Office Equipment Operator/Office Attendant

JOB PURPOSE

To operate and monitor all the equipment in the Resource Centre; monitor paper usage and report machine malfunction to the Office Manager; maintain a clean office environment, prepare and serve water and refreshments for staff and meetings; keep utensils, pantry, vault, water dispenser, maintain restrooms, sick bay, refrigerator and microwave oven clean. 

KEY OUTPUTS

• Equipment operated; 
• Documents copied and bound; 
• Furniture, appliances and equipment maintained, kept clean and malfunctions reported;
• Office environment secured and maintained; 
• Mail and/or documents delivered; 
• Water provided and water/ice dispensers cleaned 
• Printed documents and copying of unofficial documents monitored; 
• Printer and copier stocked and paper usage monitored. 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties 

• Ensures furniture, appliances and machines are kept clean; 
• Ensures that equipment and machines are maintained as scheduled; 
• Performs simple and routine troubleshooting to resolve problems with equipment;
• Monitors material printed and reports unofficial usage to the Supervisor; 
• Photocopies official documents according to instructions provided; 
• Ensures payments are made for unofficial copies; 
• Ensures copies done are of a high standard; 
• Stocks and monitors usage of paper for the copiers and printers; 
• Checks paper trays of photocopier and printers to ensure adequate level of paper is maintained;
• Ensures staff records and signs for copies made; 
• Maintains an inventory of food, cleaning supplies and paper usage;
• Shreds documents taken to the room for shredding as well as those spoilt from copying or printing; 
• Binds documents according to instructions provided; 
• Ensures the equipment room is kept clean and shredded paper removed; 
• Prepares and provides water, washes and stores drinking glasses and other utensils before and after use; 
• Prepares and serves refreshments for meetings/functions etc.; 
• Assists with the distribution and movement of letters, documents, files etc. within the office; 
• Accompanies drivers to deliver/collect letters, documents, packages and supplies for the Department; 
• Maintains office plants and sick bay facilities where applicable; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Office Manager. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• The machines are operated according to the manufacturers guidelines; 
• Photocopying is done as stipulated, within the required timeframe, spoilage minimized and documents are carefully and properly bound on request; 
• Furniture, appliances and equipment are kept clean at all times and malfunction reported as soon as it is discovered; 
• Printing and copying of unofficial documents are carefully monitored and misuse reported; 
• The photocopiers and printers are adequately stocked with the correct paper and the usage of the paper carefully monitored. 
• Water provided daily and dispensers cleaned as stipulated; 
• Mail and documents are delivered to the correct office and officers within the required timeframe 
• Office doors are opened and closed within the established timeframe;

AUTHORITY TO:

• Refuse to copy unofficial documents; 
• Report and withhold the printing of unofficial documents; 
• Recommend the servicing of equipment; 
• Manage paper usage; 
• Request food, cleaning supplies and utensils; 
• Collect mail/documents for the Department; 
• Monitor the sick bay. 

REQUIRED COMPETENCIES

Specific Knowledge 

• Knowledge of the operation and maintenance of office machines including the binding machine; 
• Knowledge of housekeeping; 
• Knowledge of plant care. 

Required Skills and Specialised Techniques 

• Good communication and interpersonal skills; 
• Good organizing skill; 
• Good time management work ethics and the ability to work under pressure;
• Good troubleshooting skill; 
• Good emotional intelligence; 

Qualification and Experience 

• NCTVET Certification in Equipment Operating or equivalent; 
• Valid Food Handler’s Permit; 
• Certificate in food preparation and /or housekeeping would be an asset.
• At least one (1) year’s experience in a related area. 

WORKING CONDITIONS

• Normal office environment; 
• Exposure to heat generated by the machines, chemical used on/in the machines and dust. 
• Required to work irregular hours/weekends/holidays; 
• Heavy lifting may be required.