Workplace Assistant

We are seeking a Workplace Assistant to be responsible for for assisting in the running of the Facilities department.

This role is a Fixed Term contract until 31 December 2026 and is working Monday to Friday 8.30am - 4.30pm.

DAILY DUTIES AND RESPONSIBILITIES 

1. Post and Fax

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries

• Local hand delivery and collection of mail

• Ensuring mail and courier services used are appropriate to customer requirements

• Distribution of incoming faxes

• Care, operational maintenance and ‘first-line’ fault finding of postage system

• Ascertaining originators of un-referenced mail by database search or issue of email notice

2. Reception/Meeting Rooms

• Provide reception cover if required, in agreement with line manager 

• Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms  

• Where required, prepare beverages and deliver lunches to rooms at booked times

• Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up 

• Ensure rooms are stocked with stationery 

• If required, assist with the set-up of IT/AV for meetings

  
  

3. Reprographics  

• High volume copying, printing, scanning, collating and laminating of documents

• Binding documents for internal and external issue and for presentations

• CD bible production (Glasgow)

• Ensuring all documents are quality checked and returned within agreed customer timescales 

• Providing 'first line' fault finding capability on all MFDs

• Calling out engineers to MFDs as and when required and recording outcomes

• Replenishing paper stock and replacing toners at MFDs throughout the office

• Arranging printing and copying with external providers within customer specified timescales 

• Ordering and distribution of stationery and maintenance of office stock levels

4. Health, Safety and Environment 

• Ensuring that the office is tidy and delivered items are cleared away promptly

• Carrying out office inspections, completing forms and helping to resolve issues

• Assisting with the co-ordination and control of contractors, including completion of authorisations etc.   

• Reporting and recording of accidents and near misses 

• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager 

• Participation in other safety and environmental related activities as directed by line manager 

5. New Starts and Internal Moves

• Carrying out health and safety and/or facilities inductions for new starts

• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers 

• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage

• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs

6. General Facilities Operations

• Production and updating of internal signage

• Responding to general requests from staff & partners (maintenance, porterage etc.)

• Providing support with general office administration, including the processing of invoices, ordering of business cards and name/desk plates  

• Assisting with ordering of office equipment and furniture as required

• Undertaking daily flushing and weekly clean of drinks dispensers

• Ordering and distribution of catering consumables as required

• Operation and maintenance of the Vivreau water bottling machine, ensuring supply of fresh water for all meetings and events

• Participation in business continuity activities and upkeep of equipment and staff lists

• Provision of management information as requested by line manager

• Identifying opportunities for process improvement

• To undertake other duties as reasonably required by line manager

Person Specification

Qualifications

• Educated to GCSE or equivalent, including maths and English

Key Skills

• Ability to work both as part of a team and unsupervised

• Good communication skills

• Ability to work under pressure

• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail

• Highly motivated with a ‘can-do’ approach towards all given tasks

• Adaptable to work in other areas of Facilities operations

• Understanding of privacy and confidentiality