Job Description

Job Title: Workplace Assistant (6 month fixed term contract)

Location: Belfast

Working hours 35 hours on Monday to Friday. Some overtime may be required.

Type: Full-time office based.

About the Business:

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role:

We're hiring a Workplace Assistant to join us on a 6 month contract, to be responsible for assisting in the running of the Facilities Department.

Main duties and responsibilities:

1. Post and Fax

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Local hand delivery and collection of mail
• Ensuring mail and courier services used are appropriate to customer requirements
• Distribution of incoming faxes
• Care, operational maintenance and ‘first-line’ fault finding of postage system
• Ascertaining originators of un-referenced mail by database search or issue of email notice

2. Reception/Meeting Rooms

• Provide reception cover if required, in agreement with line manager
• Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
• Where required, prepare beverages and deliver lunches to rooms at booked times
• Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• If required, assist with the set-up of IT/AV for meetings

3. Reprographics

• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• CD bible production (Glasgow)
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels

4. Health, Safety and Environment

• Ensuring that the office is tidy and delivered items are cleared away promptly

• Carrying out office inspections, completing forms and helping to resolve issues

• Assisting with the co-ordination and control of contractors, including completion of authorisations etc.

• Reporting and recording of accidents and near misses

• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager

• Participation in other safety and environmental related activities as directed by line manager

5. New Starts and Internal Moves

• Carrying out health and safety and/or facilities inductions for new starts

• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers

• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage

• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs

6. General Facilities Operations

• Production and updating of internal signage

• Responding to general requests from staff & partners (maintenance, porterage etc.)

• Providing support with general office administration, including the processing of invoices, ordering of business cards and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Undertaking daily flushing and weekly clean of drinks dispensers
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the Vivreau water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager

• Identifying opportunities for process improvement

• To undertake other duties as reasonably required by line manager

Candidate Overview:

We are looking for candidates who ideally hold the following skills and experience:

• Educated to GCSE or equivalent, including maths and English
• Relevant experience of working in an office environment within a similar professional services environment
• Experienced in a customer service/partnering environment; highly customer-focused
• Ability to work both as part of a team and unsupervised
• Good communication skills
• Ability to work under pressure

• Ability to use PC based departmental systems effectively

What can we offer you?

• Carers’ leave (up to five paid days’ leave towards caring responsibilities)

• 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.

• Contributory pension of up to 5%.

• Private healthcare policy

• Death in service cover (4 x base salary).

• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.

• Cycle to work scheme.

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email.

We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.