Office Support Specialist

4 weeks ago

Lincolnshire, United Kingdom Ampa - Legal & Professional Services Full time
Job Description

We are seeking a highly organised and enthusiastic Office Administrator to join our team in Lincoln. As an Office Administrator, you will be responsible for providing exceptional client experiences and support for all our clients, both external and internal.

Your key duties will include:

  • Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
  • Following the visitor management process and ensuring we meet all the requirements necessary
  • Liaising with the building reception team as and where relevant
  • Ensuring the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/evening
  • Assisting with the moving and organisation of office equipment and meeting room furniture as and when required
  • Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times
  • Following procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required
  • Ensuring meeting rooms and office resource areas are stocked up with the correct stationary
  • Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements
  • Organising IT team support if required for a specific meeting/event
  • Wearing a hands-free headset, and answering 'phone calls within 3 rings
  • Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
  • Liaising with clients either in person on the 'phone about their bookings and requirements
  • Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing
  • Assisting with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place
  • Pro-actively ensuring good housekeeping is adhered to throughout the office, kitchens stocked and tidy
  • Identifying any H&S, cleaning or any general maintenance issues/hazards and reporting promptly
  • Assisting with the delivery of events both internal and external
  • 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
  • Hand deliveries and collections as per requests to and from local sites including filing documents at court

What you will need:

  • Experience of working in a similar role (Admin/Office work)
  • 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 and other systems which support efficient operations of the team
  • Ability to work well under pressure to meet deadlines, whist remaining calm and professional
  • Exceptional organisation skills
  • Effective communicator with the ability to build and maintain relationships at all levels
  • An attitude of 'continuous improvement' and an ability to flex and pivot in order to always strive for better
  • Good attention to detail

Key competencies you will need:

  • Professional presentation of self, and the ability to embed the values of our brand in all that you do
  • Passionate about exceptional client experience
  • A willingness to learn and improve your own knowledge in order to deliver the best support for our clients
  • Good at using your own initiative and a positive attitude to challenges
  • Willingness to support other teams whenever necessary
  • Reliable and punctual
  • Competent at problem solving quietly and discreetly
  • Be a team player and want to make a difference

Meet the team:

To provide truly outstanding client experiences we work as one 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. The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

Benefits, Agile Working and Additional Information:

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we're keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Bristol, Edinburgh, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon, Lincoln and Sheffield.

This role will be based in our Lincoln office

Find out more about our benefits on our careers page

Additional information:

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found on our careers page.

Equal opportunities:

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.

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