The primary responsibility of the Facilities Assistant is to support the smooth running of the firm. Key responsibilities include: ensuring incoming and outgoing post is received, processed and despatched in a timely and accurate manner as well as being responsible for copying, printing and scanning documents. Additionally, you will perform other support tasks such as booking travel and accommodation, setting up meeting rooms and to ensure the offices are an enjoyable and safe place to work for all staff, with particular regard to Health & Safety and within the guidelines of the firm's Office Manual. You will also be expected to deputise for other members of the team as and when required. More specifically, responsibilities will include the following: Core Duties and responsibilities, although not limited to:
* Receive, sort, distribute and despatch incoming and outgoing mail in accordance with agreed schedules.
* Monitor levels of stationery and other consumables and ensure orders for further supplies are placed in good time.
* Check meeting rooms to ensure adequate supplies of stationery, refreshments and other consumables, along with ensuring rooms are well maintained.
* Arrange meeting rooms for seminars, including catering and refreshments
* Arrange travel and hotel bookings.
* Assist with office moves and changes
* Receive, process and dispatch documents sent to the department for photocopying accurately and within deadline.
* Maintain an accurate and comprehensive log of requests for photocopying received and processed
* Carry out a daily check on all the photocopiers throughout the office ensuring there are adequate supplies of consumables and note any faults.
* Liaising with, and assisting the archiving team on archiving requests ensuring all details are correctly entered in accordance with agreed procedures
* Provide cover on reception when receptionist is unavailable, greeting visitors and handling incoming calls.
* Cover other Northern offices on an infrequent basis
Any other duties as reasonably requested from time to time.
* Organised and reliable
* Working knowledge of Microsoft office software
* Attention to detail and able to work with precision
* Enjoy working on own initiative and as part of a team
* Experience of working in a facilities team is essential
* Experience of the legal sector is desirable but not essential.
With over 250 staff and lawyers working across our five offices nationwide, Hempsons is a leading law firm for the health and social care, life sciences, charity and social enterprise sectors. We help clients overcome a constantly evolving list of challenges. Our aim is to provide outstanding legal services that deliver the best possible client outcomes whilst nurturing a culture that makes us a "great place to work".
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