Document Production Administrator
Our client based in London EC2 are looking to recruit a Document Production Administrator on a 4 month contract.
Job Purpose: To provide administrative support to the Document Production Centre within the IT Department. This is by nature a very varied role, which requires a high level of versatility and the ability to multi-task and prioritise a heavy workload. It may be necessary to assist, or cover for, other IT administrative staff from time to time.
Key responsibilities
Float and Evening Secretarial co-ordination
1. Establishing the needs of users through the departmental Secretarial Co-ordinators.
2. Co-ordinate the daily allocation of float secretaries to cover for sickness and holidays etc.
3. Produce weekly cover list for the following week, ensuring cover needs of the firm are catered for.
4. Prioritise ad hoc cover requirements as received.
5. Process temp invoices and ensure they are charged to the correct department.
6. Undertake monthly charge out to departments for float resourcing.
7. Provide feedback and assist with float/evening secretarial appraisals.
8. Issue float report forms and chase feedback.
9. Co-ordinates the booking of evening secretaries.
10. Arrange overtime secretaries as required and maintain weekly overtime volunteer list.
11. Manage Saturday standby cover.
Booking in administration
12. Develop and maintain user portal in SupportWorks.
13. Monitor booking requests submitted via SupportWorks and work with Team Leaders to prioritise all incoming work.
14. Act as point of contact with users for issues arising from booking requests.
General administration
15. Act as first point of contact within the office and for incoming calls to the Centre.
16. Management of incoming and outgoing post.
17. Photocopying and binding of documents.
18. Filing and other admin tasks as required.
19. Dealing with any IT issues and liaising with the Service Desk.
20. Monitors holiday requests and movements for the DPC staff.
21. Setting up and maintenance of filing systems and filing correspondence in and out.
22. Adhere to stated policies and procedures relating to health and safety, and quality management.
Key skills
1. Previous experience in an administrative role.
2. Confident attitude to using computers and IT issues in general, with a proven working knowledge of using Microsoft Word and Excel software packages, using email and the internet.
3. Confident telephone manner.
4. Ability to compose letters and other documents with minimal supervision.
5. Attention to detail.
6. Good numeracy skills.
7. Able to coordinate and prioritise workload.
8. Excellent interpersonal and communication skills.
9. Ability to work well with different personalities.
10. Team player, but also able to work under own initiative and unsupervised.
11. Excellent organisational skills and the ability to prioritise work effectively in an environment that can sometime be pressurised.
Salary: £20,000 - 24,000 Pro Rata
Contact Name: General Contact
Email: -
Phone: 020 8506 2300
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