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6 months ago
Pinsent Masons
Location: Manchester
Job type: Permanent
Category: Legal Assistant Jobs
Job Description

Department: Facilities

Location: Manchester

Job Title: Facilities Assistant

Hours of work: 8am to 6pm working a shift pattern (35 hours per week).

Reports to: Assistant Facilities Manager

Purpose of the role:

Responsible for assisting with the running of the Facilities Department, covering a wide variety of duties, providing services to the Manchester office.

Main duties and responsibilities:

* Post and Fax

* The daily receiving-in, sorting and despatch of Royal Mail, DX and all other incoming deliveries

* Detailed sorting, distribution and delivery of legal and other company mail; delivery and collection of mail throughout the day

* Receipt, registering, sending and distribution of faxes

* Care, operational maintenance and ‘first-line’ fault finding of franking and fax machines

* Ascertaining originators of un-referenced mail by database searches and/or e-mail notifications

* Ordering of courier services appropriate to requirements

* External hand delivery of cheques, legal documents and other mail

* Movement of boxes/files and other large items from around the office

* Reprographics

* High volume copying, collating, binding and laminating of legal documents, printing and colouring legal plans

* CD creation and copying, including electronic bibles

* Batch and bulk attachment printing using Law5 software

* Scanning documents for the purpose of e-mailing

* Creating documents for internal and external issue and for presentations

* Ensuring all documents are quality checked and returned within customer-specified time scales

* Arranging printing and copying with external providers as required ensuring documents are returned within customer specified timescales

* Ordering stock i.e. dividers, presentation covers etc

* Providing ‘first line’ fault finding capability on print room and all floor multi-functional devices. Liaison with on-site engineers and calling out engineers where required and recording outcomes

* Changing of toners for all multi-functional devices and checking paper levels around the office

* General Facilities Operations

* Ensure that the office is tidy and delivered items are cleared away promptly

* Assist with maintenance and repairs to office furniture, fittings and services where required

* Assist the team with desk moves and changes

* Assist with the set up of client meeting and seminar room layouts where required

* Monitoring of office functions, identifying opportunities for improvement and reporting any faults to the Assistant Facilities Manager

* Ordering and distribution of stationery and controlling stock levels on the office floors

* Assist the archivists with moving files and boxes as required

* Maintain Facilities department records, reports and files (financial, suppliers, contractors) as requested

* Monitoring expenditure related to office suppliers and external photocopying

* Work within Facilities department operational procedures and legislative requirements

* Assist in office Health and Safety activities such as Fire Safety, DSE assessments, hazard spotting, office tours etc, as directed by the Assistant Facilities Manager

* Respond to general requests from staff and Partners (maintenance, porterage etc)

* Identifying opportunities for process improvement

* Assist with office air conditioning adjustments, made through the Building Management System

* Assist with the production, amendment and deletion of staff security access passes

* To undertake any other duties as required by the Assistant Facilities Manager

Person Specification

Qualifications

§ Educated to GCSE or equivalent, including maths and English

Relevant Experience

§ Relevant experience of working in a Facilities Department within a similar professional services environment

§ Experienced in a customer service environment and highly customer-focused

Key Skills

§ Ability to work both as part of a team and unsupervised

§ Good communication skills

§ Ability to work under pressure and to meet strict deadlines

§ Ability to use PC based departmental systems effectively

§ Ability to prioritise workload when dealing with multiple tasks

§ Responsive to changing business demands

Personal Qualities / Behaviours

§ Good attention to detail

§ Highly motivated with a ‘can-do’ approach towards all given tasks

§ Team player

§ Adaptable to work in other areas of Facilities operations

§ Understanding of privacy and confidentiality

§ Flexible in both attitude and working hours

The above explains the key elements of the role although it is not an exhaustive list. All employees of the Firm are expected to be flexible in approach to their job, with the aim of completing any reasonably requested tasks as set by management from time to time.

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