General Office Team Leader
This vacancy has now expired, and is not accepting any new applications.
Please search for live opportunities or use the Register Interest facility to sign up for job alerts and/or leave your CV speculatively.
Trowers & Hamlins is a City-led, international and national law firm with over 160 partners and 950 staff. With offices across the UK, Middle East and Asia, we provide a full-service integrated offering.
Our clients operate in diverse industry sectors such as construction, transport and infrastructure, banking and financial services, distribution and logistics, education and health, hotels and leisure, defence, engineering and surveying, charities, retail and energy and natural resources. We also act for many high net worth individuals.
We are different and we believe it is our people that make us unique. We expect and respect that you and your talents are too. The truth is we don't prescribe who you are or how you ought to be. It's what you can do that interests us most.
While the work on offer is rewarding and often complex, the qualities we look for are simple. The ability to get on with people from all walks of life, for example. To talk and to listen. To develop the sorts of relationships that mean you win the friendship and loyalty of clients and colleagues alike. In short, to connect. These are the characteristics our people all have in common. They are vital, as is the drive and imagination to use your unique talents to the full. We will help you in this. In fact, we will support you in every way we can.
Where you'll work
We are recruiting for a full time General Office Team Leader to support our Operations department in Exeter. The role will be responsible for service delivery to the business of internal Operational services ie Post, Print, management of housekeeping services in The Senate, Exeter. Supervision of a team of Workplace Assistants whose duties will include processing and delivery of all incoming post and delivery items and outgoing post and couriers, providing an excellent reprographic service to internal clients and managing stationery and housekeeping services.
What you'll be doing
Team Leader:
- Responsibility of managing and training General Office Assistants to deliver workplace services as set out below.
- Ongoing overview of the incoming requests using Team task management systems eg Centralised Inbox and BIGHAND Now.
- Review of workloads and adjusting resource allocation to meet business needs.
- Promotion of best practice and change management.
- Arranging shift patterns to suit business needs
- Ongoing review and maintenance of written team procedures.
- Checking and approval of invoices and allocation to correct budget codes
- Facilities and maintenance requests coordination
- Responsibility for stocking catering supplies in staff kitchens
- Liaising with FoH team to provide ad-hoc Reception cover and support
Administration/General:
- Manage incoming requests using team task management systems eg centralised Inbox and BIGHAND Now.
- Manage / record workloads
- Communicate receipt of requests, actions and clarify instructions and deadlines as appropriate
- Assistance to Office Manager with Starters and Leavers processing
- Monitor the floors / work environment for good housekeeping
- Deliver stationery, ensure office stationery / print hubs are stocked, clean and tidy
- Assisting with preparation and execution of internal and external office moves
- Delivery of bulk goods throughout the building
- Assisting with meeting room set up for large events
- Providing cover on FoH if required
- Liaise with 3rd party providers eg Courier companies
- Assisting with the administration of file archiving and retrieval service
- Liaison with London Finance regarding paying in cheques received locally
- Ensuing staff kitchens are stocked with catering supplies
- General Maintenance tasks as requested
Post and Print:
- Daily receiving, sorting, processing and distribution of all deliveries, Royal Mail, DX, Courier and by hand.
- Use department systems to scan and distribute post electronically and receive instructions on handing of originals.
- Managing Private, Finance and unreferenced mail appropriately
- Collection and preparation of outgoing post and deliveries
- Ensuring deadlines are met for sending special delivery mail
- Organising couriers
- Communication to requestors with tracking details for special delivery post and outgoing couriers.
- Record and upload of client and department charges to cost recovery system
- Responsible for delivering "by hand" packages locally as appropriate
- Undertaking large volume scanning, photocopying and printing requests in-house
- Document printing, scanning, copying and finishing
- Firstline management of basic Printer Maintenance and liaison with IS and 3rd party providers to troubleshoot equipment / software issues.
- Resize and print spreadsheets upon request
- Download documents from Datarooms, print or save to iManage as instructed
- Download and print documents from iManage and other company systems.
- Producing and engrossing documents.
What you will need
- Ability to prioritise work effectively and meet deadlines
- Good communication skills both oral and written
- Understanding of privacy and confidentiality
- A strong team player
- Ability to use initiative
- A positive and proactive attitude
- Flexibility and commitment
- An ability to operate autonomously and/or with minimum supervision
- Drive and enthusiasm
- A willingness to learn
- A self-starter
- Excellent attention to detail with a methodical and logical approach
- Common sense
- Good humour
- Polite and professional manner
Experience and qualifications:
- Relevant experience or working in the Operations team in a similar professional environment
- Organised and self-motivated
- Reliable
- Knowledge of Microsoft Outlook, Word and Excel
- Ability to use PC based departmental systems effectively
As part of our firm recruitment policy our candidates are subject to employment screening background checks. These checks include personal details, education and employment history, professional qualifications and credit and criminal checks as appropriate.
Trowers & Hamlins is an equal opportunities employer and values diversity and inclusion. All applications will be considered on merit and the applicant's suitability to meet the requirements of the role and will be treated equally irrespective of Ethnicity, Gender (including Trans and non-binary) Race, Disability, Religion and sexual orientation.