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Document Solutions Assistant (Part Time) - Nottinghamshire

Office & Administration - Office Administration
Ref: 559 Date Posted: Monday 19 Nov 2018
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Purpose of the role

To provide a high-quality client experience (internal and external) in line with the firm’s brand values and Standards

Responsibilities

  • Preparation and re-preparation of work – removal and replacement of all types of bindings e.g. staples, paper clips, treasury tags, wallets etc. and insertion of “header sheets” to enable the work to be scanned ensuring the documents are returned to its original form once complete
  • Distribution and collection mail, faxes, cheques and other documents to & from departments and handling of sacks/boxes of up to 15kg in and out of the office
  • Hand deliveries and collections to and from local sites
  • Franking outgoing mail and & inter-office mail, arranging couriers and special deliveries etc. by request, completing the relevant details on the automated payment system
  • Distribution of all courier and special deliveries, ensuring items logged in and signed for
  • Assist with the moving & organisation of office equipment and furniture when required
  • Scanning – Operation of high capacity and flat-bed scanners using Kofax Capture and VRS technology to ensure all scanned pages clear, legible, correctly rotated and no pages are missing
  • Saving and sending documents/images to the document management system or as per requests
  • Printing – All types of printing including printing from MS Word, Excel, Visio, PowerPoint, MicroDicom, Adobe, Nitro and DMS
  • Working with & editing digital and original documents including full bleed document creation, paginating, redacting, file label and spine creation
  • CD burning and encryption, including copying CDs, saving files to CD from email/document management systems
  • Retrieving & sending files to & from the offsite the storage provider as per requests, using software and hardware as appropriate

Technical skills

  • Excellent IT skills with a minimum typing speed of 45wpm and good understanding and experience of using the following
  • MS Outlook, Word, Excel, PowerPoint & Visio, Adobe, Nitro
  • Knowledge of Kofax Capture, MicroDicom, Condeco, icompli, Visual files, Fiery print driver, electronic fax systems, workflow ticketing, document management & case management systems would be an advantage

Person specification

As part of the Document Solutions team, you will be expected to have the following skills and experience:

  • Ability to adapt to change and understand the need to develop processes
  • Keen to help advise and educate clients to enable them to make life easier for the services the team provide
  • Positive can-do attitude, with the ability to work on own initiative whilst maintaining a positive team spirit at all times
  • Effective communication skills with the ability to build and maintain relationships with clients & colleagues
  • Ability to operate and understand a variety of different equipment, including but not limited to, franking machines, envelope slitters & envelope inserters, scanners, printers, guillotines, fax machines and document binding/finishing equipment
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