Facilities Assistant
3 weeks ago
Oxford, Full time and Permanent
The role
To provide administrative and facilities services to our Oxford office. The role will report to the Facilities Manager and Executive Services Manager and is responsible for the smooth operation of the facilities functions within the Oxford office. This role will also include a range of administrative assistant tasks.
The person
Given that this is an entry level position, we are open as to your background and previous experience, although this is likely to include some involvement in customer service and/or office-based work.
This role has a variety of responsibilities and tasks. Background should probably include:
o Experience in a similar role, such as an Administrative Assistant or Facilities.
o Front of house to include reception duties or a customer facing role.
o Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events
o Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile
o Experience of InterAction and finance systems, but not essential
Main responsibilities
o First point of contact for Facilities and Health & Safety issues within the office
o First point of contact with building landlord/managing agents.
o Welcoming visitors to the firm in a polite and professional manner.
o Carry out daily building inspections and report any maintenance issues to the relevant person. Liaising with any contractors coming to site.
o Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT
o or Marketing) as and when requested.
o Process all incoming and outgoing mail and arrange couriers.
o Undertake reprographic duties to the highest standard (ie photocopying and scanning post/documents/files, creating USB Data Sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner.
o Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage.
o Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations.
o Ensure equipment is available, set up correctly working prior to the start of meetings/seminars.
o Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained
o Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate.
o Ensure clear desk and security policy maintained and adhered to
o Ensuring security procedures regarding access to the premises are adhered to at all times.
o Complete compliance audits as required and in a timely manner
o Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc).
o Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations.
o Complete relevant H&S training courses including First Aider and Fire Warden training.
o Completing courier forms and arranging these as directed;
o Managing Special Deliveries and proof of posting; and
o Managing information that is saved in places such as data rooms and Sharefiles.
Administrative assistant additional responsibilities
o Filing, both physical and electronic;
o Adding and amending contacts, flagging duplicate entries, logging referrals, managing mailing lists;
o Logging activities and running reports;
o Assisting with matter risks assessments, conflict checks and Central Inception;
o Assisting with file audits;
o Assisting with opening and closing files;
o Assist with online finance forms including raising purchase orders.
You will be responsible for supporting the Executive Assistants, lawyers and Business Services and will be asked to complete a number of tasks that are likely to include:
o Copying, printing and scanning documents, using other available support services if required;
o Booking train tickets and travel using the firm’s online system;
o Completing online expense claims on behalf of lawyers;
o Compiling document bundles, both online and in paper form;
o General document management that may include indexing, scheduling, paginating and, binding; and
o It is likely that you will also be involved in ad hoc tasks delegated to you.
Pre-employment screening
Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.
Disclosure and barring service check
This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions/cautions.
The Mills & Reeve Business Services career structure
We have a firm wide Executive Support Services career structure and a published career progression framework. Within the firm wide career structure there are five career levels. For the purposes of the framework, this role is at an Assistant level. Further information on the firm’s Executive Support Services career structure is available from the HR team.
The package
As you would expect, the firm offers a generous salary and benefits. The firm’s standard benefits are detailed in the following link:
The firm
What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.
And finally‿
Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.
Mills & Reeve is committed to promoting equality, diversity and to providing an inclusive and supportive environment. Please click the link below to find further information regarding our diversity policy.
If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link:
#J-18808-Ljbffr
-
Facilities Assistant
4 weeks ago
United Kingdom Lawson Clark Recruitment Full timeENTRY LEVEL FACILITIES ASST FOR CAREER START IN LONDON LAW FIRM. £25,000 This is a rare opportunity for a school / college leaver with good GCSEs, plus an outgoing personality, and the desire to build a career in a professional organisation where people have fun and really enjoy their work. As junior facilities / general office assistant within this highly...
-
Facilities Assistant
4 weeks ago
United Kingdom Lawson Clark Recruitment Full timeENTRY LEVEL FACILITIES ASST FOR CAREER START IN LONDON LAW FIRM. £25,000 This is a rare opportunity for a school / college leaver with good GCSEs, plus an outgoing personality, and the desire to build a career in a professional organisation where people have fun and really enjoy their work. As junior facilities / general office assistant within this highly...
-
Conveyancing and Facilities Assistant
6 days ago
United Kingdom Elevation Recruitment Group Full timeGBP25,000 - GBP28 ,000 29 days holiday + bank holidays Progression available Generous Pension Healthcare package and various other benefits FULL DRIVING LICENCE ESSENTIAL Elevation Recruitment is excited to be representing a third sector business in their recruitment of a Conveyancing and Facilities Assistant. It is a great opportunity to join a...
-
Assistant Facilities
4 weeks ago
United Kingdom Hudson Shribman Full timeAssistant Facilities / Maintenance Manager 35-45k +Benefits South UK ABJ6871 As an assistant facilities / maintenance manager you will hold a pivotal role in overseeing daily operations within the department. This role focuses on ensuring the seamless execution of planned and reactive tasks while prioritizing safety, compliance, cost impact, productivity,...
-
Facilities Coordinator
1 day ago
United Kingdom Pertemps Edinburgh Full timeJob Title: Facilities Coordinator Contract: 3 months (possible extension) Location: Balloch, G83 area - Based onsite Salary: £27,060 We are currently seeking a dynamic and proactive Facilities Coordinator to join our client's team in Balloch. As a Facilities Coordinator, you will play a pivotal role in managing various aspects of their facilities...
-
Facilities and Maintenance Assistant Manager
4 weeks ago
United Kingdom Ismaili Centres Full timeFacilities and Maintenance Assistant Manager (United Kingdom) August 23, 2023 | Canada The Aga Khan Foundation is looking for a Facilities and Maintenance Assistant Manager to join its team in United Kingdom. As part of this role, the candidate will be responsible for asssisting in managing the effective functioning of the KX buildings to provide safe,...
