Pay: £15ph

Duration: up to 3 months

Hours: 9-5.30pm

Location: City of London

Start: 29th March 2023

*This is an office-based role*

We are working with a charity based in central London, who are looking for an experienced Office Assistant to provide all round support and assist the Facilities Manager.

General duties will include:

• Provide a professional and friendly reception/ Facilities assistant service throughout the core working day, as directed by the Facilities Manager
• Deal with telephone and e-mail enquiries (external and internal
• Ensure the general office, including the reception area, the stationery room, the furniture store room and all communal areas are kept clean and tidy
• Ensure the efficient administration of incoming post and the franking of outgoing post
• Set up meeting room, which will include liaising with other key departments regarding their events set up and helping assist with room layout changes when required. This will include a large amount of manual handling e.g. moving tables and chairs, ordering and setting up catering and making tea’s and coffee for meetings etc.
• Handle invoices on behalf of the Facilities Manager, to include ensuring they are correctly coded and all amounts are correct
• Complete inductions for new staff to office procedures, including: arranging health and safety inductions, security passes, stationery and office facilities
• Order all stationery, office supplies and kitchen consumables while keeping within budget. Ensure all stock is kept to an optimum level
• Carry out administration and updating of the Facilities Management page of the intranet
• Liaise with internal colleagues to coordinate a guest speaker at the monthly departmental team meeting
• Assist with tenders for facilities suppliers, including stationery, maintenance, cleaning, etc.
• Act as a fire warden and first aider
• Train and manage temporary reception staff as required
• Cover for the Facilities Manager in their absence

What you need for this role:

• Excellent interpersonal and team working skills
• Experience of providing a high-quality reception service in a busy office environment
• Experience of booking and servicing meetings (e.g. preparation, lay-out, refreshments etc)
• Knowledge of general Health and Safety and manual handling
• Sound administrative and general office knowledge e.g. Experience of franking machines, photocopiers etc
• Excellent Microsoft office skills
• Sound written and oral communication skills with excellent attention to detail
• Ability to act with diplomacy and discretion and to safeguard confidential and sensitive information
• Ability to prioritise workload, multi-task and work on your own initiative
• Ability to remain calm and professional at all times. There will often be times when you will be under pressure and will need to ensure you have the skills to take this in your stride.
• Professional and helpful telephone manner

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.