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Workplace Assistant

5 months ago

Belfast, United Kingdom Pinsent Masons Full time

**WORKPLACE ASSISTANT**

**Role Overview**

We have a fantastic opportunity for a Workplace Assistant to join our Facilities team. This role will be based in our Belfast office.

In this role you will assist with the effective delivery of the Workplace services, including digitisation, print and post as well as supporting the management of a health and safety of our people and our offices.

35 hours per week, complete flexibility required - core cover between 08:00 - 18:30 working on a shift rotation as agreed with Workplace Manager (with flexibility to work overtime as reasonably required)

**Main duties and responsibilities**:

- High volume copying, collating, binding and laminating of legal documents, printing and colouring legal plans.
- Producing E-bibles to Firm standards using proprietary software.
- Batch and bulk attachment printing using Illuminate software.
- 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 stationery and stock items and ensuring all office service centres and storage areas are well-maintained.
- Providing ‘first line’ fault finding capability on print/post room machines and all on-floor devices. Liaison with engineers where required and recording outcomes.
- Changing of toners for all multi-functional devices and checking paper levels around the office.
- The daily receiving-in, sorting, scanning and dispatch of Royal Mail, DX and courier mail deliveries as well as timely collections during the day.
- Support home working requests for print, scanning, mail, courier and other requirements.
- Detailed sorting, separation, scanning and distribution and delivery of legal notices, banking and other specific company mail.
- Sorting and processing of hard copy mail items, liaising with the recipients as to the action required.
- Receipt, registering, sending and distribution of faxes as required.
- The daily processing and dispatch of all outgoing mail including special and recorded delivery items, using the online Royal Mail business account and Click and Drop software. Maintaining daily records of volumes sent out.
- Booking and management of courier services appropriate to requirements.
- Assisting with security pass creation and access control request management.
- Production and updating of internal signage.
- Responding to general requests and tasks (access passes, AC, maintenance, etc.)
- Providing support with general office administration, including assisting with the processing of invoices, ordering of equipment, where required.
- Assisting with meeting room changes and general porterage.
- Assist with maintenance and repairs to office furniture, fittings and services where required.
- Participation in business resilience activities and upkeep of equipment and staff lists.
- To undertake other duties as reasonably requested by the Workplace Manager or Coordinator.

Relevant Experience:

- Relevant experience of working in a Facilities department or Workplace Management team within a similar professional services environment
- Experienced in a customer service environment and highly customer-focused
- Experience of using high volume reprographics equipment and associated IT software
- Excellent IT skills to include all MS Office packages.

**Our Benefits**
- Join a global, innovative and forward thinking firm;
- 25 days annual leave entitlement and the opportunity to purchase or roll over 5 days; Pro rota
- Up to 5 days' carers/parental leave per year;
- Contributory pension of up to 5%;
- Private healthcare;
- Death in service cover (4 x base salary);
- Cycle to work scheme;
- Access to training and development to refresh or enhance your current skillset;
- For any queries or for a copy of the full job description then please contact our in-house recruiter Sophie Walls. Please note we only accept CVs that are logged on the Recruitment portal. _
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