Operations Assistant

4 weeks ago

Nottingham, United Kingdom Douglas Scott Legal Recruitment Full time

**Operations Assistant**
**Nottingham**
**£24,000 - £28,000**

**The Firm**
Delighted to be working with one of Nottingham's leading Top100 Legal Firms to find a Operations Assistant in an exciting position based in Nottingham. With modern offices close by to commuter links, and an extremely competitive salary, this is an exciting opportunity for a Operations Assistant looking for a new opportunity in Nottingham.

**The Role of a Operations Assistant**:

- Reception duties to include reviewing meeting room calendars, preparing meeting rooms and arranging catering, meeting and greeting visitors, directing them to the meeting room and providing refreshments, copying ID documents for fee earners, keeping visitor book and staff records updated for fire evacuation purposes, accepting and signing for incoming deliveries
- Provide cover within the team to ensure front of house is manned between 9.00 am and 5.30 pm Monday to Thursday and 9.00 to 5.00 pm on Fridays
- Handling of incoming mail which comes in via reception adhering to company guidelines
- Input timesheets and prepare cost estimate warnings
- Arrange travel and hotel bookings including liaison with travel agent and monitoring of the travel booking inbox
- Maintain office supplies and stationery ensuring orders placed for replacement stock in a timely manner to assist with the smooth running of the office - ensuring these storage areas are kept tidy
- Maintain paper stock levels in all print machines
- Maintain database in relation to archived files and retrieve and replace said items as requested
- Undertake routine and regular maintenance tasks to include, but not be restricted to, air conditioning settings, ensuring the car park is kept safe for staff and visitors, issuing door toggles, issuing office keys, liaising with contractors re routine and ad hoc visits
- Assist with office moves, set up for new starters and clear down for leavers and movers, ensuring all records are updated
- Assist with fire alarm checks and carry out monthly checks for emergency lighting and fire exit doors. Log accordingly
- Carry out workstation risk assessments and ensure general health and safety regulations are followed
- File archiving within SOS including destruction of archived files in accordance with the company’s file retention policy, monitoring office advance diaries, dealing with files opened in error and retrieving files from storage and subsequently returning them too
- Arrange regular newspaper recycling in line with the firm’s Green initiative
- Assist with organisation of In-House training including setting up of any video conference or webinar facilities
- Arrange course and conference bookings
- Assist with telephone conference call set up
- Replacement of IT back up tapes and allocation of pool IT equipment, ensuring records are kept
- Assist Operations Director with routine and ad hoc tasks/projects
- Assistance in support team wherever and whenever necessary
- Any other reasonable request by members of staff
- Ensure the confidentiality of all the company’s and clients’ documentation and information

**Skills and Qualifications of a Operations Assistant**:

- Ability to prioritise and organise resources to get things done.
- A dynamic team player with a proactive and willing attitude.
- Experience of working in a professional organisation in an internal legal role such as a receptionist, PA or facilities co-ordinator.
- Excellent communication skills, both written and verbal - able to communicate at all levels.
- Good keyboard skills.
- Excellent accuracy and attention to detail in work produced.
- Customer care to the highest standard.
- Evidence of a ‘can-do’ attitude and good work ethic.
- Experience of working in a team - demonstrates skills of team player - supportive, reliable and flexible.
- Exceptionally organised with the ability to multi task, be hands on and have the ability to work under pressure/meet deadlines.
- Knowledge of relevant computer retrieval information systems.
- Desire to undertake training when required to do so and overall to have a responsibility towards self-development and further training

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