Warden following the completion of the necessary training
Skills / Experience Required
- Good spread of GCSEs (4-9) including English and Maths
- Previous administration experience would be advantageous
- Positive, enthusiastic and pro-active approach
- Excellent organisational skills
- Ability to work as part of a team and use own initiative
- Knowledge of Microsoft packages
- Accuracy and attention to detail
- Flexibility in the duties of the role, and ability to cover additional hours when required
- 'Can do' and 'will help' approach
- Self-motivation and willingness to learn and improve
- Good communications skills
- Excellent client care approach
The interview process will start as soon as suitable candidates have been identified.