Reprographics Operator

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

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

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

Essential Skills

• 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

Desirable Skills

• Positive, willing, and enthusiastic attitude
• Confident communicator with strong written and verbal skills
• Flexible and adaptable approach

Personal Attributes

• Strong customer service focus
• Proven team player
• High standard of personal presentation