Term: Permanent Department: Facilities - Hard & Soft Services Location: Leeds The Firm
Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Liverpool, Manchester, London, Leeds, Newcastle, Piraeus, Singapore, Monaco and Hong Kong. With more than people including partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work, to all forms of commercial litigation.
Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.
Job role: Facilities Assistant
Hours: Working hours are between 7am-6pm (35 hours per week)
As the winner of two Working Families’ awards for ‘Best UK employer for Flexible Recruitment ’ and ‘Best UK employer for Flexible Working Award ’, we are happy to consider flexible working opportunities to help you balance your work and home life.
Department: Facilities Hard & Soft Services (hybrid role)
Location: Leeds (travel may be required to other UK offices)
Benefits: At Hill Dickinson we understand that incentives go far beyond a good salary, so we have created a comprehensive benefits package tailored around our people.
Here are some examples of what we offer:
1. 25 days’ annual leave
2. Birthday privilege day and Christmas shutdown
3. Holiday buy, sell and carryover scheme
4. 2 charity volunteering or pro bono days
5. Flexible, agile and home working
6. BUPA
7. Permanent health insurance
8. Flexible pension scheme
9. Medicash
10. EAP with access to counselling
11. Enhanced family leave policies
12. Access to 10 days fully subsidised emergency or back-up care per year
13. Life assurance
14. Annual travel season ticket loan
15. Dress for your day policy
16. Bespoke training and development opportunities
17. Financial contribution towards home working equipment
Role overview
Introduction to the role:
The primary role is to assist with Facilities duties and administration/practical support on bespoke projects. This includes administration tasks, maintenance inc. decorating (painting), Health & Safety, digital services functions (post) space management, file management (Records), security, ensuring compliance within legislative requirements and assistance with the strategic review. Although the position is based in Leeds, you will be part of the UK Facilities team and tasks may be required for the other UK sites, such as administration tasks/data logs, being part of the call out team (on a rota with additional pay).
You will be working as part of a busy and well-established team supporting the Firm with key services such as maintenance, health & safety (H&S), cleaning, file management (Records), digital services (Post), security, meeting room support and all building services functions.
This is an ideal career opportunity for anyone looking to develop their existing Facilities skills whilst providing an excellent opportunity to learn new skills from other aspects of our Facilities team.
Key responsibilities:
File Management
18. Administration of central file storage facilities to ensure accurate location and movement of stored files via file asset management system in conjunction with the Records team and internal colleagues
19. General housekeeping routines around paper and file management
20. Physical movement of files and file boxes
Soft Services
21. The preparation and scanning of incoming mail and associated items
22. First line preventative maintenance/upkeep of office-based equipment via external suppliers.
23. Processing and despatch of outbound mail and couriers
24. Arranging porterage of items between offices
25. Applying costs using cost recovery systems
26. General reprographics – print, copy and scan either internally or via external suppliers
Hard Services
27. General maintenance
28. Overseeing meeting room support requirements, such as room layout changes and liaising directly with staff and clients
29. Access control upkeep which includes access card monitoring
30. Assistance on facilities management helpdesk, where necessary
31. Daily kitchen upkeep i.e. stock check, replenishments (milk, tea, coffee etc).
32. Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments
33. Local H&S duties and administration as directed by the wider Facilities team
Essential:
34. Good IT skills (Word, Excel, PDF etc)
35. Flexibility in approach and willingness to work outside normal office hours if required
36. Willingness to attend other UK offices when required
37. Good organisational skills, diary management and the ability to prioritise tasks and work under pressure
38. Maintenance experience
39. Ability to operate in a busy environment
40. Accuracy and attention to detail
41. The ability to work as part of a team and independently
42. Excellent customer service skills
43. Good communication skills
Desirable:
44. Facilities experience - Hard and Soft services
45. Experience / knowledge of H&S requirements
46. Knowledge of building services functions
47. Compliance awareness
48. Previous admin experience in a law firm or other regulated / professional services / financial services environment
49. Driving licence
50. Experience of: document management systems Asset management systems Reprographics and digital mailroom duties.