Facilities Assistant

The Facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room. Reception and Hospitality Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.) 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 with bottles of water 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 Manager if replenishments / replacements are needed Post room: Opening, sorting and distributing incoming mail each morning Date stamp all mail and cheques before scanning. 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 Bulk copying – Ensure you understand what is required – number of copies/double sided/ 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 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. About You 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