Records And Workplace Assistant - Aberdeen - Permanent - Part Time in Scotland - Aberdeen, United Kingdom

at Ernst & Young

Industry
Accounting
Specialization
Administration & Office Support
Minimum Qualification
Bachelor's Degree
Required Experience
1 - 3 years
Employment Type
Full Time
Gender
Male or Female

Job Description

The Records and Workplace Assistant will be responsible for the provision of a client focused file management  service through the application of policy and best practice.  
  • To follow and fully adhere to all statutory and regulatory standards, procedures and processes of all elements of records management
  • To provide a first class service to clients using the available document management systems in line with agreed service level agreements
  • To deputise and provide cover for the Workplace Coordinator during times of planned or unplanned absence

Responsibilities

Operations
  • Undertake all records management tasks
  • Fully conversant with all records management processes and technology
  • Carry out administrative tasks as necessary
  • Provide daily lunch time cover for reception and client suite, ensuring consistent delivery of services within the client suite
  • Provide planned / unplanned cover for reception and client suite
  • Order and maintain stock levels of all stationery items within workplace relating to REFM
  • Daily checks of all office service centres and stationery cupboards
  • General housekeeping, within the workplace including communal areas and hotdesks
  Health & Safety
  • To always work in a safe manner and report any hazards to the WPC/Senior WPC, immediately, as appropriate
  • To follow all Health & Safety instructions as directed by either the WPC or Senior WPC
  • To attend all statutory Health & Safety training
  • To liaise with the trained first aider if a visitor should fall ill or have an accident and ensure all relevant paperwork is completed
  Security
  • To report incidents to WPC/Senior WPC, immediately, as appropriate
  Finance and reporting
  • Check and code Basware invoices for services/ goods purchased or enjoyed by workplace services in accordance with agreed best financial practice
  • Raise/approve purchase orders when required
  Environmental
  • Support and assist with the roll-out of environmental initiatives
  • Promote best practice across the office for waste and energy management
  • Support the firm’s environmental policy to improve overall performance and help it achieve its stated environmental objectives and targets

General Experience

  • Previous customer services environment essential
  • Ability to work independently and as part of a team
  • Previous reception experience desirable
  • Previous experience working within records management desirable
  • Requirements

    • Immaculate grooming and personal hygiene is essential
    • Ability to communicate effectively both verbally and in writing is essential
    • Computer literacy skills – Intermediate Excel, Word and Lotus Notes/Outlook
    • Strong customer focus
    • Ability to operate calmly under pressure
    • Able to demonstrate a professional and organised approach to the role
    • Logical thinker, able to spot errors and resolve queries
    • Able to work to deadlines and prioritise workloads
    • Able to build and maintain strong relationships, both within REFM team and with clients, both internal and external, based on trust, flexibility and a professional approach
    • Striving to improve the service offered with proactive approach to service delivery and client satisfaction
    • Previous customer services environment essential
    • Ability to work independently and as part of a team
    • Previous reception experience desirable
    • Previous experience working within records management desirable
      Apply Now

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