Banner Default Image
Back to job search

Office and Quality Assistant

  • Location:

    Ipswich

  • Sector:

    Building & Construction

  • Job type:

    Permanent

  • Salary:

    £18000 - £21000 per annum

  • Contact:

    Tom Francis

  • Contact email:

    tfrancis@aktonrecruitment.com

  • Job ref:

    TFR395_1631098852

  • Published:

    16 days ago

  • Expiry date:

    2021-10-08

  • Startdate:

    ASAP

Office and Quality Assistant
£18,000-£21,000
Ipswich

The Role
You will assist the Office and Quality Executive in facilities coordination and building management, to promote high standards and to ensure the office runs smoothly. You will ensure that all visitors are greeted in a professional manner and support all employees and visitors. You will build excellent relationships with all employees and support them with office requirements and administrative support. You will fully understand business functions and will strive to meet expectations and deliver high quality works. Reports to the Office and Quality Executive.

Team worker:

Assist and provide support to the Office and Quality Executive and Associate Director (Information and Security)
Work closely with other members of the Business team
Work closely with other professionals throughout the business
Ensure information is available on a timely basis
Work flexibly to support delivery across the service

Business delivery:

Welcomes visitors by greeting them either in person or on the telephone and answering and referring enquiries in a professional and courteous manner at all times
Ensures Reception area and processes are always highly organised and presentable at all times
Builds exceptional relationships with all visitors and all employees
Ensures all office supplies are well stocked and monitors deliveries
Helps and assists all staff by performing ad hoc duties such as proof reading, document editing and minute taking
Assists with facilities co-ordination and building maintenance for our clients offices, ensuring all issues have been logged and action has been taken to resolve
Assists with co-ordination of the quality management function of the Business Team, working with the team to update policies and procedures and notifying staff of changes
Considers new ways of working, offering ideas for new procedures
Provides administrative support to all staff as directed by line manager
General administrative duties such as scanning, photocopying, filing and typing as and when required
Manages visitor whereabouts and needs at all times
Co-ordinates events and initiatives to create and promote an excellent office culture
Responsible for ensuring all post and deliveries are logged and distributed
Understand all staff needs in terms of meeting rooms, pool cars and facilities
Reports all issues of importance to the appropriate people and provides support to all team members
Promotes standards and professionalism at all times and is knowledgeable about the services our client provides
Maintains security by following procedures, complying with rules and regulations
Maintain knowledge of relevant systems in support of the business function
Delivers exceptional customer service
Monitoring processes to ensure KPIs are met and assist with KPI reporting

Quality:

Full project software understanding in order to support the team

Measures of success:

Feedback from Colleagues and Line Manager
Timely completion of tasks
Accuracy
Effectiveness of support
Colleague feedback
Clear Review

It's essential you have:

The ability to carryout effective communication with all stakeholders
Sensitivity when dealing with confidential information
Effectively manage own time, workload and resources
Strong attention to detail and a high level of organisation
Able to effectively manage own time, workload and resources

Communicating:

To carry out effective communication with all stakeholders
Sensitivity when dealing with confidential information

How you act:

Professional, friendly and honest - Builds good relationships with colleagues, understands the importance of confidentiality
Attention to detail - Able to deliver clear and accurate information
Team worker - You work collaboratively with your team to achieve better outcomes for customers
Service deliverer - You focus on delivering a service that provides great outcomes for our customers
Customer focused - you put the customer first
Shows initiative - you come up with ways of improving how we do things
Well organised - you plan and prioritise your work to ensure that deadlines are met. You have the ability to plan and multi-task and can work to strict deadlines
Willing to learn - you want to acquire new skills that will support you in your role
Flexible attitude - you are prepared to work flexibly to deliver the service