Address
Form of work
SalaryEmployer FUTURE PIPE LIMITED
Type Permanent
Job title Clerical Assistant
Reports to Office Manager
Job location 11, Hobart Place, London, SW1W 0HH
Annual Salary £23,500 per annum (with more for an exceptional candidate) + benefits
Contract Duration Permanent
Employment Status As it is unlikely that we will be able to obtain a Work Permit for this role, all job applicants must already have the right to work in the UK.
Job purpose To act as the first point of contact for visitors and callers to Future Pipe and to undertake a range of other administrative tasks as identified by the Office Manager.
Duties and Responsibilities
Telephone System.
1 Operate switchboard from 9.00am – 5.30pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line or voicemail.
2 Ensure all voicemail messages to main office number are taken and directed to staff members.
3 Maintain and ensure that the answer message is appropriate.
Reception.
1 Greet and welcome visitors to the Offices between 9.00am and 5.30pm, informing the relevant member of staff of their arrival.
2 Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables.
3 Ensure that a record of visitors is properly maintained.
4 The provision of refreshments if required.
Post.
1 Process and deliver internal and external mail daily.
2 Ensure that sufficient stamps are held.
Couriers/Taxis.
1 Book transport on behalf of members of staff.
2 Process invoices.
3 Prepare and book couriers.
Staff.
1 Collate and update staff lists, overseas offices and contact details regularly.
2 Verification of employee expenses to ensure accuracy.
Office Services.
1 Provide administrative and general support to the Office Manager in ensuring compliance with Health & Safety Regulations.
2 Prepare monthly invoices against bank statements for our book keeper.
3 Knowledge and use of photocopier, printer, e-fax and any other technology used in the office to provide office assistance.
4 Computer literate, knowledge of Microsoft Word, Excel, knowledge of/willingness to learn database software.
5 Ensure office supplies do not run out or run low.
Meetings and Events management
1 Provide logistical support to meetings held in Conference Rooms, to include preparation of meetings/conferences and assist in arrangements for catering provisions
Office Security
1 Issue keys for out of hours working and induct new staff and volunteers in office security procedures.
PERSON SPECIFICATION
ESSENTIAL REQUIREMENTS
Talents
For this role, the skills, qualifications and experience listed below are important, but first and foremost the qualities we are looking for in this job are to have a talent for understanding of and commitment to quality customer care and service provision with the willingness and ability to follow administrative procedures to a high standard.
This is what we will be looking for above all else.
Discretion, loyalty and integrity.
Educated to A level standard – or equivalent.
Experience of working within an office environment is an advantage.
Familiarity with the use of office equipment i.e. e-fax, photocopiers etc.
Implementing admin systems and databases.
Excellent verbal communication skills with a good telephone manner.
Good written skills.
Good interpersonal skills.
Computer literate, (experience using Microsoft with key board skills and experience of word processing, Microsoft Word) and spreadsheets (Microsoft Excel) combined with ability to acquire other skills as necessary (e.g. databases).
Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
Smart and business-like appearance.
Ability to work to a high standard (and while under pressure).
Commitment to Future Pipe’s aims and values.
DESIRABLE REQUIREMENT
Experience of working in a multi-cultural environment
SUMMARY TERMS AND CONDITIONS
Annual Salary The annual salary for the post is £23,500 per annum (with more for an exceptional candidate) + benefits
Leave entitlement 21 days per year plus English statutory holidays.
Notice period There will be an initial three month probationary period during which notice will be one week on either side. On successful completion of the probationary period notice will be one month or the statutory amount, if greater.
Working hours You will be expected to work a standard 35 hour week, with some flexibility around start and finish times to be agreed with the Office Manager.
Job Types: Full-time, Permanent
Pay: From £23,500.00 per year
Benefits:
- Company pension
- Private medical insurance
- Sick pay
Schedule:
- Monday to Friday
Work Location: In person
Reference ID: FUT24
Expected start date: 15/05/2024
