REPROGRAPHICS/OFFICE SERVICE ASSISTANT
- Location:
- Manchester jobs
,
Lancashire jobs
- Salary:
- £14,000
- Company:
- Maze Recruitment Services
- Job type:
- Permanent jobs
- Date posted:
- 20/11/2009 18:10
- Job id:
- 46002350
- Contact:
- Sallie Hassan
- Ref:
- Totaljobs/SH - Reprographics
JOB TITLE:REPROGRAPHICS/OFFICE SERVICES ASSISTANT
HOURLY RATE:£14,000 - £15,000
DEPARTMENT:Facilities
REPORTING TO:Team Leader
HOURS:2pm – 10pm, 35 hours per week
Job Purpose:
To provide efficient, customer focussed, high quality mail, fax, and print services in line with the documented procedures to meet the needs of the business at all times.
General Operations
·Answer all telephone calls promptly and politely in line with the documented procedures in the department.
·Provide proactive advice to staff on services in a professional, customer focused manner.
·Immediately acknowledge all staff visitors to the Office Services and offer assistance in a polite and courteous manner.
·Ensure good house-keeping practices in the Office Services at all times.
Mail Services
·Sort all incoming mail correctly and in a timely manner and deliver to recipients in accordance with the published SLA.
·Record and complete the goods receipt documentation for all incoming courier or hand delivered items. Ensure the items are signed for and the signed receipt is filed accurately.
·Undertake mail rounds (to deliver and collect the mail) throughout the day in line with the procedures.
·Sort all outgoing mail correctly between Internal mail, Royal Mail and DX and ensure mail is prepared as appropriate for collection by the agreed time.
·Prepare items for Special and Recorded Delivery.
·Maintain a daily statistical record of all outgoing mail.
Fax Service
·Operate the fax equipment, scanners and fax gateway systems for the sending and receiving of communications.
·Record all incoming faxes accurately, ensuring they are delivered within 30 minutes of receipt in accordance with the SLA.
·Enter all incoming/outgoing faxes accurately into the daily work sheet.
Courier Service
·Provide staff with the best options for courier delivery and advise on pricing.
·Run the Courier Desk to book courier services with the Service Provider as required (includes local, national and international destinations) in line with the procedures and agreed SLA's.
·Liaise with Service Provider to resolve any problems and inform internal clients as appropriate.
·Maintain a daily statistical record of all courier services.
Print/photocopying
·Provide advice/information to internal clients on the most cost effective practices for the production of photocopying.
·Provide all Office Services in a professional and timely manner in line with the documented procedures.
·Maintain the photocopying job sheet on a daily basis, ensuring all information is recorded accurately.
·Ensure all internal clients are kept informed of the progress of their work especially if there are any problems which could affect the work deadline.
Scanning
·Provide a scanning service to the business.
·Provide advice/guidance to the internal clients on using the facility assisting where necessary with any malfunctions in the system.
·Prepare all documents which require reproducing, outsourcing when necessary any work which cannot be undertaken in-house.
·Liaise with the Service Provider to resolve any problems which could effect the deadline and inform internal clients as appropriate.
Equipment
·Undertake daily checks to ensure all facilities are operable.
·Place call for a service engineer when alerted to problems occurring with the system which cannot be resolved by the IT technicians. (Team Leader or Office Services Manager)
·Assist to maintain the fax/photocopying equipment.Clean glass daily on Print Room copiers and weekly on Business Centre copiers.Respond within 30 minutes to fault calls.
·Escalate any problems which cannot be rectified to a service engineer and monitor these calls to ensure they are dealt with promptly and effectively. (Team leader orOffice Services Manager)
·To escalate to the Office Services Team Leader or Office Services Manager when necessary, problems with the photocopying/fax equipment which are not being resolved under the normal service call, thus enabling a request for a field technician/ supervisor to attend the problem or when the response time is longer than the agreed service level.
·Log all copier and fax faults on the equipment fault log.
Business Centres
·Undertake daily walk rounds to:
·Ensure serviceability of all business centre photocopying equipment, fill paper trays to capacity
·Clean glass and ensure working areas are free from paper clips and staples,
Ensure general tidiness, removing empty cartons, clearing boxes and ensuring
the areas are kept neat and tidy in general.
Stationery
·Maintain sufficient stock levels of Office Services supplies to meet the business requirements. Notify the service provider when stock levels reach minimum level.
·Respond to emails from internal clients requesting stationery, deliver items from the stationery stores or order as required.
Management/Team
·Co-operate with the Team Leader in the organising of the daily workload.
·Organise own daily work responsibilities with the other members of the Office Services ensuring a fair distribution of the workload is maintained at all times.
·Work closely with team members to resolve service issues
·Assist team members, providing cover as required to ensure continuity of service
·Understand the wider facilities team and support other teams to provide excellent all round service
·Responsible for identifying/developing own training needs.
Financial/Budgetary
·Understand the cost implications of the service provision and offer advice accordingly
Quality Management
·Record and monitor all services
·Adhere to the procedures laid down in the Quality Management System
Health and Safety Duties/Responsibilities
·Undertake all work in a responsible manner in line with the health and safety policy.
·Ensure you are familiar with fire evacuation procedures.
·Ensure your work area is neat and tidy and free from hazards - trailing cables, boxes, files, etc.
·Report any health and safety hazards, incidents or accidents to your Health and Safety representative as soon as is seen or brought to your attention.
Person Specification
·Customer service focussed
·Numerate and literate
·IT proficient in word, excel and outlook
·Knowledge and experience of mail and print operations in a customer focussed environment
·Polite, helpful and friendly
·Flexible and willing to cover shifts at short notice
Please email your cv to sallie@mazercecruitment.com or telephone 0161 218 8080
