Business Support Assistant

This role is a 35 hour working week with no hybrid working, on site only.

Purpose of the role:

To take responsibility for undertaking purchasing and the smooth running of the print room and provide reliable and efficient photocopying when required.

To be responsible for ordering of stationery for the London office and the regions.

Responsibilities

Key responsibilities include, but are not limited to:

• To order and distribute all London office stationery and maintain stock levels.
• To print in-house business cards and to order headed paper etc. for the London and regional offices from our supplier.
• To deal with problems arising from faulty equipment, especially photo-copiers, and calling in engineers when required.
• To ensure that printing and stationery costs are kept to a minimum.
• To ensure photocopy paper is replenished twice weekly or as required.
• To be responsible for all toners and maintenance for copiers.
• To cover the building services manager in his absence.
• Other tasks as and when required.
• Deal with all the outgoing post. Booking all types of mail and parcels through the Royal mail account for all the London office, Recorded, special delivery and international mail.
• At the end of the day take the mail down to main reception for collection.
• Assisting other departments when required with post room duties, printing, deliveries, couriers etc.
• Printing, photocopying, and binding when required.
• Raising Purchasing orders using focal point.
• Booking national & international couriers using City sprint account.
• Cover the facilities manager in his absence and daily after 3pm.
• Replenish & clean the coffee machines when the facilities manager is off.

• Set up meeting rooms when required.

• Open, stamp, scanning and sending the incoming post when admin assistant is WFH twice a week.
• Uploading and allocating post to the relevant department for incoming post in M files when the admin assistant is on annual leave.

• Collect and distribute internal parcels & mail.

• Deal with any queries especially related to mail, printing and stationery.

Working with clients;

Client relationships:

• You establish good rapport with (internal and external) clients, provide excellent service and are responsive and accessible, building solid relationships that allow us to better understand their needs and tailor our service accordingly.

Client care and adding value:

• You are committed to delivering the best possible results for our clients through taking ownership of your tasks, delivering work of high standards and demonstrating an approachable and professional manner. You continually seek to improve the service you provide to your clients.

Engaging with the big picture:

• Demonstrates our core values in everything you do - attention to quality, professionalism, integrity, approachability and relationships.

Business Development:

• Demonstrates a clear understanding of the external marketplace and the issues our clients face in order to be able to identify opportunities to extend work with existing clients and providing services to potential new clients. Start to build networks and actively engage in developing ideas to enhance the value our clients find in our services.

Working with people;

Motivating and developing people:

• Support new colleagues as they join the firm and help them settle into the team that you are a part of.

Leading and managing people:

• With increasing experience starts to demonstrate a willingness to lead on projects and activities, or constructively challenge those who are leading and managing.

Communicating with impact:

• You are able to express yourself clearly both face-to-face and in writing and take time to understand the environment your stakeholders operate in and adapt your approach accordingly. You seek to have a positive impact on everyone you come into contact with.

Delivering as a team:

• Demonstrates your understanding of the need to work as a team, recognising and drawing on the strengths of each individual. You encourage collegiate working and sharing of ideas to deliver the best possible service to our clients. You avoid blaming others and work as part of the team to deliver work and resolve issues.

Achieving results;

Innovation:

• Demonstrates genuine professional curiosity and problem-solving skills. The ability to think pragmatically and commercially to suggest ways to make our work more efficient and of value to our clients.

Embracing change:

• Approaches new situations with an open mind, supporting the senior team in bringing about change to improve the way we do things.

Commercial focus:

• Recognises that time is a cost and adjusts behaviour accordingly.

Managing risks:

• Accepts and demonstrates personal responsibility for health and safety, data protection and other compliance areas. You demonstrate the need for client confidentiality at all times.

Self management;

Initiative:

• Works proactively and takes initiative. You know when to ask for help and where to find it. You use opportunities to learn from others.

Career motivation:

• You are committed to your personal and professional development, taking responsibility for furthering your career within the firm through seeking opportunities to expand your knowledge and hone your skills.

Resilience & tenacity:

• Accepts that challenges are part of our working lives and demonstrates an ability to remain motivated and engaged through such times.

Self-management;

• You plan, prioritise and prepare in advance in order to meet deadlines and work commitments efficiently. You have an enthusiastic and positive 'can-do’ approach. You are prepared to put in extra effort to get the job completed on deadline and to the standard required.

Technical skills, experience and knowledge;

• Previous experience working within a print room enviroment.
• Working with Xerox printers or equivalent
• Ability to be able to communicate well with staff and partners
• Ability to analyse costings
• Liaise with suppliers to obtain best prices

Required skills and qualifications;