Facilities Assistant

Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)

• Forward electronic faxes to recipients within the office following the firms fax policy
• Meet and assist all clients and other visitors – record details of persons visiting

Responsible for catering and refreshments for various occasions, ranging from:

• Client/internal meetings
• Client Events
• Staff Parties

Manage the meeting rooms including:

• Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser
• Notify office manager of any repairs required
• Replenish the fridge with bottles of water throughout and at the end of the day
• Set up laptops and webinars as required

Manage stock control

• Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed 

Telephony

• Promptly answer and redirect all incoming calls in a polite and friendly manner
• Prepare, maintain and distribute telephone extension lists
• Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity
• Adhere to SOP’s

Post room:

• Opening, sorting and distributing incoming mail each morning
• Date stamp all mail and cheques before scanning.
• Scan all incoming post
• Scan and redirect post for other offices following correct procedures
• Record all special and recorded mail – obtain a signature when passing it to the recipient.
• Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature.
• Assist with local hand deliveries

• Binding – check what size and type of binding comb is required; cover sheet and back card required.  Return by agreed deadline
• Assist with the Stationery ordering and distribution
• Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail
• Ensure the confidentiality and security of all practice and clients’ documentation or information.
• Undertaking such other duties as may be allocated from time to time
• Book couriers, ensuring that the correct nominal codes for the departments are being used

Other Ad-hoc

• Archiving
• Perform some legal admin tasks from time to time

• Friendly and approachable
• Team player
• Ability to work in a fast paced environment
• Good communication skills
• Well organised with an ability to prioritise tasks
•  Good time management