Workplace Assistant - #1733228

Job Description

Job Title: Workplace Assistant

Location: Birmingham

Hours of Work: 35 hours per week, flexibility required. Core cover between 08:00 - 18:00 working on a shift rotation basis as agreed with the Workplace Manager (with flexibility to work overtime as reasonably required)

Type: Office-based role, 5 days a week

About the Business:

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role:

To assist with the effective delivery of the Workplace services, including digitisation, print and post as well as supporting with the management of the health and safety of our people and our offices.

Main duties and responsibilities:

Workplace Services

• High volume copying, collating, binding and laminating of legal documents, printing and colouring legal plans.
• Batch and bulk attachment printing using the relevant software.
• Scanning documents for the purpose of emailing using internal software solutions.
• Creating documents for internal and external issue and for presentations.
• Ensuring all documents are quality checked and returned within customer-specified time scales.
• Arranging printing and copying with external providers as required ensuring documents are returned within customer specified timescales.
• Ordering stationery and stock items and ensuring all office service centres and storage areas are well-maintained.
• Providing ‘first line’ fault finding capability on print/post room machines and all on-floor devices. Liaison with engineers where required and recording outcomes.
• Changing of toners for all multi-functional devices and checking paper levels around the office.
• The daily receiving-in, sorting, scanning and delivery of Royal Mail, DX, legal notices, other company mail and courier deliveries.
• Sorting and processing of hard copy mail items, liaising with the recipients as to the action required.
• Receipt, registering, sending and distribution of E-faxes as required.
• Ascertaining originators of un-referenced mail by database searches and/or e-mail notifications.
• The daily processing and despatch of all outgoing mail including special and recorded delivery items, using the online Royal Mail business account and Click and Drop software. Maintaining daily records of volumes sent out.
• Booking and management of courier services appropriate to requirements.
• Process requests for retrieval, distribution and collection of deeds and archives and in a timely manner.
• Checking items sent for storage are labelled accurately and all details checked and ensuring schedule of deeds is attached when archiving deeds packets and all other items are processed at file level.
• Production and updating of internal signage.
• Responding to general requests and tasks (access passes, AC, maintenance etc.)
• Providing support with general office administration, including assisting with the processing of invoices.
• Assisting with meeting room changes and general porterage.
• To undertake other duties as reasonably requested by the Workplace Manager or Workplace Coordinator.
  
  
  

Health, Safety and Environment

• Ensuring that general office housekeeping standards are consistently met, tidying up and moving any items that create hazards as well as clearing away any delivered items promptly.
• Assisting with and completing floor walks and inspections and helping to identify and resolve issues.
• Assisting the Workplace Co-ordinator and Workplace Manager with the co-ordination and control of contractors.
• Reporting and recording of accidents and near misses.
• Monitoring the correct use of waste and recycling facilities, highlighting any issues to the Workplace Co-ordinator or Workplace Manager.
• Participating in fire evacuation/emergency procedures as a fire warden, where trained.
• Adhering to all set protocols, policies and procedures.
• Participation in other safety, business resilience and environmental related tasks as requested by the Workplace Manager.
  
  
  

Technology, Innovation and Reporting

• Monitoring of office functions, identifying opportunities for improvement and reporting any faults.
• Use of Billback cost recovery system for all reprographics tasks.
• To provide volume and data reports as required.
• Use of CAFM system ensuring service, responding to Helpdesk queries ensuring calls are closed out satisfactorily.
• Assisting with ensuring that all records are kept up to date on CAFM for Auditing and Compliance purposes.
  
  
  

Candidate Overview:

We are looking for candidates who ideally hold the following skills and experience:

• Educated to GCSE or equivalent, including maths and English
• IOSH Managing Safely qualification desirable
• Relevant experience of working in a Facilities Department or Workplace Management team within a similar professional services environment
• Experienced in a customer service environment and highly customer-focused
• Experience of using high volume reprographics equipment and associated IT software
• Excellent IT skills to include all MS Office packages
  
  
  

What can we offer you?

• Carers’ leave (up to five paid days’ leave towards caring responsibilities)
• 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.
  
  
  

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email.

We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.