Records and Workplace Assistant

Williams Lea Tag
21 Jul 2017
20 Aug 2017
Contract Type
Full Time
Records and Workplace Assistant
£15356 plus company benefits
Permanent, Full Time

Are you self-motivated with a “can do” attitude? Are you an effective communicator with a keen eye for detail? Do you have extensive experience of Records Administration in a financial environment?

Williams Lea Tag is a leading provider of marketing and communications supply chain services business with a large, high profile client base. We help organisations transform business processes and realise the potential of their brands. Our solutions combine reengineered processes, leading technologies, and highly experienced collaborative teams. As part of the Deutsche Post DHL Group, our financial strength and global reach enables us to deliver these solutions anywhere in the world and we are looking to hire a Records Manager to join one of our prestigious clients in Cambridge.

Sound good so far? Then this is the perfect position for you and you are just the individual that we are looking for!

The Job:

The Records and Workplace Assistant is responsible for delivering a first-class experience to customers using workplace facilities and the managed filing service provided by the client. The role-holder is responsible for the accurate completion of all tasks, delivered within the agreed service levels.
The hands-on role supports the regional Team Leader in managing the records management workflow and there is also an expectation of working closely with the client FM Workplace Coordinator (WPC) 9on a day-today basis.

Key Responsibilities:

As part of the Records and Workplace Assistant you will manage workflow and processes to meet SLAs, support operation to undertake all records management tasks, and collate required management information for performance management and contractual reporting. You will be fully conversant with all records management processes and technology, take responsibility for meeting targets under the risk and rewards scheme, and produce management information in a timely and accurate manner. You will carry out administrative tasks as necessary as well as being responsible for meeting health and safety obligations. You will be responsible for meeting all IMS/ISO obligations and ensure that any training opportunities are recorded on training cards with accurate skill evaluation.

You are responsible for developing a positive and professional relationship with customer whilst creating and maintaining the highest levels of customer confidence by providing a flexible and responsive service. You are to take ownership of problems and ensure customer feedback complaints are dealt with efficiently. You will develop an excellent understanding of the customer’s business and ensure that Williams Lea Tag delivers a service in line with their objectives.

You are also responsible for supporting the WPC, acting as primary contacted for all Workplace Services in their absence. You will act as the ‘eye and ears’ of the REFM Team, bringing any areas of improvement or issues to the attention of the WPC, and reporting to Helpdesk for resolution: Vending, Reception and Client Services, Maintenance, Cleaning, Print device availability and Stationery. You will act as a provision of cover for Client Suite service when necessary as well as managing the general housekeeping and stock checks. You will raise purchase orders, check and code invoices via the client’s invoicing system, Basware.

You will be responsible for the collection and moving of files so must have a positive and hands on work ethic that is happy performing physical tasks on a day to day basis.

The Fit:

The ideal candidate will be motivated with a “can do” attitude and must have the ability to work both alone or collaboratively. You will possess a high level of customer focus with a proactive approach to service delivery and client satisfaction. You have excellent communication skills, both written and oral, and confidence to communicate at all levels with excellent organisational skills. You will ideally be fully conversant with the InSight or iCandi products where appropriate, be familiar with Microsoft Office tools, and be comfortable with email tools and digital telephone.

The Package:

In return the Records and Workplace Assistant will receive a salary of £15,356 and benefits which includes Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay. Additional benefits such as Dental Insurance, Childcare Vouchers, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis. You will also have the opportunity to work for a global employer who is part of Deutsche Post DHL group; and dedicated to offering each and every employee an enjoyable, challenging, and rewarding career with future career development prospects.

Williams Lea Tag positively encourages applications from suitable qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

Please note: Due to high volume of responses received for this role we will not be able to contact all applicants directly. If you have not heard from us in two weeks please consider your application unsuccessful. – This is a standard caveat as for some roles we receive hundreds of unsuitable applications