document services & workplace assistant in dublin city centre

17 April 2019
randstad financial & professional, randstad financial services
job type
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dublin city centre, international
secretarial & admin
job type
working hours
reference number
randstad financial & professional, randstad financial services
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job description

Purpose of role:

The Document Services and Workplace assistant is responsible for delivering a first-class experience to customers using workplace facilities and the managed filing service.

This hands-on role supports the regional Team Leader in managing the records management work flow and there is also an expectation of working closely with the client Administration and Workplace Services Coordinator (AWS WPC) on a day-to-day basis.

Key responsibilities:


* Support operation to undertake all Document Service and Workplace tasks and meet service levels.
* Actively support the client's environmental, consistency and security policies.
* Ensure that any training opportunities are recorded on training card with accurate skill evaluation.
* To reproduce high quality documents to client specifications using high speed reprographic and finishing equipment within Reprographics.
* Ensuring pride in work completed to the fastest, highest quality, including quality checking.
* To have a full understanding of work flow processes and procedures. To include:

* Processing and taking action on incoming user requests job submission system,
* Producing accurate work tickets through the work flow tool.

* Support colleagues and work as a team in order to achieve the best results for clients.
* Reporting issues as per procedure and escalating issues to senior leadership.
* Undertake additional duties as requested by management.


* Develop positive and professional relationships with customers.
* Create and maintain highest levels of customer confidence by providing a flexible and responsive service, exceeding expectations where possible.
* Take ownership for problems and ensure customer feedback and complaints are dealt with efficiently, with support from senior management.


* Establish credibility, communicating effectively ensuring a two-way process for sharing information.
* Foster a culture of excellence within the team by acting as a role model and driving best practice.
* Take ownership for personal development.
* Foster a constructive team working environment and "one team" ethos.
* Become a valued member of the team supporting colleagues to achieve results.
* Encourage a positive, courteous and productive working environment.

Workplace support

* To act as "eyes and ears" of the team, bringing any areas of improvement or issues to the attention of the WPC, and reporting to Help desk for resolution:
* Attention to Detail policy and procedures.
* Manage all mail (regular post and couriers) in line with the mail policy.
* Stationery ordering.
* Supporting clear work space policy for the entire office and leading by example.

Technical skills

* Familiar with Microsoft Office tools; in particular Excel for spreadsheets and Outlook emails.
* Comfortable with email tools and digital telephone.
* Good attention to detail skills.

Knowledge and skills required:

* Motivated with "can do" attitude.
* Must be familiar with the English language
* Ability to work alone or collaboratively and daily as part of a wider team.
* High level of customer focus - proactive approach to service delivery and client satisfaction.
* Excellent communication skills, both written and oral, and confidence to communicate at all levels.
* Excellent organisational skills.
* Possess a critical eye in terms of accuracy.
* Able to judge accurately when issues should be escalated to senior managers.

Key Competencies:

* Client Focus
* Effective Communication
* Team Work
* Planning and Organising
* Quality
* Judgement
* Drive and Enthusiasm

Shift Patterns:

Shifts are rotational on a 4 to 5 week pattern. They are subject to change due to on-site demands but generally rotate on a monthly basis.

* 7am to 3:30pm (1 hour lunch) or 7am to 3pm (half hour lunch)
* 8am to 4:30pm (1 hour lunch) or 8am to 4pm (half hour lunch)
* 9am to 5:30pm (1 hour lunch)
* 9:30am to 6pm (1 hour lunch) or 10am to 6pm (half hour lunch)

Randstad Financial & Professional encourage applications from individuals of all ages & backgrounds. Appointment will be made on merit alone but candidates must be able to demonstrate their ability to work in the UK. Randstad Financial & Professional acts as an employment agency for permanent recruitment & an employment business for temporary recruitment as defined by the Conduct of Employment Agencies & Employment Business Regulations 2003