Reprographics Operator

Salary: £28,000 per annum + a 10% shift allowance

Address: London EC2N

Contract: 12-month fixed term contract, full time

Hours: 40 hours per week

Shifts: Mon-Fri between 8:30am-5:30 with a 1-hour unpaid break. You will be required to work other shifts between 7am-11:30pm for coverage.

Work model: Fully onsite

Purpose of this Role: The Reprographics Operator is responsible for the effective operation of the Document Production Centre (DPC) during both the early shift (7.00am–3.30pm) and evening shift (3.30pm–11.30pm). The role involves managing workflow, delivering high-quality reprographic production, and maintaining clear and proactive communication with clients. The Reprographics Operator provides a comprehensive range of reprographic services to a diverse internal and external client base, ensuring accuracy, efficiency, and adherence to agreed deadlines and quality standards.

Key Responsibilities

• Produce, print, finish, and deliver reprographic work in line with client and team requests
• Meet, and where possible exceed, individual and team performance targets
• Carry out any reasonable duties as requested by the Production Manager
• Ensure all work requests are logged accurately, tracked, and completed in full
• Provide accurate and timely updates to clients and customers on job progress
• Advise clients and customers on the most appropriate and cost‑effective production methods
• Communicate all pre‑booked work to the Production Manager and shift colleagues
• Carry out quality checks on all work to ensure accuracy and adherence to standards
• Ensure a comprehensive handover is provided at the start and end of each shift
• Work collaboratively with colleagues to deliver the best possible outcomes for clients
• Adhere to all departmental policies, processes, and procedures
• Maintain a clean, tidy, and safe working environment
• Account for all copies produced and reconcile output against metered usage where applicable
• Provide first‑line fault‑finding and basic maintenance for production equipment
• Arrange engineer call‑outs and ensure all equipment faults are recorded accurately
• Order stock and consumables as required
• Arrange the onward distribution and delivery of completed work to clients and customers
• Undertake document scanning on an ad hoc basis

Key Authorities

• Quality check their own work and that of colleagues
• Produce and release work to clients without completing the full quality control process where written client authorisation has been received (e.g. urgent or time‑critical requests)
• Resolve operational issues quickly and effectively
• Keep clients informed of progress, delays, or issues, enabling them to take alternative action where necessary
• Consider and apply alternative approaches to operational challenges
• Stop production where an issue is identified with a print or scanning job
• Prioritise workloads effectively to ensure deadlines are met
• Handle and log customer complaints
• Compile, prepare, and issue quotes to clients
• Order consumables, stationery, and stock via the WL purchase order system
• Carry out stock takes and stock audits
• Raise purchase orders with suppliers via the WL preferred purchasing system

Quality and Operational Performance

• Demonstrates a strong focus on quality and continuous improvement
• Challenges existing processes constructively to enhance efficiency and service delivery
• Works quickly, accurately, and with attention to detail
• Ensures work is completed right first time by checking own output
• Consistently meets agreed targets and objectives
• Takes decisive and appropriate action to achieve results
• Works independently and completes assigned responsibilities without supervision
• Cooperates fully with management and supports operational goals

Client Focus

• Builds a strong understanding of clients’ businesses, needs, and expectations
• Takes ownership of client requests, adopting a flexible and responsive approach
• Presents a professional image at all times
• Treats every job as an opportunity to exceed client expectations
• Communicates honestly regarding timescales, errors, or issues, taking responsibility where appropriate
• Keeps clients informed of progress or problems, enabling informed decision‑making
• Provides clear options and solutions to achieve the desired outcome
• Follows through on all commitments

Drive and Enthusiasm

• Motivated by deadlines and achieving high standards
• Demonstrates a proactive, positive, and energetic approach
• Takes ownership and responsibility without needing to be prompted
• Willing to work additional hours where required to meet client needs
• Maintains punctual and reliable attendance
• Represents the company positively at all times

Personal and Team Development

• Responds positively to feedback and applies learning to improve performance
• Keeps up to date with relevant technology, equipment, and processes
• Demonstrates curiosity and a willingness to learn
• Shares knowledge, skills, and experience with colleagues
• Adopts a flexible and adaptable approach to change

Judgment

• Considers alternative approaches and solutions when faced with challenges
• Takes cost implications and operational impact into account
• Identifies potential risks and escalates issues where appropriate
• Makes decisions based on sound knowledge of procedures and available information

Effective Communication

• Communicates clearly, concisely, and professionally, both verbally and in writing
• Asks questions to confirm understanding
• Uses appropriate tone and structure in all communications
• Remains calm and confident when dealing with difficult or upset individuals
• Listens actively and responds sensitively to others
• Demonstrates an awareness of body language and communication style

Planning and Organising

• Takes a structured and methodical approach to work
• Prioritises tasks effectively to meet deadlines
• Accurately estimates time requirements and manages workloads
• Maintains an organised and tidy work environment
• Monitors progress and identifies potential issues in advance
• Escalates concerns promptly where deadlines are at risk
• Manages multiple tasks simultaneously and sees work through to completion

Team Working

• Works collaboratively and supports team objectives
• Seeks assistance when required and supports colleagues when needed
• Shares information openly and constructively
• Remains flexible to accommodate team requirements
• Treats internal colleagues as customers
• Contributes positively to team morale and culture

Technical / Professional Skills

• Demonstrates strong technical knowledge relevant to reprographics operations
• Solves problems using sound technical judgement
• Has a thorough understanding of relevant systems, procedures, software, and equipment
• Applies technical knowledge effectively across a range of situations
• Contributes to the development and improvement of work processes

Person Specification

• Previous reprographics experience
• Ability to work effectively under pressure
• Strong PC literacy
• Ability to manage difficult situations appropriately
• Ability to work independently and use own initiative
• Positive, willing, and enthusiastic attitude
• Confident communicator with strong written and verbal skills
• Flexible and adaptable approach

Personal Attributes

• Proven team player
• High standard of personal presentation

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. 25 days holiday, plus bank holidays (pro‑rata for part‑time roles). Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances. Life Assurance, Private Medical Insurance, Health Assessments, Discounted gym memberships, Referral Scheme.

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.