|
Office Co-Ordinator
REPORTING TO: Executive Assistant
WORKING HOURS: 37.5 Hour Week, Mon - Fri
HOW THIS ROLE FITS INTO THE COMPANY – BUSINESS ENABLER:
Roles in this job family provide professional advice, specialist knowledge and services which supports and enables the business to achieve excellence within it’s market as assessed through customer and client satisfaction.
These roles are critical to the business as they develop, implement, support and monitor the use of procedures and frameworks across the business with an aim to standardise on and promote best practice. Some of these roles will be involved in ensuring that regulatory and legislative requirements are met.
PRINCIPAL ROLE:
The main responsibility of this role is for the professional and smooth running of reception as the first point of contact for our clients, employees and suppliers. Other responsibilities include facility management of our floor in One Chalfont Park and key Health & Safety responsibilities eg: First Aiders, Fire Wardens and testing, Risk Assessments, H&S communications and meetings.
This role is supported by a part time receptionist.
This role delivers specialist/professional service, which results in the use of best practice.
Delivery
• Advise client services team on policy and recommend best practice to support them develop plans to achieve “sign-off”
Monitoring
• Analyse, interpret and provide recommendations to support the improved delivery of services
Enabling and Support
• Provide professional advice to managers and all staff to support the consistent application of policy and procedures
• Develop and implement detailed plans and initiatives to support the achievement of
objectives
• Manage & control resources & the forecasting of short/medium term activity & capacity to ensure its efficiency & cost effective operations
For example, specific responsibilities of this position will include:
Ensuring reception is always portrayed in a professional manner, in particular:
• Meeting/greeting of clients, colleagues and suppliers and handling all telephone calls appropriately.
• Organise meetings ie book rooms with refreshments, supplies and IT set ups as required
Efficient and effective use of company resources when:
• Dealing with petty cash
• Book company travel requests
• The efficient handling of all post/couriers
• Stationery / Monitoring stocks and reordering
• Printers, ordering toners and monitoring meter readings
Facilities and Health & Safety:
• Ensuring the safe and smooth running of the office, management of our facilities management company
• Ensuring we comply with key H&S requirements as directed by the Head of HR
Supporting colleagues:
• Assisting with Data entry when required
• Assisting other departments with admin
• Organising colleague ‘events’ or ‘concierge duties’ ie car valeting, lunchtime shopping events
RESPONSIBILITIES:
Analytical Thinking – Sees basic relationships
• Recognises several likely causes of events or consequences of actions (e.g. A leads to B to C leads to D)
• Breaks complex tasks into manageable parts in a systematic way
• Identifies the critical components of problems
• Works with speed & clarity when making analysis
• Sees how elements of a problem or process are inter-related
• Prioritises; balancing the immediate with the important
Drive for Success – Delivers improved performance
• Makes changes in the workplace that result in noticeable improvements (e.g. reduces costs / losses, increases profit / customer service etc.)
• Identifies how and why things are not being delivered and acts to address these
• Overcomes obstacles and encourages others to do so; ‘I know it’s difficult but we’re going to do it aren’t we?’
• Acts on feedback from others to improve own performance and working methods; focuses on improving own performance
• Shows determination when bringing about improvement – tries different methods and persists until performance is improved
• Drives the pace of delivery / development
• Understands and works around our limitations to deliver the right solution
• Continually challenging the status quo
Flexibility – Adapts procedures & processes
• Applies the rules or procedures flexibly and isn’t bound by red tape
• Modifies actions based on the situation
• Makes one off process changes to achieve a goal or deadline
Working Together for the Business – Supports others and their goals
• Willingly shares full information with colleagues in other teams, which could benefit the business
• Works co-operatively with colleagues outside own area to achieve business goals or support others in their roles
• Seeks input and advice from trusted colleagues to help from plans
• Is willing to learn from others
• Speaks well of each other internally and externally
THE CANDIDATE
Experience & Skills
MS Office – Word, Excel, Outlook, Powerpoint
Experience of reception, office and facilities management essential with knowledge of Health & Safety
Suit someone with reception/office management/facilities experience, probably at a small/medium sized business/premises as they would have the breadth of knowledge and experience required for this role.
Ideal Candidate
• Happy smiley person who loves making other’s days
• Able to form good relationships with people at all levels.
• Highly organised, analytical thinker.
• Always looking to make improvements – mindful of quality
• Completer-Finisher – accurate and consistent – always delivers
• Enthusiastic, positive attitude.
• Open, honest, diplomatic
• Quick Learner
• Ability to work under pressure to tight deadlines
• Good Communication Skills
• Able to use own initiative
• Proactive
• Ability to work as part of a Team.
|