The All England Lawn Tennis Club, the home of The Championships, Wimbledon needs to recruit a General Office Assistant to join the General Office on a temporary contract from March until August/September 2013.
The General Office provides a high standard of reception and switchboard services together with mail services and administrative support to other departments.
Proven administrative experience and good reception and customer service skills are essential. You must be able to administer large volumes of paperwork, use computerised systems, have good spoken English, be numerate and enjoy working as part of a team.
Working days are Monday to Friday (37 – 37½ hour week) except during the Championships fortnight when extra days and longer hours are required.
How to apply
To apply, send your cv or application form and covering letter to: Jill Homan, Personnel Department, The All England Lawn Tennis Club (Championships) Limited, Church Road, London, SW19 5AE. Applications to be received by 22 February 2013.
Download application form
The All England Lawn Tennis Club (Championships) Limited is an equal opportunities employer and welcomes applicants from all sections of the community. Appointments are made on merit.
JOB TITLE: General Office Assistant
PURPOSE OF JOB: Provide reception and switchboard services to high standards. Carry out General Office duties efficiently, including sorting and franking post and word processing. Provide administrative support to other departments in a helpful manner.
REPORTS TO: Personnel Manager (day-to-day duties organised by the Senior General Office Assistant)
- Maintain high customer service standards at all times. First-class reception of visitors – greet visitors; ensure they sign into visitor book, advise departments promptly of the arrival of visitors.
- Maintain an immaculate Reception area and counter at all times. Ensure Reception desk is staffed at all times.
- Answer calls to the switchboard promptly and accurately in a pleasant and professional manner. Transfer/announce calls and take and pass on accurate messages, as required.
- Answer queries from the public within the scope of the job, or refer to appropriate department.
- Check that correct newspapers are delivered to Reception.
- Book meeting rooms (on computerised system), arrange refreshments and visitor car parking spaces when needed. Liaise with security about visitors.
- Photocopy documents; send and distribute faxes.
- Administer large volumes of routine paperwork, including assistance with mailings (involves collation of papers and stuffing envelopes etc).
- Ensure photocopier, fax and franking machines operate properly and are always filled with paper; assist staff when needed with machine functions, for example, scanning, laminating, faxing etc.
- Willingness, and ability, to gain an understanding of office machinery and resolve minor problems.
- Receive and sort twice-daily incoming mail and frank/despatch outgoing mail including letters and packages. Fill and move mail sacks.
- Log recorded/registered mail and record incoming parcels and faxes.
- Maintain computer diary (Outlook).
- Organise courier services; order taxis.
- Take identity photographs for accreditation and download to computer system.
- Ensure the General Office, Post Room and stationery cupboards are tidy at all times.
- Assist the Senior General Office Assistant with the purchase/supply/organisation of stationery, toner cartridges etc and provision of stationery to staff.
- Provide word processing/administrative service as required (including basic spreadsheet input, documents, memos, letters, e-mails).
- Provide a helpful and efficient service to members of staff and visitors. Support other departments willingly year round with administrative tasks, which may include filing.
- Maintain BT telephone directories; keep internal telephone list up-to-date.
- General housekeeping tasks including emptying shredder bags.
- When required, report any maintenance issues in the Museum Building offices to the Buildings & Services department.
- Work effectively with other General Office staff
- Follow health and safety procedures, including manual handling procedures.
- Preparatory work for The Championships.
- Championships duties as required – these include learning about Championships processes and operational matters so that a range of queries from the public (at reception and on the phone) can be answered accurately and professionally. During The Championships, work the required hours and days (13 Championships days of approximately 12 hours and a normal working day the Saturday/Sunday before).
- Liaise with Royal Mail, Neopost and other suppliers, in the absence of the Senior General Office Assistant.
- Some duties may be allocated to one General Office Assistant or the Senior General Office Assistant, for a period of time.
- Any other duties within the scope of the post as may be required by the Personnel Manager or Personnel Administrator.
Note: Year-round working hours are set out in the person specification.
INTERNAL AND EXTERNAL CONTACTS
- Internal: All members of staff and contractors, at all levels.
- External: Royal Mail re mail services; Neopost re franking machine; TSM re photocopier and fax machine.
- Members of the public and visitors to the AELTC
General Office Assistant
Education, Training, Qualifications
- GCSE/‘O’ Level standard of education
- Clear and fluent spoken English
Previous Work Experience/Achievements
- Administrative work using manual and computerised systems
- Customer service – professionally answering queries and resolving problems
- Dealing effectively with difficult people and queries, face to face and on the phone
- Maintaining confidentiality
- Switchboard and reception in an organisation with high standards
Abilities, Skills, Knowledge
The ability to:
- Communicate effectively face to face, by telephone and e-mail to people at every level
- Administer high volumes of routine paperwork (eg for large mailouts) which requires a level of manual dexterity
- Meet individual and departmental deadlines
- Follow policies and procedures
- Build and maintain effective internal and external working relationships
- Take personal responsibility and use initiative within established guidelines
- Become an integral part of a well established team, but also be able to work independently
- Focus on detail and be accurate
- Cope with fluctuating workloads and pressure
- Carry packages/parcels (reams of paper etc); pack letters and packages into mail sacks and move mail sacks
Competent use of:
- Word (intermediate level) – able to set out letters, reports etc
- Outlook (or similar system to intermediate level)
- Organised, efficient, professional and reliable; good timekeeper
- Positive and helpful manner
- Flexible, calm approach to work
Other Relevant Factors, including working hours
- Year round, there is a Senior General Office Assistant and one General Office Assistant. Staff working on reception need to dress smartly year round and during The Championships a uniform is provided.
- From 1 April to 30 September, excluding the Championships period, the General Office Assistant’s basic hours of work are normally Monday to Friday, 8.30am to 5pm or 9am to 5.30pm, with an hour for lunch, ie a total of 37.5 hours a week. The autumn/winter hours, usually from 1 October to 31 March, are 8.30am to 5pm or 9am to 5.15pm ie an average of 36.88 hours a week, usually on alternate weeks, although flexibility is required to meet the demands of the job.
- From 1 June, the General Office is open from 8am and the job holder must be prepared to start work at 8am. During the Championships fortnight (last week in June and first week in July), the job holder must be able to work the Saturday/Sunday before the event and 12-hour days on the 13 days of The Championships.
E = ESSENTIAL D = DESIRABLE for applicants to meet relevant standard