Job title: Workplace Assistant
Location: East Grinstead (may require travel to other locations to cover holiday/sickness) - Full-time permanent role
Reporting to: Workplace Team Leader
Working Hours: 37.5 hours per week between 07:30 – 18:00 (may be on a rota basis)
About us:
Ampa Group Services (AGS) is part of a Top 55 law firm that combines creativity, commerciality, and clarity, working with blue-chip companies, leading organisations, high street brands, and individuals across the country.
We handle personal and business-critical issues and game-changing deals across many sectors. We’re committed to creating opportunities for our employees and supporting them to reach their potential.
The team:
Our team comprises business professionals working alongside legal experts to provide exceptional client service across various departments including Finance, Operations, HR, Marketing, IT, Risk, and Leadership.
The Role:
This position involves providing administrative, document processing, facilities management, and client support to ensure smooth workplace operations. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks efficiently.
Key Responsibilities:
Document Processing and Administrative Support:
* Copy, print, scan, and edit documents, ensuring accuracy and quality.
* Transfer data via removable media, cloud solutions, and document management systems.
* Manage outgoing and incoming mail, including courier services, logging items as necessary.
* Conduct hand deliveries and collections locally.
* Coordinate file storage and audits with offsite providers.
* Arrange courier services and maintain records for audits and billing.
* Handle large-volume printing and document finishing, meeting SLAs and updating requestors.
* Prepare access credentials for new starters and leavers.
Office and Facilities Management:
* Maintain current office information displays.
* Supervise external contractors and building management.
* Support fire warden and first aid duties.
* Report maintenance issues and coordinate repairs.
* Implement recycling and environmental policies.
* Ensure health & safety standards and office cleanliness.
Client & Workplace Support:
* Greet visitors and support colleagues, liaising with reception.
* Manage meeting room bookings, setups, and resources.
* Coordinate IT support and technical setups for meetings.
* Assist with internal events and refreshments.
General Duties:
* Perform ad hoc tasks as assigned.
* Provide flexible coverage at other locations as needed.
What you will need:
* Experience in a similar role within professional services.
* Proficiency in Microsoft Office and document management systems.
* Strong organizational and communication skills.
* Ability to prioritize and manage workload effectively.
* Adaptability, proactive problem-solving, and confidentiality awareness.
Key Competencies:
* Professionalism and brand representation.
* Customer service orientation.
* Self-motivation and continuous improvement mindset.
* Problem-solving skills and discretion.
* Reliability, punctuality, and team spirit.
Working Environment:
We support flexible, hybrid working arrangements. Our offices are located in Crawley, East Grinstead, Lewes, Brighton, Eastbourne, Seaford, Peacehaven, Storrington, and Chichester. We value diversity and are committed to inclusivity and equal opportunity. Reasonable adjustments can be made for applicants with disabilities.
About Ampa Group:
We are a collective of legal and professional service brands dedicated to mutual growth and excellence. We foster an inclusive culture that promotes collaboration, innovation, and development for our people and clients.
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