Facilities Assistant / Administrative Assistant

Location: United Kingdom
Office: Oxford
Discipline: Central executive support services
Contact name: Jenny Stanford

Contact email: [email protected]
Contact phone: 01223222249
Vacancy reference: 023829
Closing date: 29 April 2024

Oxford, Full time and Permanent 

The role

To provide administrative and facilities services to our Oxford office. The role will report to the Facilities Manager and Executive Services Manager and is responsible for the smooth operation of the facilities functions within the Oxford office.  This role will also include a range of administrative assistant tasks. 

The person

Given that this is an entry level position, we are open as to your background and previous experience, although this is likely to include some involvement in customer service and/or office-based work.

This role has a variety of responsibilities and tasks. Background should probably include:

o              Experience in a similar role, such as an Administrative Assistant or Facilities.

o              Front of house to include reception duties or a customer facing role.  

o              Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events

o              Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile

o              Experience of InterAction and finance systems, but not essential

Main responsibilities

o              First point of contact for Facilities and Health & Safety issues within the office

o              First point of contact with building landlord/managing agents.

o              Welcoming visitors to the firm in a polite and professional manner.

o              Carry out daily building inspections and report any maintenance issues to the relevant person. Liaising with any contractors coming to site.

o              Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT

o              or Marketing) as and when requested.

o              Process all incoming and outgoing mail and arrange couriers.

o              Undertake reprographic duties to the highest standard (ie photocopying and scanning post/documents/files, creating USB Data Sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner.

o              Ensure the office equipment and furniture is usable and 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.

o              Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations.

o              Ensure equipment is available, set up correctly working prior to the start of meetings/seminars.

o              Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained

o              Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate.

o              Ensure clear desk and security policy maintained and adhered to

o              Ensuring security procedures regarding access to the premises are adhered to at all times.

o              Complete compliance audits as required and in a timely manner

o              Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc).

o              Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations.

o              Complete relevant H&S training courses including First Aider and Fire Warden training.

o              Completing courier forms and arranging these as directed;

o              Managing Special Deliveries and proof of posting; and

o              Managing information that is saved in places such as data rooms and Sharefiles.

Administrative assistant additional responsibilities

o              Filing, both physical and electronic;

o              Adding and amending contacts, flagging duplicate entries, logging referrals, managing mailing lists;

o              Logging activities and running reports;

o              Assisting with matter risks assessments, conflict checks and Central Inception;

o              Assisting with file audits;

o              Assisting with opening and closing files;

o              Assist with online finance forms including raising purchase orders.

You will be responsible for supporting the Executive Assistants, lawyers and Business Services and will be asked to complete a number of tasks that are likely to include:

o              Copying, printing and scanning documents, using other available support services if required;

o              Booking train tickets and travel using the firm’s online system;

o              Completing online expense claims on behalf of lawyers;

o              Compiling document bundles, both online and in paper form;

o              General document management that may include indexing, scheduling, paginating and, binding; and

o              It is likely that you will also be involved in ad hoc tasks delegated to you.

Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.

Disclosure and barring service check

This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions/cautions.

The Mills & Reeve Business Services career structure

We have a firm wide Executive Support 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.  Further information on the firm’s Executive Support Services career structure is available from the HR team.

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.

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 the link below 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: