Facilities Assistant (Cambridge)

Location: Cambridge
Discipline: Facilities
Contact name: Sean Smith

Contact email: sean.a.smith@outlook.com
Contact phone: 01223222299
Vacancy reference: 017449
Published: 12 days ago
Closing date: 26 August 2022

Permanent role, full time, Cambridge office based


The role

This is a permanent full-time role within the Facilities team.  The working hours are Monday to Friday, between 7:30 am and 6:30 pm on a weekly rota basis (7 hours per day) to ensure all services are provided within our core working hours. 


This role is classed as essential and requires on-site presence in our office on Hills Road, Cambridge. 


This role reports to the Facilities Team Leader and is responsible for answering questions and queries, ensuring that staff and partners have access to a comprehensive and high quality facilities service, which provides outstanding customer service to both internal and external clients. This role will also provide support reception cover on our main reception desk as well as assisting the reprographics team as required. 


This role works alongside other members of the Facilities team to provide an integral service to the Cambridge Office. 


Full details of the role are below:


Facilities tasks

  • Ensure all internal and external post is dealt with efficiently and effectively.
  • Collect from post points during the day and process collection including follow up mail with no identification.
  • Set up meeting rooms/tables and chairs (including specified equipment) requirements in a timely manner.
  • Ensure equipment is available, set up correctly working prior to arranged meetings/seminars.
  • On a rota basis undertake the “town round” in order to deliver/collect items from our local external clients
  • Carry out floor captain duties, including, but not limited to, stationery checks, internal meeting room checks, replenishing paper to copier machines, maintenance issues, collection of post, accompanying contractors on site.
  • Support the reprographics function of the team with required tasks to the highest standard (ie photocopying documents and plans, collating/binding documents, printing plans and scanning text/pictures and terriers). Notify your line manager of any faults with the reprographics equipment.
  • Support the Senior Files & Deeds Assistant, carrying out such file management activities as appropriate.
  • Assist in office/desk moves, as required.
  • Ensure the office equipment and furniture is usable and liaise with internal colleagues to arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage.
  • Ensure the constant provision of all stationery supplies in a cost-effective manner in accordance with the requirements of the Firm.
  • On occasions, provide efficient reception cover.
  • Report building maintenance issues and areas of damage to your line manager.
  • Be available to support with general maintenance and minor repairs as required.
  • Distribute incoming faxes to the relevant member of staff.

Professional conduct & compliance

  • Report any concerns regarding breach of confidentiality to the appropriate person.
  • Comply with the firm’s procedures for the safe-keeping of documents.

Client care

*         Ensure relevant team database/records are accurate and up to date on a regular basis


Team working

*         Carry out an active role during planned and unplanned fire drills and any emergency situations involving the whole office.


The person

This is a busy and challenging role and to be successful your background will probably include: 

  • at least 4 GCSEs or equivalent at Grade 4 (formally C)
  • experience in a similar role
  • some exposure to reprographics systems
  • some front of house / customer service experience
  • strong Microsoft Office skills, in particular Excel and good experience of Word and Outlook

In addition, the role requires someone who: 

  • has a genuine interest in a Facilities role
  • is able to think on their feet and provide practical solutions
  • be able to communicate clearly and effectively at all levels
  • have strong attention to detail
  • has excellent planning and organisation skills and remains calm under pressure
  • has the ability to work as part of a team and establishes good working relationships at all levels
  • keen interest in the role and willingness to accept direction from others
  • positive can do attitude
  • provides outstanding client service at all times

The Mills & Reeve Business Services career structure

We have a firm wide Business Services career structure and a published career progression framework.  Within the firm wide career structure there are five career levels.  For the purposes of the framework, this role is at an Assistant level and the role profile that details the outcomes and activities expected across the firm will be provided as part of the interview process.


The package

As you would expect, the firm offers a generous salary and benefits.  The firm’s standard benefits are detailed in the following link:



The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.


Why not find out more about what it’s like to work at Mills & Reeve by taking two minutes to watch our video?



And finally‿

Mills & Reeve is committed to providing an inclusive and supportive working environment.  We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.


Mills & Reeve is committed to promoting equality, diversity and to providing an inclusive and supportive environment.  Please  click here to find further information regarding our diversity policy.


If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link: