Senior Facilities Assistant

Location: United Kingdom
Office: Birmingham
Discipline: Facilities
Contact name: Ben Porter

Contact email: [email protected]
Contact phone: 01214568041
Vacancy reference: 024189
Closing date: 21 May 2024

Location: Birmingham

Full time: 35 Hours per week

Hours will vary between 07.30 and 18.00, but your core hours will be 7 hours a day, 35 hours a week.

Responsible to:  Facilities Manager

Key relationships will include:  Facilities Manager, Birmingham Facilities Team, Facilities Group, Executive and Business Support, Fee Earners, Partners and Contractors.

Purpose of the role

To be an integral member of the facilities team and to take responsibility for all 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.

Main responsibilities

  • Ensure all internal and external post is dealt with efficiently. Including following up mail with no identification
  • Collect from post points during the day and process accordingly
  • Carry out daily building inspections, ensuring that remedial action is taken
  • photocopying documents and plans
  • collating documents
  • binding documents
  • printing documents and plans
  • scanning documents and plans (PDF)
  • Basic IT troubleshooting checks and routine tasks as and when required, including general maintenance and working closely with our IT team
  • Changing basic IT equipment such as keyboards, mice, cables and toners
  • Assisting with the testing and set-up of meeting room AV / presentation systems
  • Ensure the business lounge is manned at all times
  • Welcome visitors to the firm in a polite and professional manner. Liaise with fee earners and Executive Support Services to ensure that visitors are escorted to their appointment with the minimum of delay
  • Record particulars of all clients visiting the firm and prepare client lists for following day
  • Adhere in all respects with the firm’s values of openness and integrity, working together, respect for each other and strong client relationships
  • Act in a professional manner at all times
  • Act in a professional and courteous manner when dealing with clients (both internal and external) and always project a positive image of Mills & Reeve
  • Work effectively with the firm’s Support Services and treat all your work colleagues with respect
  • Meet deadlines or liaise with the team leader if a deadline is causing difficulty and provide updated time estimate
  • Be courteous and professional to others
  • Be familiar with the features of the software packages used in your area
  • Receive constructive feedback about your performance, consider issues identified and take steps to improve your performance

The person

Given the challenges of this role, it is likely that your background and experience will show:

  • Previous experience within a similar position
  • Strong organisational skills
  • IT literacy and willingness to learn new skills
  • Previous experience working in a professional services environment

The role additionally requires someone who:

  • Possesses strong communication skills across a varied range of stakeholders
  • Has a strong attention to detail

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:

Pre-employment screening

Please note that, in the event that we make an offer for a role, we will conduct pre-employment screening that includes, but is not limited to, a basic DBS check, right to work check, any disciplinary history recorded with the Solicitors Regulation Authority (SRA) and a self-declaration to assess your character and suitability for the role.  A full policy of the screening the firm undertakes is available on request.

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 of across the firm is included with this job description.  Further information on the firm’s Business Services career structure is available from the HR team.

The firm

Mills & Reeve is a major UK law firm renowned for its outstanding service to national and international clients, for its collaborative culture and for its deep sector expertise.

The firm has a strong sector focus with expertise in agriculture, charities, education, food and beverage, health, insurance, private wealth, real estate investment, sport and technology. Clients include businesses from PLCs to start-ups, high net worth individuals and landowners, more than 120 universities, colleges and education bodies and over 100 healthcare organisations.

This is an ideal opportunity to build your skills and experience with a major UK law firm, listed as one of the “Sunday Times 100 Best Companies to Work For” for the last 20 years - the only law firm to achieve this.

We are also proud to have been awarded Platinum Investors in People status this year.  The firm joins a select club of only 6% of 50,000 assessed organisations awarded the coveted platinum status.

The firm is also delighted to report for the eighth year running we were named as one of Roll On Friday’s ‘best law firms to works at’.

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: 

Job Description