Part- Time Office Assistant (3 days per week)
Lloyds Bank Foundation, one of the leading corporate foundations in the UK, is seeking to recruit a talented and flexible Office Assistant to help improve the daily operations of our office in London.
The right candidate will have excellent interpersonal skills and previous experience of handling a wide range of administrative, Health and Safety and executive support tasks.
You will be responsible for ensuring the smooth running of the office and will be the first point of contact for all office related activities as well as supporting the wider team with administrative tasks.
Your responsibilities will be diverse and varied, from welcoming visitors to reception, organising meetings, arranging accommodation and travel, streamlining existing processes to liaison with facilities management and landlord agents on office related matters.
You will have impeccable organisational skills, be willing to act on your own initiative and able to adapt to the needs of a varied and changing workload.
This is a part-time role of three days a week, with flexibility around the days you would work.
Interviews will take place on 7 July.
To apply please provide a CV and cover letter - each no more than two sides of A4 by Monday 26th June 2017.
As Office Assistant, you will ensure the smooth running of the London office and work alongside the Executive Assistant (EA) providing additional executive support. You will have a number of roles to perform so the Office Assistant will be required to manage a varied workload and priorities in order to service the needs of the office.
CORE RESPONSIBILITIES AND ACCOUNTABILITIES
- Manage office operations and procedures to ensure organisational efficiency;
- Act as first point of contact for visitors;
- Manage suppliers providing office services and ensure that work is completed to the agreed standard and value for money achieved.
- Schedule Operating Meetings as appropriate and provide proactive timely and appropriate support;
- Plan and monitor progress and take follow up action in respect of issues arising from correspondence/contacts and meetings to ensure that appropriate action has been taken within the required timescale;
- Support EA and Senior Management Team in a wide range of executive support tasks including preparation of Board and subcommittee meetings and Foundation events;
- Undertake designated administrative duties such as hotel/room bookings and venues for meetings, catering, etc.;
- Maintain record and filing system to ensure speedy and efficient retrieval of information.
- Proactively identify and support the development of new ideas to streamline existing processes;
- Work with colleagues across the organisation to assist the wider development of the Foundation’s work;
- Undertake other duties as may be reasonably be required.
Health and Safety
Management of business control procedures such as Health & Safety and Business Continuity;
- Manage suppliers providing Health & Safety services and ensure that work is completed to the agreed standard and value for money achieved.
- Liaison with the Facilities Management and the Landlords agents on office related matters.
KEY SKILLS AND COMPETENCIES
Good IT skills with knowledge of Microsoft Office;
- Confident communicator with an organised and methodical approach to work;
- Strong organisational, administrative and prioritisation skills to work effectively on own initiative to resolve issues/enquiries and manage multiple tasks;
- Excellent time management skills to plan and prioritise workload;
- Personally exhibit open and effective communication practices in all day to day activities.
- Able to take accurate minutes/notes at meetings;
- Commitment to individual learning and development - motivated to develop new skills and act on formative feedback;
Commitment to equal opportunities and to tackling disadvantage and willingness to uphold the Foundation’s values in all areas of work.
EXPERIENCE / KNOWLEDGE
The ideal candidate would have at least two years’ experience of working in a busy office, particularly within a small team or other administrative experience;
Strong oral and communication skills;
Good knowledge of office management systems and procedures;
Good IT skills, including knowledge of a range of office software packages.