Records And Workplace Assistant - Aberdeen - Permanent - Part Time Full Time
Ernst & Young
Scotland - Aberdeen, United Kingdom | Bachelor's Degree | 1 - 3 years | Full Time | Male or Female | Administration & Office Support | Accounting
Job Summary
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
Job Responsibilites
Operations
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
- 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
- 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
- To report incidents to WPC/Senior WPC, immediately, as appropriate
- 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
- 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
Job 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
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