Reception/facilities Assistant

We’re a national law firm with a local reach. Our philosophy is ‘we're legal and financial experts that care’ - something you’ll find in the way we work with our clients and how we support our teams. But we’re more than just a law firm - we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.

We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.

We're always looking to support our colleagues to work in a way that works best for them and everyone else, including our clients, the business and the regulators. Please speak to a member of our Recruitment and Onboarding team for more information.

**Your Role and What You'll Be Doing**

We are looking for a Reception/Office Assistant to join our Newcastle office. As a Reception/Office Assistant, you will need to show excellent people skills, operation of the client boardrooms, meeting rooms, seminars, video conferencing facilities, room booking systems and the front of house provision of all associated services. You will work closely with your colleagues to ensure clients and visitors have a seamless journey. You will be passionate about delivering a first-class experience and working to deadlines and dealing with any challenging client issues.
- Meet and greet clients in a professional and friendly manner, providing excellent customer service - going the ‘extra mile’ to exceed client expectations.
- To be fully aware of and be able to manage all reception and security procedures, including meeting room bookings and capabilities, presentation and video conferencing equipment, visitor management process and site security arrangements.
- Liaising with catering, meeting room technicians, maintenance & IT departments to ensure the smooth provision of services to the meeting rooms and client areas.
- To be knowledgeable of all catering options available and be able to advise meeting organizers.
- Printing, Copying and Scanning as required by meeting room users and clients, diverting work to the reprographics team where necessary.
- To compile monthly management information for the office manager, reporting on client meeting room stats and trends.
- Using Workspace the current meeting room booking system, take control of meeting room calendars to ensure rooms are managed in accordance with the requirements of the firm. Manage the use of rooms and if meetings overrun be proactive in managing subsequent affected bookings and communicate effectively with those who have booked the rooms.
- Ensuring that both reception and client meeting rooms are kept tidy and stocked with the correct items at all times. Ensuring that all brochures are up-to-date and the correct material is on display.

**About You**
- Working in a similar customer facing environment
- Experienced in a customer service/partnering environment; highly customer-focused
- Proven capability in developing support services to quality standards within a demanding business environment
- Practical experience of working within a Service-Level Agreement and Key Performance Indicators
- Positive attitude and willingness to learn new procedures
- Strong client care / service skills
- Attention to detail and Proactive
- Good general management skills
- Good IT skills, including knowledge of a range of software packages
- Effective communicator, both orally and in writing
- Time management skills with the ability to plan work to meet challenging, conflicting and/or demanding pressures and timescales

**Our Benefits - What We Can Offer You**
- 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
- Generous and flexible pension schemes.
- Volunteering days - Two days of volunteering every year for a cause of your choice (fully paid)
- Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.

We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024

Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.

Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

**Additional Information**

As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protectin