Office Administrator - Information Management Services Specialist (Sps3218)

Job Purpose:

To work as a member of the Service Solutions team to ensure an efficient, effective and proactive contribution to the running of the office services. The role provides the backbone of SPS managed service operations to a high-profile client and works collaboratively with the wider One Team. The post holder will perform a multi-faceted role delivering a high level of customer service and a variety of tasks related to the reprographics, distribution, records management, and stationery services. Whilst ensuring own knowledge is current for relevant policies, procedures and compliance of ISO standards. Working as part of the wider 'One Team' requires a flexible and agile approach to meet the evolving requirements of the living portfolio as and when necessary. Functions will include daily manual handling, use of smart tablets, workflow applications such as ServiceNow, a variety of software and technical use of equipment to fulfil the role.

Duties and Responsibilities:

Distribution Mail/Couriers:

• The post holder will be professional at all times when dealing with clients and proactively represent SPS on site promoting excellent customer service
• Receiving, sorting and distributing all incoming and outgoing mail ensuring that mail manifest spreadsheet is updated, and the digital audit trail is evidenced on the Smart tablet using the internal tracking system application
• Carry out multiple daily scheduled mail collection rounds
• To assist with the procurement and delivery of all stationery items
• Process all incoming and outgoing courier items
• Log all incoming “signed” for items onto our internal tracking system (print bar-code identifiers for all items)
• Monitor devices for ad-hoc receipt of faxes, digitise the fax and share with the named recipient ensuring there are no data breaches
• Run regular tracking reports and ensure all items are scanned and signed for at collection/delivery

Reprographics:

• Hands on approach and the ability to undertake and manage several tasks simultaneously
• Prioritise workload and to produce it to an acceptable high standard of quality and to exact client specifications and deadline
• Gain full knowledge of ServiceNow, our workflow platform for print, mail & courier requests
• Ensure that the print request components are logged accurately on ServiceNow to allow successful billing
• On completion of print request ensure that the client’s identification is seen when collecting their request
• After each shift ensure that details of any outstanding work and deliveries are communicated by email to colleagues working the next shift
• Preventative maintenance and first line technical support for all Xerox Multifunction Devices (MFD's), request engineer when needed.

Technical:

• To produce all work to exact client specification and timeframes
• To operate all equipment to the highest safety standards in line with training provided. And request a service call immediately after a problem arises.
• Being proficient in MS Office, Google applications, Adobe Acrobat and workflow application ServiceNow
• An intermediate knowledge of IT systems
• Ability to use task scheduling systems to organise routine tasks and prioritise unplanned tasks
• Use Smart tablets with various applications such as PinPoint. And Barcode scanners for records management tasks
• Make accurate bookings for priority mail and courier distribution on supplier websites, ensuring labels and paperwork are produced. And quality check each item being sent

Records Management:

• Receive training as a Transearch Administrator (TSA). Then take ownership to ensure to gain full experience of Transearch and Iron Mountain system
• Ensure that you comply with the procedure manual when managing tasks related to the handling of data and files
• Work efficiently by scheduling routine tasks, and prioritising ad-hoc requests that will require a prompt response
• Escalate client queries and service issues to the Information Management Officer (IMO) when necessary
• Gain full knowledge of transearch and Iron Mountain web processes
• Collate management information and administration tasks for reporting and invoicing
• Be attentive while handling files for delivery and collection from the client - Follow all security checks when files are transitioning between the office and off-site via the Iron Mountain representative.
• Delivery and collection of files throughout the office

Person specification:

The ideal candidate will display knowledge and experience of the following;

Qualifications

• N/A

One team

• Work together with service partners of One Team
• Response Able
• Ad-hoc tasks to include reception support, meeting room setups, catering, welcome services, logging any faults within the office (lighting, coffee machines, MFD's, alarms, etc.)
• Train to be a first aider and or fire warden if requested by the client
• Assisting with client queries
• Raise your own security awareness, by attending security workshops and being vigilant
• Adhere to client SOP’s when completing tasks such as key management and issuing of passes

Roving activities

• Provide occasional cover at offices across the UK, (duration could be for a single day, a week or longer term if project related)
• Travel and hotels will be booked and paid for, agreed allowance for meals can be expensed
• Represent Service Solutions to high standards by having an enthusiastic approach, being proactive in day-to-day tasks working to our consistent procedures that apply at all offices

Procedural

• Comply with all process and procedural manuals, maintain own knowledge and provide evidence of training
• Ensure service levels are achieved 100% of the time, communicate to line manager when you are at risk of not achieving the SLA
• Provide daily, weekly, and monthly information as required by your line manager
• Timely and accurate entry of job details onto management systems

Covid

• A full understanding of all Covid risk assessments and guidelines is required
• Support the One team and the workplace office manager to ensure all staff and clients are following the Covid guidelines
• Agile approach to meet fast changing needs

Health & Safety Responsibilities

• Report any deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment
• Work equipment and PPE to be used properly in accordance with all training received
• Report any issues or training needs to your line manager
• Follow company policies and procedures at all times

N.B. All roles will be expected to undertake manual handling duties within their physical capabilities. It is therefore, essential that if you have a disability which will limit your ability to undertake this type of work, you alert us at interview to this.

SPS UK&I ensures equal employment opportunity to all employees and applicants without regard to race, colour, religion, gender, sexual orientation, national origin, ethnic background, age, marital status, physical or mental disabilities, or any other characteristic protected by law. Our policy extends all phases of the employment process, including recruitment, selection, transfer, training, restructuring, promotion and compensation.

Job Types: Full-time, Permanent

Salary: Up to £25,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Employee discount
• Life insurance
• Referral programme
• Sick pay

Schedule:

• 8 hour shift
• Monday to Friday

Application question(s):

• Do you have any experience of distribution services such as postal and courier services?
• Do you have intermediate IT Skills using software such as MS Office and Chrome?
• Do you have at least 6 months experience of working in a customer facing role?

Work authorisation:

• United Kingdom (required)

Work Location: In person

Application deadline: 08/02/2024
Reference ID: SPS3218