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Office Support Assistant

Job Title: Office Support Assistant
Contract Type: Temporary
Location: Bristol
Industry:
IT
Start Date: ASAP
Reference: SS26122
Job Published: October 23, 2018 14:56

Job Description

OFFICE SUPPORT ASSISTANT APPRENTICE
Reference numberSS26122RegionUKLocationSouth WestSub locationBristolFunctionCustomer ServiceEmployment typeFull TimeHourly Rate BandsN/ASalaried/Hourly-PaidSalaried
POSITION OVERVIEW
To provide general back of house and office support across the Bristol office, primary focus of role is to support the mail room/print room team along with the office manager, Executive Assistants and Personal Assistants. 

To ensure work is carried out to the highest standard and produced correctly within the agreed deadline. To give excellent customer service to all our clients. Maintain a proactive relationship with our customers ensuring queries and issues are dealt with in a timely and professional manner.
RESPONSIBILITIES
To support the Receptionist and cover Reception duties in their absence i.e. Meet and greet all visitors to CMS Bristol
To ensure all telephone calls are answered and dealt with in a timely and efficient manner.
Order and keep records of Stationery products as ordered in a cost effective manner.
Manage & maintain all stationery supplies
Ensure photocopiers are stocked with paper
Open and distribute all incoming mail and distribute all outgoing mail
Undertake and manage all general filing.
Support CMS office staff with admin tasks and projects.
To effectively undertake all print room and post room processes and the production of all jobs through the area of the Document Centre
Ensure all aspects of job requisition / instructions and other relevant information is checked and correct prior to commencing the activity.
Ensure timely delivery of post runs across the campus in accordance with SLA’s
Prioritise all incoming urgent couriers and recorded post
Relate accurate information to users on the progression of their work. When deadlines cannot be met, ensure user is informed within sufficient time. Offer alternative solutions when necessary
Demonstrate a thorough working knowledge of all machines, with an ability to manipulate colour work through a variety of software packages.
To advise users and staff on the appropriate methods of production and provide technical support and advice where necessary
To operate all production and finishing equipment to the highest standards, in line with job specification or user specification
To monitor stock levels of consumables and advise the appropriate person to ensure orders are placed on a weekly basis in line with agreed minimum and maximum stock levels
To ensure responsibility and continuity of service when Senior Document Services Operator’s shift ends
Any reasonable ad hoc duties as required by senior management
To demonstrate pride and professionalism in all aspects of customer service
Develop excellent working relations with clients, demonstrating strong communication skills
Consistently exceed client expectations by providing outstanding customer service
To relate accurate information to users on the progression of their work
To seek feedback on client satisfaction
To ensure the Document Services team gather from users and record accurate job ticket information
Build relationship with clients and manage their perceptions and expectations
Key representative for the team and escalation point
Provide expertise in service to advise users on best production approach
WHAT WE ARE LOOKING FOR
Essential
Smile and be friendly at all times.
Good interpersonal skills, flexible to work with a range of styles and personalities and according to business demands
Excellent customer service skills
Strong efficiency and motivation
Excellent punctuality
Demonstrate a “can do" attitude
Innovation & creativity
Basic AV and IT knowledge
Good command of written and verbal English
Knowledge of Microsoft Office, Word, Excel and PowerPoint
ADDITIONAL INFORMATION
Full Time/Apprentice role for 14 months
Monday to Friday - 0900am to 1700pm 
Location: Bristol
Facilities Management Intermediate Apprenticeship - Facilities Services Level 2 (qualification gained on the completion of the Apprenticeship)
ABOUT THE COMPANY

Interserve's vision is to redefine the future for people and places. We are one of the world's foremost support services and construction companies, operating in the public and private sectors in the UK and internationally. We offer advice, design, construction, equipment, facilities management and front-line public services. Interserve is based in the UK and is listed in the FTSE 250 index. We have gross revenue of £3.6 billion and a workforce of 80,000 people worldwide.