JOB TITLE: Office and Facilities Manager REPORTING TO: Head of Business Support RESPONSIBLE FOR: Front of House Receptionists and IT Support Summary of the role The post holder will work as part of the Business Support Team, within Governance and Corporate Services, and will have responsibility for the effective and efficient delivery of a full range of office support services. Key to this varied role will be the ability to be proactive, collaborating with colleagues and stakeholders to ensure the Societys office support services are fit for purpose and identifying areas for improvement. In addition, the post holder will have excellent organisational skills and the ability to multitask. A high level of ICT competence is essential together with familiarity with Audio-Visual platforms (such as Zoom and Microsoft Teams.) The post holder may be required to work outside core business hours. Main duties and responsibilities include: Member Service Areas 1. Take responsibility for a highly professional end to end service in Law Society House for members and other clients. 2. Take responsibility for the management of event spaces within Law Society House including bookings, payments, and refunds. Maximising occupancy levels and generating income to agreed revenue targets. 3. Ensure the Meeting Space and Law Club areas are managed according to agreed procedures and that all day-to-day operations are attended to in a timely and efficient manner. IT and Facilities 1. Proactively manage and take responsibility for the IT and facilities management and operations, ensuring appropriate infrastructure and technical environment under the direction of the Head of Business Support including line management of IT Support team member. 2. Proactively contribute to the IT and facilities action plans and work streams under the direction of the Head of Business Support. 3. Support and contribute to the Societys Business Continuity Plan, business systems and workflows under the direction of the Head of Business Support. 4. Work collaboratively and contribute to the development of IT policies and procedures. 5. Act as first port of call for IT support and issues. This includes managing the triaging and raising tickets to escalate to our service provider as necessary. 6. Liaise with the Building Manager of Law Society House regarding regular maintenance requirements, as and when necessary. 7. Act as a Society Fire Warden and First Aider. 8. Provide support to the Law Society House onsite Facilities Management team during emergency situations if/when they arise. Office Contracts 1. Take responsibility for the cost-effective procurement of all office stationery, consumables, and printing cartridges and other office supply needs. 2. Take responsibility for the upkeep of the office phone system to include adding new employees, deleting leavers, and ensuring an updated extension list is circulated as required. 3. Take responsibility for the management and maintenance of all office equipment to include all electrical and manual equipment, e.g., credit card machine, printers, photocopiers, and binder, etc. 4. Proactively manage the archive storage and confidential shredding contracts, ensuring that contracts are effectively tendered in line with the procurement policy, within allocated budget, and a cost-effective service is established. Office Management / Clerical Duties 1. Ensure adequate staff cover arrangements are in place for Front of House areas. 2. Line management of front of house staff including allocation and co-ordination of tasks, ensuring effective output and capacity is being correctly utilised and performance and attendance is proactively managed. 3. Proactively create and implement office processes and procedures under the direction of the Head of Business Support. 4. Train and support Front of House staff in agreed office processes and procedures. 5. Oversee the recording and distribution of inbound and outbound mail. 6. Proactively assist with ISO 9001:2015, quality management system, and with data protection compliance and other relevant documents under the direction of the Head of Business Support. In house / External Society Events 1. Proactively assist with the co-ordination and delivery of events within the Society. Working Relationships 1. Work collaboratively with the Governance and Corporate Services team to help drive operational efficiency across all parts of the Society. Applicable to all 1. Undertaking any other reasonable duties deemed necessary for successful delivery of the Law Societys objectives. 2. To carry out other relevant duties as may be reasonably required from time to time by your manager or the senior management team. Person specification Candidates must demonstrate the essential criteria set out below. EDUCATION: Essential * Minimum of 5 GCSEs, or equivalent, grade C or above, including English and Maths. And educated to A Level standard, or equivalent. * Demonstrate an advanced level of competence and working knowledge of IT, including Microsoft Office, (including Word, Outlook, Excel, and PowerPoint) and other systems. Desirable * A recognised facilities management qualification. * A full clean driving licence and use of own car. SKILLS, KNOWLEDGE, AND ABILITIES: Essential * Experience of working at a managerial level in a professional environment and being responsible for prioritising the allocation of work within a private or public sector organisation, or professional body. * A minimum of two years experience in a broad office support or similar role. * Demonstrate competent and working knowledge of MS Office and the use and development of Audio-Visual platforms. * A clear understanding of confidentiality in a sensitive regulatory environment with a commitment to high standards and professionalism. * A pro-active approach with a can do attitude. * To demonstrate the following competencies: professional standards of customer service always to both internal & external clients. use of initiative and a proactive approach to problem solving. ability to work under pressure. excellent communication skills. excellent attention to detail. * Knowledge and experience in supporting delivery of projects to include working with managers and others often within challenging timeframes. Desirable * Ideally within a member or professional body. PERSONAL QUALITIES: Essential * Highly professional personal presentation. * Excellent professional, organisational, interpersonal and communication skills with the ability to work well under pressure, to strict deadlines while maintaining a high degree of accuracy. Terms of appointment General The successful candidate will be expected to apply themselves full time to the business of the Law Society of Northern Ireland. They will be expected to undergo such training or attend such courses as the Law Society may consider appropriate. The Law Society conditions of employment apply. This is a full time, permanent position. There is a probationary period of 6 months. Key benefits Salary scale for the post is £29,085 to £37,813, dependent on experience. The other principal ancillary benefits are: Individual Private medical insurance with immediate opportunity to benefit. Employee portal and mobile apps for support and claim assistance. A total of 25 days leave entitlement per annum, in addition to 13 days of public and bank holidays. A contributory pension scheme, to which the employer contributes at a rate of 10% of the salary. Death in Service at 4 times gross salary. Income protection in the event of long-term illness with added benefits of Employee Assistance Programme, Be Well Helpline, Later Life Care, Virtual GP, Mental Health Services, Online Physiotherapy Service, Second Medical Opinion, Medical Concierge, Nurse Support Services, Long-term chronic condition support, Vocational rehabilitation support, and financial protection. Salary sacrifice schemes, including Tech Scheme and Cycle to Work Scheme. Affinity schemes with local organisations, e.g., Victoria Square, Q Parking, Agnew Corporate, and Kingsbridge Private Hospital. Annual Health and Wellbeing Events The Law Society is an Equal Opportunities employer. Selection Process All dates are indicative and subject to change. Applications A covering letter, no longer than 2 x A4 page, and CV on how you meet the essential criteria must be submitted by 5pm, Friday 1st August 2025. Late or incomplete applications will not be accepted. Email applications via the NIJobs platform are preferred however postal applications are accepted to: Fiona Dowds, Head of People and Organisational Development The Law Society of Northern Ireland Law Society House 96 Victoria Street Belfast BT1 3GN Shortlisting A shortlisting exercise will take place week commencing Monday 4th August 2025. Interviews Interviews will take place mid to lateAugust 2025. Applicants for the post of Office and Facilities Manager will be assessed in accordance with the above criteria. The two-page cover letter, outlining how they meet the set criteria, submitted along with a cv will form part of the assessment process. It is the applicants responsibility to provide evidence in this form and at assessment of how well they meet the criteria. Applicants will be appointed based only on information provided. The Society will shortlist and appoint only those candidates who, from the information supplied, best demonstrate that the candidate meets the essential and, if required, the desirable criteria. The Society reserves the right if required to apply the above desirable criteria for shortlisting purposes, in the order in which they appear. The Law Society may operate a reserve list for future vacancies (either at this level or lower levels) which may arise within the Society. The reserve list is maintained for 6 months.