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Office and Quality Assistant

Suffolk

You will assist the Office and Quality Executive in facilities coordination and building management, to promote high standards and to ensure the office runs smoothly. You will ensure that all visitors are greeted in a professional manner and support all employees and visitors. You will build excellent relationships with all employees and support them with office requirements and administrative support. You will fully understand business functions and will strive to meet expectations and deliver high quality works. Reports to the Office and Quality Executive.

 

Team worker:

  • Assist and provide support to the Office and Quality Executive and Associate Director (Information and Security)
  • Work closely with other members of the Business team
  • Work closely with other professionals throughout the business
  • Ensure information is available on a timely basis
  • Work flexibly to support delivery across the service

 

Business delivery:

  • Welcomes visitors by greeting them either in person or on the telephone and answering and referring enquiries in a professional and courteous manner at all times
  • Ensures Reception area and processes are always highly organised and presentable at all times
  • Builds exceptional relationships with all visitors and all employees
  • Ensures all office supplies are well stocked and monitors deliveries
  • Helps and assists all staff by performing ad hoc duties such as proof reading, document editing and minute taking
  • Assists with facilities co-ordination and building maintenance for Concertus Group offices, ensuring all issues have been logged and action has been taken to resolve
  • Assists with co-ordination of the quality management function of the Business Team, working with the team to update policies and procedures and notifying staff of changes
  • Considers new ways of working, offering ideas for new procedures
  • Provides administrative support to all staff as directed by line manager
  • General administrative duties such as scanning, photocopying, filing and typing as and when required
  • Manages visitor whereabouts and needs at all times
  • Co-ordinates events and initiatives to create and promote an excellent office culture
  • Responsible for ensuring all post and deliveries are logged and distributed
  • Understand all staff needs in terms of meeting rooms, pool cars and facilities
  • Reports all issues of importance to the appropriate people and provides support to all team members
  • Promotes standards and professionalism at all times and is knowledgeable about the services Concertus provides
  • Maintains security by following procedures, complying with rules and regulations
  • Maintain knowledge of relevant systems in support of the business function
  • Delivers exceptional customer service
  • Monitoring processes to ensure KPIs are met and assist with KPI reporting

 

Quality:

  • Full project software understanding in order to support the team

 

Measures of success:

  • Feedback from Colleagues and Line Manager
  • Timely completion of tasks
  • Accuracy
  • Effectiveness of support
  • Colleague feedback
  • Clear Review

 

It’s essential you have:

  • The ability to carryout effective communication with all stakeholders
  • Sensitivity when dealing with confidential information
  • Effectively manage own time, workload and resources
  • Strong attention to detail and a high level of organisation
  • Able to effectively manage own time, workload and resources

 

Communicating:

  • To carry out effective communication with all stakeholders
  • Sensitivity when dealing with confidential information

 

How you act:

  • Professional, friendly and honest – Builds good relationships with colleagues, understands the importance of confidentiality
  • Attention to detail – Able to deliver clear and accurate information
  • Team worker – You work collaboratively with your team to achieve better outcomes for customers
  • Service deliverer – You focus on delivering a service that provides great outcomes for our customers
  • Customer focused – you put the customer first
  • Shows initiative – you come up with ways of improving how we do things
  • Well organised – you plan and prioritise your work to ensure that deadlines are met. You have the ability to plan and multi-task and can work to strict deadlines
  • Willing to learn – you want to acquire new skills that will support you in your role
  • Flexible attitude – you are prepared to work flexibly to deliver the service

Apply here:

    CV*

    Covering Letter*