General Office Deputy Supervisor

A great opportunity to join our General Office department, currently comprised of a General Office Supervisor and a General Office Assistant. As the firm grows, our aim is to recruit astute, motivated and enthusiastic individuals to provide an excellent level of customer service to internal clients.

As a Deputy Supervisor, you will be responsible for the duties outlined below and for supervising the General Office Assistant in the General Office Supervisor’s absence.

• Post – ensure all incoming/outgoing Royal Mail, DX and couriers are sorted in line with agile working protocols and service standards. Ensure franking machine is topped up and any faults are reported to the franking machine supplier and resolved promptly.
• Faxes - ensure incoming faxes are delivered promptly to the appropriate person.
• Reprographics – work as part of a team to complete all print, copy, scan and bind tasks. Also report issues with machines to our reprographics maintenance company and ensure faults are resolved promptly.
• Stationery – carry out stock checks, place orders for items as required and top up stationery points as necessary, ensuring items supplied accord with the core stationery list.
• New joiners – carry out the General Office new joiners’ induction session in the General Office Supervisor’s absence.
• Financial – ensure all incoming invoices are checked for accuracy, against the contract price/terms where appropriate, and are coded for the Head of Business Services’ authorisation within one working day of receipt.
• KPI’s – ensure accurate records are kept and checks made to ensure the monthly KPI report is sent to the Head of Business Services on the first working day of each month.
• Meeting rooms and events - assist in setting up and re-setting meeting rooms as requested, liaising with the Reception team as and when required.
• Office environment – undertaking transfers of furniture and other large/heavy items (either internally or as part of contractor deliveries/works) to assist with space or safety protocols and help maintain a clean and safe working environment.
• Supervisory – supervise the General Office Assistant when the General Office Supervisor is absence, co-ordinate rotas and lunches to ensure there is sufficient cover at all times, and maintain service standards when managing workload via call, email or Teams, advising the Head of Business Services where any issue arises that might impact client service.
• Records support – manage the on-site and off-site archiving and matter closing service when the Records Assistant is absent.

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Due to the high volume of applications we receive, we regret that we are unable to respond to each candidate individually. If your application is shortlisted, we will contact you within one week. Thank you for your understanding.