Archiving Assistant (short term contract) (Wine Jobs: Management & Administration)

Contract

  Bates Wells Braithwaite

  London, England

We are looking for an Archiving Assistant to join the busy Central Services department, on a short time 3 month contract. Please click here for the Archiving Assistant job description. 

BWB is proud of its values and delivers its services to clients in a practical, commercially-focused manner. BWB advises a huge range of organisations including household name charities and public benefit institutions, commercial organisations and private individuals. 

If you are interested in applying for this role, please send your CV and covering letter, addressed to Nicole Cardinali including the reference HR433, to [email protected] by Friday 28 July 2017. 

Please include details on your current package – base salary and your benefits package. Applications will not be processed without this information. 
Job Description 

Job Title: Facilities Admin & Archiving Assistant 

Reports to: Facilities Manager 

Direct Reports: None 

Job Purpose 

The Facilities Administrative Assistant will work closely with the Facilities Manager to ensure that the 
necessary administration and archiving for BWB is maintained to the highest possible standard to 
meet client needs. 

The Role 

It is anticipated the role will be 40% Facilities Admin and 60% Archiving 

Key Responsibilities and Duties include:
Post:

  • Opening all incoming DX and post daily, date stamping each letter, scanning in or distributing

relevant post into post trays and distributing incoming tracked items to each person. 

  • Sending out outgoing post / DX / Specials and Tracked DX and doing last calls for DX (5:00pm)

and post (5:45pm). 

  • Collecting outgoing / internal post at regular intervals
  • Keeping a regular check, topping up money and general maintenance of the franking machine.
  • Sending all mail shots and keeping a check on money for them.
  • Ordering Stationery from Royal Mail.
  • Chasing up special deliveries / tracked DX’s for Fee Earners for POD.
  • Taking post bags down to ground floor for collection
  • Checking if any overpriced Royal mail items could be cheaper sent by courier.
  • Setting up new post trays for new joiners.

Catering:

  • Order stock from suppliers online and replenish stock in each kitchen once a week.
  • Taking ordered stock to basement on arrival.

Stationery Cupboard:

  • Stock up the stationery cupboards weekly by liaising with Anglo, keeping on top of any printed

stock in our room, eg folders/dividers. 

  • Purchase special stationery orders for members of staff that requests them.
  • Stocking up of envelope cupboards every week
  • Distribute paper every Tuesday and stock up the copiers.
  • Purchasing stamps when stocks are low.
  • Purchasing cards for departments for leavers / family-friendly reasons.

Banking:

  • Taking cheques and cash to NatWest at Bank every day at 3:00pm.
  • Collect cash cheques from the bank (c. £1000) at Accounts request.

Toners:

  • Replacing toners in relevant printers.
  • Liaising with Ethos to keep the current delivery system of the toners running smoothly.
  • Checking the printer list and Ethos list is up to date.
  • Purchasing any special request toners/inks for home workers.

Reception:

  • Set up meeting rooms for large meetings / seminars and stocking up reception, kitchen areas.
  • Purchasing wine, beers, crisps regularly for seminars.
  • Liaising with Marketing / Reception for meeting room requirements, eg. podium, flipcharts, space

for projectors, badge table, coat rails, etc. 

  • Ensure there is sufficient tablecloths in the furniture cupboard and send out dirty ones to be

cleaned by Stalbridge 

By Hands:

  • Collecting any by hands from front desk and taking them to who they are for.
  • Personal deliveries to be keep in the Facilities Admin room and the member of staff emailed

Photocopying / Printing / Scanning:

  • Collecting photocopying from staff, photocopying as required, returning print jobs to staff when

complete. 

  • Charging of any relevant copying.
  • Binding documents.
  • General maintenance of all copiers, ie. Ordering toners and organising engineers.

Office Moves:

  • Planning and coordinating desk moves involving moving cupboards of files, drawers, computers,

phones, chairs, plants, etc. 

  • Coordinate desk moves for trainees (3 or 4 times per annum).
  • Setting up desks for new staff with chairs, stationary and name plates.

Archiving:

  • Retrieving archived files from off-site storage as and when requested, with regard at all times

to BWB’s Data Protection policies and procedures. 

  • Sending closed paper files offsite for scanning and destruction.
  • Updating information on VisualFiles regarding closed files.
  • Adding scanned files onto VisualFiles.
  • Adding scanned knowhow files to BWB Knowledge Online.
  • Sending files off to LIVE storage.
  • Making up new Deed packets.
  • Keeping the online Deed/Will list up to date.
  • Liaising with appropriate suppliers regarding storage and scanning of closed files.
  • Working alongside IT regarding adding newly scanned files onto VisualFiles.
  • Sending off destruction certificates as and when required by suppliers.
  • Assisting with archiving related projects.

Person Specification – experience and attributes required:

  • Evidence of interest in, and commitment to, the success of the firm. Relevant experience within a

professional services firm would be desirable. 

  • Understanding of and commitment to BWB’s values and ethos which can be seen at

www.bwbllp.com. 

  • Excellent communication both written and verbal.
  • A self starter, able to demonstrate high levels of initiative and motivation, but also work closely

with other team members and displaying trust and loyalty. 

  • Ability to manage assigned tasks in an assertive, efficient and timely manner.
  • A ‘can do’ attitude is essential due to the nature of the work.
  • Exceptional interpersonal skills, demonstrating professionalism in all dealings.
  • Excellent attention to detail.
  • Must be able to multi-task and keep calm under pressure.
  • A good working knowledge of Microsoft Excel, Word and Excel (advanced) and a thorough

understanding of mail merges. 

  • The flexibility to work outside normal office hours and on occasional weekend may be required

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