Facilities Assistant

About your new role

The Facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room.

Reception and Hospitality

Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)

• Forward electronic faxes to recipients within the office following the firms fax policy


• Meet and assist all clients and other visitors – record details of persons visiting

Responsible for catering and refreshments for various occasions, ranging from:

• Client/internal meetings


• Client Events


• Staff Parties

Manage the meeting rooms including:

• Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser


• Notify office manager of any repairs required


• Replenish the fridge with bottles of water throughout and at the end of the day


• Set up laptops and webinars as required

Manage stock control

• Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed

Telephony

• Promptly answer and redirect all incoming calls in a polite and friendly manner


• Prepare, maintain and distribute telephone extension lists


• Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity


• Adhere to SOP’s

Post room:

• Opening, sorting and distributing incoming mail each morning


• Date stamp all mail and cheques before scanning.


• Scan all incoming post


• Scan and redirect post for other offices following correct procedures


• Record all special and recorded mail – obtain a signature when passing it to the recipient.


• Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature.


• Assist with local hand deliveries

Bulk copying – Ensure you understand what is required – number of copies/double sided/ colour and return by agreed deadline.

• Binding – check what size and type of binding comb is required; cover sheet and back card required. Return by agreed deadline


• Assist with the Stationery ordering and distribution


• Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail


• Ensure the confidentiality and security of all practice and clients’ documentation or information.


• Undertaking such other duties as may be allocated from time to time


• Book couriers, ensuring that the correct nominal codes for the departments are being used

Other Ad\-hoc

• Archiving


• Perform some legal admin tasks from time to time

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

About You

As the role is varied, we are looking for you to have a flexible approach to the work you do and be able to adapt to different tasks. We also require you to have/be:

• Friendly and approachable


• Team player


• Ability to work in a fast paced environment


• Good communication skills


• Well organised with an ability to prioritise tasks


• Good time management

If you meet our criteria and think this is a job where you could bring enthusiasm and commitment, then we look forward to receiving your application.### Why work for us

Come and join our award\-winning organisation and be part of a team where people truly matter.

Weightmans is a Leading national law firm, with strong international capabilities.

Weightmans has been recognised as a leading employer for the 19th consecutive year at Britain’s Top Employers awards, and ranking top 10 in the list, the firm has also secured top positions in Chambers UK.

Why work for us? Take a look: Work for Weightmans: voted a top employer \| Weightmans

*This link contains information regarding Culture, Benefits, D\&I, Recruitment Agency PSL/Non PSL and Eligibility to work in the UK information.*

Work for a firm where people matter – work for Weightmans

We welcome applications from people of all backgrounds and identities and are committed to fostering an inclusive workplace where everyone feels respected, supported and able to reach their full potential. Our people\-first culture is at the heart of everything we do, making Weightmans a place where you can develop your career and thrive.

Curious about what is it like to work at our firm? Visit our Life at Weightmans page for insights into our employee initiatives, responsible business commitments and much more!

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