Office & Facilities Manager (4469)

3 weeks ago

Newcastle upon Tyne, Newcastle upon Tyne, United Kingdom IM LLP Full time

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

We're a national law firm with a local reach. Our philosophy is 'Expert Hand, Human Touch' - something you'll find in the way we work with our clients and how we support our teams. But we're more than just a law firm - we're a team of people working together to help individuals and businesses navigate life's ups and downs. Working here you'll feel a part of our friendly and inclusive environment.

We'll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.

We're always looking to support our colleagues in working in a way that best works for them. Please speak to one of our Talent Acquisition Team to find out more information about our flexible working arrangements.

Your Role and What You'll Be Doing

This Office Service Manager role is a permanent role based in our Newcastle office. The Office Services Manager will be the person who looks after our office, all the facilities and supports the people within it. The role will encompass everything from administrative support to our colleagues who are based in or visit the office, room bookings, dealing with clients who call including taking and passing on messages, copying / scanning, post, maintaining strong professional relationships with the building management team and ensuring a very smooth and efficient running of the office and all the facilities within it. This role will also be responsible for the security of our suite, Health & Safety compliance on site, archiving and storing original documents and PA duties

  • Take overall responsibility for the security procedures and systems in place for the location including out of hours call out arrangements and support
  • Manage and enhance the running of the office and deliver a professional offering on a day to day basis aligned to the Irwin Mitchell brand
  • Ensure procedures are followed with regard to risk assessments, display screen assessments, pregnancy risk assessments, fire safety, legionella etc (this list is not exhaustive)
  • Ensure health and safety induction of all new staff members
  • Ensure effective management of the office space and that any new joiners have space and equipment allocated to them in anticipation of them joining and liaise with the IT team to ensure that all IT equipment is set up and working
  • Maintain good communication with all staff members, other people who use the building and all visitors to site
  • Ensure compliance with the Solicitors Regulation Authority (SRA) Code of Conduct
  • Management of room bookings, associated elements and keeping records of what is used for invoice checking
  • Support the site's Business Continuity Plan
  • Effective engagement with any third party suppliers and ensure all documentation is accurate and current including waste transfer notes, delivery notices and invoices
  • Support colleagues with electronic filing of emails and paper filing where paper is still required to be used
  • Provide supportive, professional and effective telephone support for the office
  • Support the production of any paper based correspondence and documentation which is produced by our Document Production Team for the office
  • Deal with Accounts queries, obtaining billing guides when requested facilitating regular client billing disciplines by the fee-earners
  • Ensuring files are archived swiftly at the end of the matter in accordance with our retention schedule and recall old files from archiving providers if required Manage the safe and secure storage of any client original documentation
  • Provide PA support to your colleagues including diary management, booking meetings and general support to those in the office

About You

  • Facilities and/or management experience
  • Strong organisational skills
  • Ability to communicate at all levels
  • Strong client care / service skills
  • Attention to detail and proactive
  • Enjoyment of team working and willing to contribute ideas / solutions to team issues
  • Ability to work under pressure and prioritise tasks as well as communicating prioritisation with colleagues
  • Actively seek solutions to problems before being asked or directed
  • Responsive to changing environments
  • Risk aware
  • Good IT skills, including knowledge of a range of software packages
  • Experience in managing office services and facilities

Our Benefits - What We Can Offer You

  • Flexible working options - Make work fit around your life, not the other way around.
  • 25 days holidays as standard plus bank holidays - You can 'buy' up to 35hrs of extra holiday too
  • Generous and flexible pension schemes.
  • Volunteering days - Two days of volunteering every year for a cause of your choice (fully paid)
  • Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.

We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you're fully supported to work in a way that best suits you. This includes our Flexible by Choice programme which gives our colleagues more choice over how they wish to work subject to role and client requirements.

We have recently been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2023

Our responsible business programmes are fundamental to who we are and our purpose. We're committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.

Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It's made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

Additional Information

As part of the Irwin Mitchell Group's on-boarding process all successful applicants are required to complete the group's employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, existing employees, clients, partners and other stakeholders.

Depending on the role you apply for we may carry out checks that will establish your eligibility to work in the UK, and criminal record check and financial checks with a credit reference agency will also be undertaken.

The employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.

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