Float Reception

Closing date:
- 31/10/2024- Term:
- Permanent- Working hours:
- Full-time (40 hours per week)- Department:
- Business Services- Location:
- Gatwick- The firmDMH Stallard is an award winning South East law, Legal 100 firm with offices in London, Brighton, Gatwick, Guilford, Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970, and has a headcount of approx 380. Our firm provides a comprehensive range of commercial, dispute resolution and litigation, employment, cyber security and cyber-crime, corporate, intellectual property, real estate and technology, media and telecoms advice to both businesses and individuals. Our clients, our people and our professional networks are the keys to our success.
- The departmentOur Office Services Team handle all practical business needs, from dealing with incoming and outgoing post, to car parking, office supplies, health and safety and office receptions.

**Job Purpose**:

- To provide reception and office services cover across the firm’s offices (currently in Brighton, Horsham, Crawley, Guildford and London) covering (but not limited to) reception, telephony and office services duties, and limited IT & Accounts support.
- To provide a professional front of house service to the designated office, ensuring that agreed standards of client care are adhered to.
- To provide an effective and efficient office services management service to the designated office, including administrative and basic IT support.
- To ensure that agreed standards of client care are adhered to in all facets of the role.
- To cover Reception/Switchboard/Office Services/Records Management duties as & when required.

This is a great opportunity for someone who is looking for their first role within a law firm before portenitally progressing their career and moving on and qualifying as a Solicitor.

**Responsibilities and Duties**:
**Reception**
- Meeting and greeting visitors (including the signing in of contractors).
- Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
- Setting up meeting rooms for training and meetings, including arranging the furniture, setting up computers/laptops, conference phones, video conferencing and AV equipment.
- Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
- Assisting guests with wireless connection etc when needed.
- Booking meeting rooms/hot desks and maintaining reception diary.
- Booking and logging couriers and taxis.
- Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider (training provided if necessary).
- Assisting with in-house events including liaising with event organiser / restaurant, booking food, dealing with menus & dietary needs and event responsibilities.
- Positively contributing to an effective client focused team and a continually improving service.
- Dedicated switchboard role when rostered.

**Office Services**
- Sorting, scanning, and distributing incoming and outgoing post (Royal Mail, DX, couriers). Arranging couriers.
- To carry out post runs.
- To carry out various manual handling duties e.g. files, boxes, furniture & ad hoc items.
- Undertaking photocopying for all fee-earning groups as and when required. This will also include faxing, binding, scanning, printing, and sorting documents.
- Maintaining and up keeping the meeting rooms, kitchen, and hot desks with the appropriate stationery/supplies, including keeping the areas clean and tidy - this will also include the need to regularly clean common touch points in the offices and other areas as required.
- Ordering of supplies and stationery from relevant companies (if required).
- Work with the IT support persons as required. Assist Accounts as and when required.
- Assisting with Health & Safety matters to ensure we meet our H&S requirements, policies & procedures. Supporting with DSE assessments across the offices.
- To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
- To assist with the building checks identifying maintenance issues in conjunction with the Office Manager.
- To undertake such duties that are consistent with the job description as assigned by the Office Manager, Office Operations Manager or Head of Office Operations.

**Records Management**
- Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
- Accurately maintaining the firm’s records management Artiion database.
- Other information**Knowledge, Skills and Experience Required**:

- Previous reception experience preferred.
- Experience in an office services and facilities role preferred.
- Excellent telephone manner.
- Effective communication skills both ove