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Stationery & Filing Clerk - DOCKLANDS |
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Administration - Clerical Assistant |
in London Docklands |
| Co-ordinate and manage the clear desk policy by ensuring that files are not left on desk's overnight. Where possible ensure that all hot desk pedestals are emptied at the end of each day. Monitor the process and liaise with the Operations Manager or Operations Assistant to achieve best practice.
Ensure the breakout rooms/areas and general open plan areas are kept tidy at all times. Liaise with department secretaries/administrators to ensure that all boxes, files and other ad hoc items are filed or stored away off of the open plan floor. Ensure that all meeting and breakout rooms are kept well stocked of paper/pens/board wipes etc. Ensure the shredding machines and confidential waste bins are emptied at regular times Organise the removal of bulk rubbish when and where necessary by liaising with Facilities. Report any malfunctions of office equipment, lighting, air-conditioning etc. to the appropriate Facilities department. Keep general office notice boards up to date. Ensure that all desks have the appropriate location plate, updating and ordering where necessary Ensure all IT cables are kept in a tidy and non-hazardous way ie kept inside cable managers. Ensure that the touchdown area is kept tidy and stationery is well stocked at all times. Report faults and track progress to maintain an efficient working environment. Assist Operations Manager and Operations Assistant with ad hoc requests where necessary. Filing/ Stationery (assisting the Filing /Stationery Clerk) Ensure stationery orders/deliveries are quickly sorted and distributed/put away to avoid untidy boxes being left in the open plan office areas, walkways and corridors. Ensure the stationery areas are kept efficiently stocked at all times, are clearly labelled and maintained in a very orderly and tidy manner. Keep track of stationery orders and costs using an excel spreadsheet. Liase with the Operation Manager or Operations Assistant with regard to special orders and stationery budgets. Assist departments with photocopying and binding reports on an ad hoc basis. Liaise with Document Production Centre for bulk orders. Manage all aspects of the archive & off site filing system Paperchase, liasing with department secretaries and administrators. Maintain up to date client lists of historic files, retrieve files from 2hr retrieval/archive, and keep a record of recipient of files and chase for speedy return. Check all boxes have been returned to the archive department and the contents are correct. Maintain close contact with the archive department to ensure that the most upto date filing system is being used. Assist internal clients and colleagues in locating files. Ensure the stationery supplies adjacent to the faxes and printers in the individual departments are kept efficiently stocked and tidy. Manage and co-ordinate any initiatives to change the stationery letterhead or design eg: co-ordinate the removal and destruction of out of date stationery from the business unit and bulk order new supplies to minimise business unit disruption. Request and submit new ideas to maintain the efficient running of the filing system. |
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