Facilities Assistant

Assisting the Facilities Team Leader with the everyday facilities and operations within the office, whilst also focusing their time on providing print room support, day-to-day onsite facilities support to staff/contractors/visitors, document management and reception/meeting room duties. As a key member of the management service team the facilities assistant will be required to undertake work assigned from across the company and will have daily interactions with colleagues of all levels.

This job description is not exhaustive and the post holder may be required to undertake additional duties from time to time to assist with the smooth running of the London management services team.

Print and Mail Functions

• Ensure photocopiers are checked regularly and supplies are ordered. Resolve and sort minor faults and jams, calling out engineers as required.
• Process photocopying from the “In-tray” ensuring instructions are followed, recorded accordingly and then delivered within the set deadline.
• Process and complete reprographic work requested via the joint email account or in-person requests.
• Collect incoming and internal mail throughout the office and distribute as required.
• Prepare mail for despatch, checking that the enclosures are included and that the relevant tracking documents are updated accordingly.
• Ensure overnight couriers are booked and collected on-time to ensure delivery the following day.
• Arrange for copying to be carried out externally as and when required.
• Bind documents as instructed.
• Receive and scan all incoming mail to relevant fee-earners before distributing accordingly.
• Maintain the stationary cupboards and ensure orders are placed on a weekly basis.
• Ensure the binding machines are kept in good condition and maintenance visits are booked as required.
• Ensure the print room is kept tidy and left in a suitable manner every evening.

Document Management

• Complete all new submission requests relating to the London office.
• Ensure all retrievals are processed and ordered on time.
• Arrange collections with Restore as and when necessary.
• Maintain the storage system and follow the correct procedures to ensure everything is correlated.
• Follow the correct protocol for document destruction as and when required.
• Liaise with Restore to identify problems and ways to resolve them.
• Liaise with the Central Storage team for assistance.

Facilities

• Ensure the office is kept tidy and presentable.
• Maintain the client and internal meeting rooms, making sure supplies are replenished and the rooms are left looking professional.
• Liaising with the building management team to book external meeting rooms for clients.
• Monitor and maintain the confidential waste bins, ensuring they don’t overfill and collections are booked.
• Walk around the office doing visual checks on a weekly basis, ensuring everything is in order and not broken.
• Assist with all internal office moves.
• Maintain and replenish the First Aid equipment/supplies as and when required.
• Collect fresh fruit baskets and return the empty baskets to reception.
• Complete weekly fire register.
• Maintain and keep an accurate desk booking system, and log all visitors.
• Meet and greet visitors as they arrive and show them to their right desk/meeting room.
• To undertake any other reasonable duties as required by your line manager.

Candidate Profile

Essential

• Educated to GCSE standard or equivalent. A-Level standards are desirable but not essential.
• Proven experience in similar administrative roles.
• Competency with the Microsoft Office suite.
• Ability to work well independently and as part of a team.
• Proactive and responsive.
• Good interpersonal and organisational skills.
• Looking to further their career and develop within the role with progression.
• Strong get up and go attitude towards work and taking on new tasks.

Desirable

• Proven experience in a print and mail room environment.
• Ability to work under strict deadlines, meeting the needs of busy solicitors.
• Confidence to address all members of staff, no matter the seniority.
• Proven ability to achieve more within a workplace.

At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we welcome applicants from different backgrounds to all levels of the organisation. To foster inclusivity we particularly encourage applications from those who may be from underrepresented groups, including candidates from Black, Asian and minority ethnic backgrounds, LGBT+ people, disabled people and those from lower socio-economic backgrounds.

Shepherd and Wedderburn is committed to protecting the privacy and security of your personal information that we collect as a “data controller”. The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Personnel Data Retention Policy, which will be provided to you at the relevant time.

We will process the information you provide solely for the purpose of evaluating your application for employment. The information will be disclosed to the interview panel (if relevant), your line manager (if appointed), and Human Resources staff members. We may contact any references provided for the purposes of discussing your application, and will ask your permission before doing so.

If you provide any information deemed to be “special category” information under the General Data Protection Regulation, we may use this as follows:

• We will use information about your disability status to provide appropriate adjustments to the interview process.
• We will use any information provided in our diversity monitoring form about your race, colour, nationality, ethnic or national origin, gender identity, gender expression, social mobility background, religious beliefs, sexual orientation, any disability information, age, and marital/civil partnership status to ensure meaningful equal opportunity monitoring and reporting. Any analysis of this data will be done on an anonymous basis.

Should your application be unsuccessful, the information provided will be deleted within 1 year of a decision not to progress your application.

If you have any further questions about how we process and store your information, or your rights in relation to this, please refer to our GDPR Privacy Notice for Applicants and Work Experience Students (available at www.shepwedd.com/careers/working-with-us/privacy-notice)