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.
Key Responsibilities:
1. Receipt, sort and distribute all incoming and outgoing mail & courier deliveries. Regularly collect outgoing items from floors and account for all such items following processes and procedures in place.
2. Assist with all scanning requests received to support the wider office in digital of ways of working.
3. Deliver document services, including the collection, processing, and delivery of copy, print, finishing, and scanning requests according to priority. Assist with reprographics and manage the processing of larger requests. Troubleshoot 1st line faults with the MFDs (e.g. paper jams).
4. Maintain an agreed level of stationery & copy paper in all print devices and replenish from stock as required. Refill MFDs with paper to ensure all paper trays are full. Ensure all such areas are tidied throughout the day
5. Provide cover for Reception / Front of House as required, ensuring a professional and welcoming experience for colleagues and clients.
6. Assist with the booking of meeting rooms and car parking facilities for internal and external clients when required.
7. Deliver porterage services, including moving furniture, equipment, and other items, and setting up or adjusting meeting room layouts as required.
8. Support the Office Manager and wider Facilities team by responding to ad‑hoc facilities requests in a timely and helpful manner.
9. Complete all required training to competently perform duties and accept personal responsibility for maintaining a safe working environment.
10. Ensure all equipment is maintained and fit for purpose, reporting issues promptly where necessary.
11. Raise any concerns over Health & Safety breaches in accordance with Company Procedure
12. Travel to other offices to support with absence cover in the wider team and as and when the business requires.
About You
• Ability to follow policy & procedure
• Time management skills – with the ability to plan work to meet challenging, conflicting and / or demanding pressures & timescales
• Ability to use Microsoft 365 tools (Outlook, Teams, basic Excel).
• Proactive with a keen eye for detail
• Confident in working alone and using initiative
• Flexible ‘Can Do’ Attitude
• Ability to work as a team
• Responsive to changing environments
• Excellent written and verbal communication skills
Our Benefits - What We Can Offer You
13. 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
14. Generous and flexible pension schemes.
15. Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
16. 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.