-
Facilities Maintenance Manager
2 weeks ago
United Kingdom Troon International Full timeEsplanade Golf and CC Naples, FL 34119, USA Description Esplanade Golf and Country Club is excited to announce the exceptional career opportunity of Assistant Maintenance Facilities Manger. Qualified candidates will thrive in a hospitality environment and be highly focused on providing superior service to the clubs managed by Troon. Key...
-
Facilities Technician
24 hours ago
United Kingdom Terry Parris Associates Full timeFacilities Technician Based: Pulborough Main Objectives - Facilities Technician Ensure smooth facilities management across UK sites with autonomy to manage daily tasks to high standards, including occasional Friday afternoons and weekend work. Key Responsibilities - Facilities Technician Perform in-house PPM tasks for equipment like...
-
Electrical Engineer
4 weeks ago
United Kingdom VINCI Facilities Full timeHours: Full Time - 40 hours - Monday to Friday Creating and maintaining great places to live and work delivered by excellent people who care… Purpose of Role Working for Vinci Facilities on their Defence Contract based at Bicester Garrisons. You will be a fully qualified Electrician (18th Edition) and work with your team to oversee works required....
-
Facilities Supervisor
13 hours ago
United Kingdom Independent Schools' Bursars Association Full timeThe position of Facilities Supervisor involves assisting with the general day-to-day running of the College and coordinating the Facilities team in their work. A key part of this role is to supervise the set-up of Facilities for College activity. The successful candidate will be a self-starter, customer-focussed and willing to help with any task. A full...
-
Facilities Administrator
3 weeks ago
United Kingdom CBSbutler Full timeWe are currently partnered with a leading UK firm of auditors, accountants, and business advisers who is seeking a Facilities Administrator for a 6 month fixed term contract, based at their London offices. This is a hybrid role. As Facilities Administrator you will play a vital role in ensuring the smooth operation of facilities and maintenance services...
-
Facilities Administrator
3 weeks ago
United Kingdom CBSbutler Full timeWe are currently partnered with a leading UK firm of auditors, accountants, and business advisers who is seeking a Facilities Administrator for a 6 month fixed term contract, based at their London offices. This is a hybrid role. As Facilities Administrator you will play a vital role in ensuring the smooth operation of facilities and maintenance services...
-
Facilities Helpdesk Manager Facilities ·
3 weeks ago
United Kingdom Pareto FM Full timeFacilities Helpdesk Manager Location : Site based – with flexibility (Reading, Surrey, Uxbridge) Salary: £40k DOE Hours: 40 hours a week Role Type : Permanent Pareto are currently looking for an Contract Helpdesk Manager to join us on a full time basis. Responsibilities to include but not limited to: Implementing and managing the eLogs CAFM...
-
Facilities Supervisor
13 hours ago
United Kingdom Independent Schools' Bursars Association Full timeThe position of Facilities Supervisor involves assisting with the general day-to-day running of the College and coordinating the Facilities team in their work. A key part of this role is to supervise the set-up of Facilities for College activity. The successful candidate will be a self-starter, customer-focussed and willing to help with any task. A full...
-
Facilities Administrator
1 day ago
United Kingdom Pertemps Edinburgh Full timeJob Title: Facilities Coordinator Contract: 3 months (possible extension) Location: Balloch, G83 area - Based onsite Salary: £27,060 We are currently seeking a dynamic and proactive Facilities Coordinator to join our client's team in Balloch. As a Facilities Coordinator, you will play a pivotal role in managing various aspects of their facilities and fleet...
-
Facilities Manager
6 days ago
United Kingdom Live Recruitment Ltd Full timeJoin to apply for the Facilities Manager role at Live Recruitment Ltd 1 week ago Be among the first 25 applicants Join to apply for the Facilities Manager role at Live Recruitment Ltd Save this job with your existing LinkedIn profile, or create a new one. Save this job with your existing LinkedIn profile, or create a new one. Your job seeking...
-
Facilities Coordinator
2 weeks ago
United Kingdom Cushman & Wakefield Full timeJob Title Facilities Coordinator Job Description Summary We're looking for an enthusiastic individual to join our team working for a huge client in the banking sector, overseeing the Facilities for one of their buildings in Bedfordshire. Job Description Core Responsibilities: To ensure an effective and customer focused service provided in...
-
Facilities Supervisor
2 weeks ago
United Kingdom Debenhams Ottaway LLP Full timeThis role ensures that clients receive a warm welcome into a clean, well-maintained office and that team members have facilities required to deliver an excellent service. The Facilities Supervisor is responsible for: Facilities Supervising the Facilities team, fostering a collaborative and supportive culture. Ensuring that the Facilities team are...
-
Office Facilities Coordinator
3 weeks ago
United Kingdom Fender Musical Instruments Corporation Full timeFender Musical Instruments Corporation is a world-famous brand with offices across the globe . Fender was born in Southern California and has built a worldwide influence beyond the studio and the stage. We are searching for a proactive and detail oriented EMEA Offices & Facilities Coordinator who possesses excellent organisational skills and attention...
-
Facilities Engineer
3 weeks ago
United Kingdom Polytec Ltd. Full timeLocation: Ely (CB6) Duration: Permanent Hours: 8am until 4:30pm (Monday to Friday) Salary: Competitive Job Reference: 35261 Polytec are looking for a Facilities Engineer for our client based in Ely. You will be required to attend site for emergency out of hours call outs for this role. Responsibilities: * Building maintenance and repairs including...
