Office Assistant / Workplace Assistant - Perm - Part Time - Lincoln

This role is to work Monday, Tuesdays and Wednesday

Are you enthusiastic, keen to learn and develop your skills? Looking for a friendly, busy and supportive team where we will help you grow? We are looking for a new Office / Workplace Assistant!

We can offer you:

A competitive salary with great benefits including private medical, 27 days holiday plus bank holidays and a bonus day off for your birthday
A culture of trust, empowerment and autonomy over your work
Part of a vibrant, forward- thinking team with the support of friendly, approachable partners who encourage and support your career development

What you will be doing:

The Key feature of this role is to provide exceptional client experiences and support for all our clients, both external and internal. Therefore, successful candidates must be highly organised, enthusiastic, helpful individuals, with a range of client facing and business support skills.

Your key duties will be:

Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
Following the visitor management process and ensuring we meet all the requirements necessary
Liaising with the building reception team as and where relevant
Ensure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/evening
Assist with the moving and organisation of office equipment and meeting room furniture as and when required
Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms
Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times
Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required
Ensure meeting rooms and office resource areas are stocked up with the correct stationary
Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements
Organise IT team support if required for a specific meeting/event
Wearing a hands-free headset, and answering ‘phone calls within 3 rings
Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
Liaising with clients either in person on the ‘phone about their bookings and requirements
Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing
Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place
Pro-actively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
Identify any H&S, cleaning or any general maintenance issues/hazards and report promptly
Assisting with the delivery of events both internal and external
Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
Transferring of data to and from removable media, cloud based solutions, document and case management systems
Sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
Hand deliveries and collections as per requests to and from local sites including filing documents at court

What you will need:

Experience of working in a similar role (Admin/Office work)
Flexibility with working hours is essential in order to meet the needs of the business
Excellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the team
Ability to work well under pressure to meet deadlines, whist remaining calm and professional
Exceptional organisation skills
Effective communicator with the ability to build and maintain relationships at all levels
An attitude of ‘continuous improvement’ and an ability to flex and pivot in order to always strive for better
Good attention to detail

Key competencies you will need:

Professional presentation of self, and the ability to embed the values of our brand in all that you do
Passionate about exceptional client experience
A willingness to learn and improve your own knowledge in order to deliver the best support for our clients
Good at using your own initiative and a positive attitude to challenges
Willingness to support other teams whenever necessary
Reliable and punctual
Competent at problem solving quietly and discreetly
Be a team player and want to make a difference

Meet the team:

To provide truly outstanding client experiences we work as one team. Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients. The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

Benefits, Agile Working and Additional Information:

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Bristol, Edinburgh, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon, Lincoln and Sheffield.

This role will be based in our Lincoln office

Find out more about our AMAZING BENEFITS on our careers page

Additional information:

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found on our careers page.

Equal opportunities:

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.

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