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Business Support Assistant

Posted By: Source People
Address:
Contact: 01224 623700
Date Posted: 1st Dec 2008
Salary: £7 - £7.50 per hour
Location: Aberdeen
Reference Code: CVTEMP
Views Since Posting: 7
Full Description:

The role will be based in Aberdeen.

Business Support will encompass the following points but is not restricted solely to these.

Answer telephones in a timely, courteous manner and redirect where possible or take a full message complete with contact details. Pass messages on by e-mail immediately.

Ensure reception and all public areas are kept tidy at all times. This to include keeping the reception desk clear of unnecessary clutter and ensuring that any documents of a private/confidential nature are not visible to any callers to the office At all time maintain confidentiality of candidate documents and any documents passed to you for photocopying, scanning etc by using folders, trays etc.

Check calendars each day to ensure you have all the information you need to inform callers to the office of the whereabouts of consultants and their availability. Make appointments in diaries when instructed.

Meet and greet visitors to the office in conjunction with the office diary. If the visitor is a client take their name and contact the person they are here to see. Show them to whichever room they are booked into and offer them tea/coffee/water. Please be aware of confidentiality and ask whether the visitor would like the blinds drawn. If the visitor is a candidate follow the same procedure but ask them if they have completed a registration form; if they havent give them one to fill out. Ask for their passport and take a copy for their file. Also copy any visas, qualifications etc.

When visitors have left the office check the interview rooms for dirty cups/glass and ensure the room is left tidy for the next visitor.

Carry out various administration task as and when required.

This will include but not be limited to -

o Inputting and formatting cvs on IQX; updating cvs as requested (formatting of cvs constitutes the greater part of this role.
o Maintaining records on IQX as directed.
o Completing wrap form interview notes and filing.
o Issuing timesheets to contractors as required.
o Liaising with consultants every Thursday to ensure ads for the Press & Journal are submitted by the 12 noon deadline and then proof the ads for the Friday publication.
o Take web ads from the consultants and enter information onto the various web sites all as detailed; delete ads as and when instructed by consultants.
o Producing contract documents for new contractors & clients when a placement is made.
o Photocopying/faxing/scanning documents all as required to maintain an efficient system or as requested by others.
o distributing faxes received in a timely manner.
o Franking outgoing envelopes/packages and ensuring the mail is taken to the Post Office at the end of every working day.
o Backing up tapes on a daily basis.

Order stationery as required in conjunction with the other members of staff and also by checking on a regular basis that supplies are maintained. This will include being responsible for checking that letterheads/continuation paper/branded envelopes are regularly checked for stock levels and advising the office manager when stocks are running low. Letterhead/continuation paper stock should be reordered when 2 packs are remaining to allow sufficient time for the printers to produce.

Ensure that there are adequate supplies of coffee/tea/sugar etc available at all times.

Ensure that there are adequate supplies of hand towels/paper towels/toilet tissue/hand wash available at all times.

Arrange for milk delivery to be monitored and changed as and when necessary.

Collect daily newspapers and distribute to consultants.