Reception & Office Services Assistant - Brighton, United Kingdom - DMH Stallard

DMH Stallard
DMH Stallard
Verified Company
Brighton, United Kingdom

3 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Closing date:

  • 31/03/2024 Term:
  • Permanent
  • Working hours:
  • Fulltime (40 Hours)
  • Department:
  • Business Services
  • Location:


  • Brighton

  • The firmDMH Stallard is an award winning South East law, Legal 100 firm with offices in London, Brighton, Gatwick, Guilford, Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970, and has a headcount of approx 350. Our firm provides a comprehensive range of commercial, dispute resolution and litigation, employment, cyber security and cyber-crime, corporate, intellectual property, real estate and technology, media and telecoms advice to both businesses and individuals. Our clients, our people and our professional networks are the keys to our success.
  • The department
    Job Purpose:
  • To provide a professional front of house service, ensuring that agreed standards of client care are adhered to.
  • To provide an effective and efficient office services, including administrative and basic IT support.
  • To ensure that agreed standards of client care are adhered to in all facets of the role.
  • To cover Reception/Switchboard/Office Services/Records Management duties as & when required.

Responsibilities and Duties

Reception

  • Meeting and greeting visitors (including the signing in of contractors).
  • Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
  • Setting up meeting rooms for training, events and meetings, including arranging the furniture, setting up computers/laptops, conference phones, video conferencing and AV equipment. Assisting guests with wireless connection.
  • Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
  • Booking meeting rooms/hot desks and maintaining relevant calendars and reception diary.
  • Booking and logging couriers and taxis.
  • Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider (training provided if necessary).
  • Assisting with inhouse events including liaising with event organiser / restaurant, booking food, dealing with menus & dietary needs and event responsibilities.
  • Positively contributing to an effective client focused team and a continually improving service.
  • