Office Support Assistant

3 months ago

Cardiff, United Kingdom Browne Jacobson Full time

**Vacancy details**:
**Office Support Assistant - Cardiff**:
**Vacancy type**
- Secretarial/administrative

**Level**
- Junior

**Business area**
- Support

**Duration**
- Permanent

**Hours**
- Full time

**Location**
- Cardiff

**Reference number**
- HM100723

**Job title**
- Office Support Assistant - Cardiff

**Team**
- Legal Support Services

**Vacancy owner**
- Helen McPake

At Browne Jacobson, we’ve always worked across business and society, and this expertise sets us apart. Social and environmental impact are at the top of our business agenda. We champion fairness, make the complex simple and forge connections between clients to find creative solutions. This is how we improve outcomes for every person, community and business we serve.

With offices in Birmingham, Cardiff, Dublin, Exeter, London, Manchester and Nottingham, we’re a UK & I based law firm with an international reach. Our sectors include: health; real estate and construction; education; energy and infrastructure; financial services; government; insurance; manufacturing and industrials; and retail, consumer and logistics.

We nurture talent at all levels and from every background and celebrate what makes people individuals. Law needs all voices to reflect the society it serves and we’re working towards social mobility, diversity and inclusion in our firm - and our profession. We strive to create meaningful personal and professional development opportunities and offer flexible working in support of a good work-life balance. We focus on wellbeing and individuality, so that all our people can thrive.

**Why is this role important and how does it fit into the team, department and wider firm?**

To provide a high quality client experience in line with the firm’s brand values and standards.

**What does the role actually involve?**
- Copying, printing and scanning documents as requested. Ensuring pages are clear, legible and accurate, and correct finishing options are applied including pagination of documents where required.
- Saving and sending documents/ images including copying CDs, saving files to and from CDs, document management systems and BJ Access.
- Sending outgoing mail and inter-office mail, ensuring outgoing mail is left at the relevant collection point.
- Distribution of incoming/ inter-office mail and couriered items, ensuring items are logged in and signed for.
- Assist with the moving and organisation of office equipment, stationery and meeting room furniture as and when required.
- Hand deliveries and collections as per requests to and from local sites, including filing documents at court
- Retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals.
- Proactively ensure good housekeeping is adhered to throughout the office.
- Ensure break out areas, kitchens, stationery points and MFDs are sufficiently stocked at all times. Ordering consumables and replenishing stocks as and when necessary, keeping all areas tidy.
- Identify any Health & Safety issues/ hazards, as well as any general maintenance or cleaning issues and report promptly to the relevant party.
- Proactively manage DSE assessments in line with requirements when instructed or required.
- Arrange outgoing couriers and special deliveries etc. by request, completing the relevant details on the finance system.
- Arrange for large scale printing, scanning and document finishing work to be sent to other offices, ensuring SLAs are adhered to and requestors are kept updated on progress.
- Prepare for new starters and leavers with lockers, keys, and access etc.
- Ensure all documentation displayed in the office is appropriate and up to date at all times.
- Assist with maintaining the meeting rooms and booking system
- Local management of allocated car parking
- Assist with supervision of any external contractors and building management team as requested by the buildings team.
- Assist with any building related activities as required including fire warden and first aid duties.
- Any other duties commensurate with the post.

**Person specification**

**What technical skills are required for someone to be successful and enjoy the role?**
- IT literate with knowledge of Microsoft office (Excel, Word and Outlook)
- Methodical, organised approach
- Health & Safety knowledge/ Hazard identification
- Keen eye for detail

**Who would be a good fit for this role?**

As part of the Legal Support Services team, you would be expected to have the following skills and experience:

- Ability to adapt to change and understand the need to develop processes
- Positive, can-do attitude, with the ability to work on own initiative whilst maintaining a positive team spirit at all times
- Effective communication skills with the ability to build and maintain relationships
- Good organisational skills, with the ability to multi-task
- Work well under pressure whilst remaining calm

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