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Administrative Assistant

1 month ago

Bath UK, Bath & N E Somerset, United Kingdom Boffin Recruitment Part time

Office Assistant

Part-Time – 25 hours per week (5 hours per day)

Office based - Bath

£23-24k full-time equivalent


About Our Client


Our client is an award-winning law firm with 180 employees operating from six European offices including London and Bath and one office in the US. Their multidisciplinary team combines patent attorneys, litigators, and commercial IP lawyers with an impressive global client base, ranging from SMEs to multinational blue-chip companies, including telecoms owners, major software developers, pharma and biotech companies, medical device manufacturers, aerospace, and logistics companies.


About the Role


The purpose of this role is to serve the office generally, acting as an office representative and carrying out office and housekeeping duties to ensure the smooth running of the Bath office. It is important, therefore, that the job holder is well-organized, a good communicator, and responsive to requests.


The Office Services Assistant is responsible for ensuring that the responsibilities listed below are completed in a timely manner, as well as ensuring that any ad hoc requests from the Office Services Manager or other members of our client’s team are dealt with.


**Responsibilities**


**Reception:**

- Meeting and greeting visitors

- Offering and serving drinks to visitors

- Preparing rooms by tidying, replenishing supplies, and putting out glasses


**Facilities Management:**

- Liaising with cleaners via Comments Book

- Arranging miscellaneous cleaning jobs

- Reporting building faults and office repairs to the Office Manager

- Following up and chasing contractors when necessary

- Changing Pure Water gas canister when required

- Tidying up the reception and communal/kitchen area

- De-scaling items with approved descaler when necessary (e.g., kettle/coffee machine)

- Refilling Nespresso holder every morning

- Maintenance of Miele coffee machine (descaling, degreasing, and pipework cleaning)

- Taking used batteries to the recycling point

- Arranging for cardboard, etc., to be left out for cleaners

- Shredding confidential documents


**Ordering, Checking, and Replacing Supplies:**

- Checking kitchen supplies and placing orders

- Conducting regular stationery inventories using a checklist and placing orders

- Ordering, recycling, and replacing toners

- Ordering ad hoc items on request

- Monitoring headed paper/compliment slips


**New Starters:**

- Preparing desks for new joiners, ordering bins, stationery, etc.

- Conducting office inductions for new starters


**Daily Tasks:**

- Acting as the main point of contact for deliveries to and from our client’s Bath office

- Taking post to the local Post Office

- Ensuring fire exits are kept clear

- Handling and topping up petty cash

- Acting as a member of the ring group

- Scanning paperwork


**Monthly Tasks:**

- Testing emergency lights, updating, and keeping records

- Completing monthly review sheets for our client’s cleaning contractors and keeping an accurate record

- Performing water temperature checks

- Performing fire extinguisher checks


**Travel:**

- Handling travel inquiries, making travel arrangements, and acting as the main point of contact for our client’s Travel Team


**Skills, Experience & Qualifications**


Successful candidates will be comfortable working in a modern, fast-paced environment with a level of autonomy. They will also demonstrate the following:


- Good keyboard skills and proficiency using the MS Office suite, including Word and Excel (our client operates a paperless office)

- Strong attention to detail, producing accurate work at all times

- Good timekeeping with the ability to respond to urgent requests and organize their workload, ensuring deadlines are met

- Strong written and verbal communication skills, ensuring others are informed when tasks are completed

- A proactive and flexible approach, with a willingness to help and take on new challenges

- A positive, hard-working, and conscientious attitude

- A reliable and professional manner at all times

- Excellent team working skills, operating cooperatively and non-confrontationally, and with respect for others

- Ability to accept feedback and respond constructively

- Ability to deal with a variety of people at different levels

- Ability to work under pressure

- Engagement with the duties of the role and willingness to understand how this role supports the business as a whole


**Rewards & Benefits**


Our client offers a competitive salary and several benefits:

- Discretionary bonus

- 25 days of holiday, excluding bank holidays (pro rata for the hours worked)

- Pension

- Private medical healthcare

- Free eye tests

- Employee Assistance Programme

- Cycle to work scheme

- Season ticket loan

- Electric vehicle scheme

- Group personal pension plan

- Enhanced maternity, paternity, adoption, and shared parental leave

- Flex leave

- Holiday Loyalty


**Other Information**


Our client has a friendly, progressive, and mutually supportive working environment along with a smart casual dress policy and stylish modern offices.


**Equal Opportunities**


Our client is an equal opportunities employer that values diversity and welcomes applications from all suitably qualified persons regardless of their ethnicity, gender, sexual orientation, age, disability, religious practice, or any other perceived differences.