Office Support Assistant

1 month ago

Lincoln, United Kingdom Shakespeare Martineau Full time

**Office Support Assistant**:

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- Company:
- Shakespeare Martineau- Closing date:
- 27/08/2023- Term:
- Permanent- Working hours:
- Part-time- Team:
- Client Services & Facilities- Location:
- Lincoln- The opportunity**Let us introduce ourselves**

Shakespeare Martineau has signalled its commitment to Lincoln by signing on the dotted line for its new office hub in one of the city’s landmark buildings in the Cornhill Quarter.

Major refurbishment works are being carried out at 12-14 St Mary’s Street opposite Lincoln Central railway station, with the office renovation and fit-out due to be completed in September 2023.

When finished the hub will host meeting and office space as well as informal working spaces for visitors and collaboration areas. It is situated opposite the railway station, next to Central Bus Station and within a minute’s walk of Lincoln Central Car Park - perfect for commuting and client visits.

As part of this expansion at this exciting time we are seeking a Part-Time Client Support Assistant to support the team with the day-to-day management of the office and be the Business Operations Group’s key point of contact for this new site.

**Meet the team**

Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients, they provide a truly outstanding client service and work as one team, based across the country from our 11 offices.

**The opportunity**

We are currently recruiting for **one part-time assistant**, the role will require commitment to work **Mon - Wed, 09:00 - 17:30** with flexibility to support the team and be the client facing point of contact for the new office.

You will be working as part of the document services and buildings team providing a professional high quality and efficient office support service to the firm.

Your key duties will be:

- Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
- Transferring of data to and from removable media, cloud-based solutions, document and case management systems
- Sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
- Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
- Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
- Responsible for managing the meeting room bookings within the relevant app, responding within our SLA times
- 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
- Pro-actively ensure good housekeeping is adhered to throughout the office
- Ensure kitchens areas, 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 H&S issues/hazards, as well as any general maintenance or cleaning issues and report promptly to the relevant party
- Arrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes
- Arrange for large volume printing, scanning and document finishing work to completed or sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
- Prepare for new starters and leavers with lockers, keys and access as required
- Ensure all information displayed on the notice boards in the office are updated and relevant
- Assist with supervision of any external contractors and building management team as required
- Assist with any buildings team related activities as required including fire warden and first aid duties
- Any other duties commensurate with the post

**Skills and experience you will have**:

- Experience of working in a similar role within professional services
- Flexibility with working hours is essential in order to meet the needs of the business
- Excellent IT skills and ability to use Microsoft Office products confidently
- Able to work well under pressure to meet deadlines, whist remaining calm and professional
- Sound organisation skills
- Effective communicator with the ability to build and maintain relationships
- Knowledge of H&S and hazard identification

**Key competencies you will need**:

- Professional presentation, excellent communication skills and strong attention to detail
- A willingness to learn and a passion to provide solution focused service every time
- High degr

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