Onsite - Document Services Operative

Apogee is one of the UK's leading managed workplace services providers and part of HP Inc. We are a people-focused business that invests in career development, wellbeing and creating opportunities for our colleagues to grow. Alongside a competitive benefits package, we support professional development, community volunteering, wellbeing initiatives and employee recognition throughout the year.

We are committed to creating an inclusive workplace where everyone feels valued and supported. As a Disability Confident Employer and Armed Forces Covenant Bronze Award holder, we welcome talent from all backgrounds and are passionate about helping people succeed, whether they are taking the next step in their career or returning to work after a break.

JOB DETAILS

Hours of work Monday to Friday - covering shifts on site full time from 6am - 6pm - 37.5 hours a week

Please note a Basic DBS is required for this role

We are seeking a professional and customer-focused on site Document Services Operative to join our onsite team at one of our client' sites in London. This is a varied role that combines document production, print and reprographics services, mailroom operations, reception duties and customer support.

The successful candidate will be responsible for delivering a high-quality, accurate and responsive service, ensuring all client requests are completed within agreed service levels while maintaining exceptional standards of quality, security and professionalism.

Key Duties and Responsibilities

• Produce high-quality printed and digital documents in line with client specifications and deadlines.
• Operate a range of print, scanning and finishing equipment, including binding, laminating, collating, folding and photocopying.
• Scan, convert, merge and prepare documents using approved software and systems.
• Conduct quality checks to ensure accuracy of page order, print quality, quantities and finishing before release to clients.
• Report equipment issues promptly and carry out first-line troubleshooting where appropriate.
• Maintain clean, organised and efficient workspaces and equipment areas.
• Manage incoming and outgoing mail, courier services and internal document distribution.
• Sort, prepare and deliver post and packages accurately and within required timeframes.
• Process tracked, registered and special delivery items, maintaining accurate records and proof of delivery.
• Select appropriate courier and postal services based on urgency, cost and security requirements.
• Handle confidential and sensitive documents securely and in accordance with site procedures.
• Provide a professional and welcoming reception service for employees, visitors and contractors.
• Meet and greet visitors, ensuring all site security and visitor management procedures are followed.
• Manage visitor sign-in processes and issue visitor passes where required.
• Answer and direct telephone calls, emails and general enquiries efficiently and professionally.
• Coordinate meeting room bookings and support meeting room set-up when required.
• Ensure reception and front-of-house areas remain presentable, organised and welcoming at all times.
• Provide a professional and responsive service to employees and visitors at our client's site.
• Respond to customer enquiries promptly and efficiently.
• Clarify requirements for complex or unusual requests to ensure expectations are met.
• Communicate any potential delays or service issues to customers and management as appropriate.
• Prioritise workload effectively to meet deadlines and service level agreements.
• Support colleagues across the operation during busy periods and absence cover.
• Contribute ideas for service improvements and operational efficiencies.
• Participate in training and development activities to maintain and expand skills across all service areas.

SKILLS AND EXPERIENCE REQUIRED

Previous experience within a print room, reprographics, document services, mailroom, reception, facilities or similar operational environment.

• Experience operating print production, scanning or document finishing equipment.
• Previous customer-facing reception or front-of-house experience is desirable.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• A proactive and flexible approach to work with the ability to adapt to changing priorities.
• Strong communication and customer service skills.
• Ability to work independently while also contributing positively to a team environment.
• Good IT skills and confidence using Microsoft Office and document management systems.
• Understanding of the importance of handling confidential and sensitive information appropriately.

BASIC DBS:
This post is subject to a Basic Disclosure and Barring Service (DBS) check. Under the Rehabilitation of Offenders Act 1974, applicants are only required to disclose unspent convictions. Spent convictions do not need to be declared and will not be taken into account. We are committed to fair recruitment and welcome applications from all candidates, including those with criminal records, provided any unspent convictions are disclosed and assessed appropriately.