Job description

Role purpose

The Junior Associate and Office Coordinator is responsible for supporting the effective and smooth running of operations at Scope’s Here East office.

You will play a vital role as the main point of contact for Scope colleagues, visitors and suppliers, delivering seamless customer service and administrating essential day-to-day tasks in the office. Inclusion and accessibility will be at the heart of everything you do.

Reporting into the Executive Associate Team Manager, you will also provide assistance to the Executive Support Team, offering you a fantastic opportunity to develop as you progress in your role.

Main responsibilities  

• Give a warm welcome to external guests and escort visitors from the Here East Reception area to the Scope office and be available for queries from the Front Desk.
• Build relationships inside and outside of Scope.
• Administer the Office Support mailbox, responding to all queries in a polite and timely manner.
• Request car park spaces for colleagues and visitors.
• Maintain the Franking Machine. Collect and sort post daily, booking couriers when required.
• Help to keep the office tidy and monitor storage space. Be a keyholder for Here East cupboards and lockers.
• Book meeting rooms and ensure these are set up appropriately. Check that IT has been tested before meetings start, accessibility and digital requirements met, and that catering for meetings has been organised and delivered.
• Monitor and order offices supplies including stationary, tea, coffee and milk.
• Produce new ID passes. Welcome new starters and give them a tour of the fire exits.
• Liaise with the Here East staff, Executive Associate Team Manager, Cleaning contractors and Property Team regarding any facilities issues.
• Raise purchase orders, chase invoices, add Goods Received Notes, liaise with the Finance Department, forward invoices for payment, and set up new suppliers.
• Identify any areas for cost savings in the office.
• Help the Executive Associates to maintain and update information, such as structure charts on InScope (Scope’s intranet).
• Assist the Leadership Team and Executive Associates with ad-hoc requests, such as printing, drafting letters and photocopying.

Key contacts

Internal contacts

• Executive Associate Team Manager
• Executive Associates
• Junior Executive Associate
• Finance Directorate
• Fundraising Directorate
• Retail Directorate
• Property team
• Governance team
• Technology Services team

External contacts

• Here East reception / front desk
• External Suppliers

Person specification

Knowledge and experience

Essential

• Customer service experience.
• Previous role working in a busy office environment.
• Proficient in using Microsoft Office, Outlook and Teams.
• Good level of written and spoken English. 

Desirable

• Using a Finance System for processing invoices.
• Liasing with office suppliers.
• Experience of organising meetings and using an online room booking system.
• Issuing office wide communications via Microsoft Teams or email.
• Understanding of health and safety procedures in an office environment.
• Lived experience of disability.
• Understanding of the social model of disability.

Skills

Essential

• An approachable, inclusive, and friendly manner.
• Excellent communication and interpersonal skills.
• Professional and well presented.
• A self starter who is proactive, positive and flexible, with a can-do attitude.
• Ability to work as part of a great team and also individually, using initiative and sharing best practice.
• Organised, with the ability to multi-task.
• Attention to detail.
• Enjoys belonging to Scope’s community and works according to Scope’s values - Pioneering, Courageous, Connected, Open and Fair.