Your Role
and What You'll Be Doing
The role of the Facilities Assistant is to provide support to the wider Irwin Mitchell teams. This may include document services (post, scanning, reprographics), porterage services, office service centre management (stationery stock control, ordering, and paper replenishment for MFD devices), meeting room (internal and client) and reception support, moves and changes, and archiving support.
1. Document Services – Incoming/Outgoing Post
Receipt, sort, distribute, and account for all incoming mail and courier deliveries. Regularly collect outgoing items from floors and ensure all such items are accounted for in line with processes and procedures.
2. Document Services – Scanning
Assist with all scanning requests received to support the wider office in digital ways of working.
3. Document Services – Reprographics
Collect, process, and deliver all copy, print, finishing, and scanning requests according to priority. Assist with reprographics and manage the process for larger requests. Troubleshoot first-line faults with MFDs (e.g., paper jams).
4. Office Service Centre Management (Stationery)
Maintain agreed levels of stationery and copy paper in all print devices and replenish from stock as required. Refill MFDs with paper to ensure all trays are full. Ensure these areas are kept tidy throughout the day.
5. Meeting Room/Reception Support
Assist with booking meeting rooms and car parking facilities for internal and external clients. Provide support for the reception team and assist with the management of meeting rooms.
6. Porterage Services
Move furniture and other items as required around the office. Change meeting room furniture layouts as needed.
7. Health & Safety Responsibilities
Ensure you have received the necessary training to competently carry out your duties and acknowledge personal responsibility for safety. Take responsibility for ensuring equipment is maintained and fit for purpose. Raise any concerns regarding Health & Safety breaches in accordance with Company Procedure.
About You
8. Proven experience in a facilities or office coordination role
9. A proactive and self-motivated individual.
10. A flexible ‘can do’ attitude, responsive to changing environments.
11. A team player.
12. Ability to follow policy and procedure.
13. Time management skills to plan work and meet demanding or conflicting timescales.
Our Benefits - What We Can Offer You
14. 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
15. Generous and flexible pension schemes.
16. Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
17. Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.