Trainee Office Services Assistant (Apprenticeship)

Trainee Office Services Assistant (Apprenticeship)

• Trainee Office Services Assistant (Apprenticeship)

About the role

We are currently looking for a Trainee Office Services Assistant to join our Facilities team in our Cardiff office.

The successful applicant will study a Business Administration Level 3 Apprenticeship (work- based).

The role is to provide a first-class client care experience to all staff and visitors using Reception, Conference Suite and Facilities services, ensuring both external and internal clients are treated as a priority and that high service delivery standards are consistently met.

Key Responsibilities

• Meeting and greeting clients and providing Wifi codes when necessary
• Overviewing conference room bookings to ensure rooms have availability
• Conducting daily quality checks in the meeting rooms and liaising with IT as required
• Preparing meetings rooms to the layout required
• Providing refreshments (including ordering and setting out)
• Maintaining refreshment stock for meetings rooms
• Clearing rooms and re-arranging the furniture
• Booking taxis as required
• Receive incoming calls and/or Reception calls
• Carry out daily top ups and cleaning of the office coffee machine where relevant
• Dealing with incoming post - opening, date stamping and sorting into teams
• Scanning post, DX and handing courier deliveries to fee earners
• Follow internal process for incoming cheques
• Franking machine top ups, preparing and franking outgoing post and sorting DX post ready for collection
• Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines
• Ensuring the printers have paper stock and assists with minor printer issues (eg resolving paper jams, replacing toner cartridges)
• Assist with the stationery, print, cleaning and consumables supplies by ordering weekly/as and when required from our core list
• Arranging courier services as required
• Print out cheques and deliver to fee earners where relevant
• Carrying out archiving tasks closing files, deeds and Wills and preparing them for collection
• Undertake the process for retrievals arriving at the office to ensure we have received the correct stockYour role? ensures we have ins we'll keep page
• Carrying out tap flushing routines when necessary
• Ad-hoc duties, as required, to support the Office Services Manager
• To carry out the role of a Fire Warden following the completion of the necessary training

Skills / Experience Required

• Good spread of GCSEs (4-9) including English and Maths
• Previous administration experience would be advantageous
• Positive, enthusiastic and pro-active approach
• Excellent organisational skills
• Ability to work as part of a team and use own initiative
• Knowledge of Microsoft packages
• Accuracy and attention to detail
• Flexibility in the duties of the role, and ability to cover additional hours when required
• 'Can do' and 'will help' approach
• Self-motivation and willingness to learn and improve
• Good communications skills
• Excellent client care approach

The interview process will start as soon as suitable candidates have been identified.

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