PLEASE NOTE: This role is not on the list of occupations eligible for sponsorship under the Skilled Worker route
The Facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room.
This is a part time position working 22.5 hours per week.
Reception and Hospitality
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 located near reception with bottles of water and glasses 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 sorting into departments. (we don’t date stamp now with digital mail)
- 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
- colour and return by agreed deadline.
- 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/DX
- 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
This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.
- 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
If you meet our criteria and think this is a job where you could bring enthusiasm and commitment, then we look forward to receiving your application.
Weightmans is a Top 45 law firm with offices throughout the UK. Having been recognised as the leading legal employer at the annual Britain's Top Employers awards 2021 and achieved record rankings in Chambers UK.
The independent research showed "Weightmans provides exceptional employee conditions, nurtures and develops talent throughout all levels of the organisation."
We are truly committed to fostering a culture of equality and diversity, where everyone in the firm is respected and recognised on merit for the work that they do.
We strongly encourage applications from people of all ethnicities, genders, sexual orientations and disabilities. Please let us know if you require any reasonable adjustment at any stage of the application process.
Please feel free to note your preferred pronouns in your application.
Work for a firm where people matter – work for Weightmans.
As well as being immensely proud of the work we carry out for our clients and the culture we provide to our people we offer a wide range of benefits including;
- 28 days’ annual leave plus bank holidays (pro-rated for part time)
- Agile / working from home including provision of home office equipment*
- Healthcare cover/ Medicash
- Pension plan
- Life Insurance 4 x salary
- Interest free travel loan scheme
- Employee Assistance Programme including counselling, legal and consumer advice service
- Discounted gym membership
- Discounted dental scheme
- Cycle to work scheme
- Offers & discounts
- Great reward and recognition scheme
- there are a small number of roles that cannot be performed from home, your Recruitment Adviser can confirm.
Please note
- Any reference to experience or PQE in our adverts or job descriptions is to be used as a guideline only. We welcome applicants from all backgrounds and with different levels of experience who can demonstrate that they fulfil the requirements of the role.
- The successful candidate appointed to this role will be subject to our standard background checking process, and any offer of employment made is conditional upon successful completion of those checks. Further details can be obtained from the Recruitment team.
- We are open to part time/job share applicants.
Recruitment agencies (PSL /non-PSL)
Weightmans operates a strict 'preferred supplier list' (PSL) and is committed to working closely with the recruitment agencies that feature on that list. As such, Weightmans does not accept speculative or unsolicited CVs, profiles or any other introductions from both our PSL and non-PSL agencies. If a PSL or non-PSL agency chooses to submit a speculative or unsolicited CV, profile or introduction without instruction from a member of Weightmans’ recruitment team, we will reserve the right to treat the introduction as a gift and contact the candidate directly without accepting or entering into the agency’s terms nor being liable for a recruitment fee.
Eligibility to work in the UK
Eligibility to work in the UK will be verified in the final stages of the selection process. All candidates must either already have a right to work in the UK before commencing employment, or meet the Home office criteria for Visa sponsorship. Candidates who require sponsorship should evaluate the Home Office eligibility criteria for a Skilled Worker visa before applying.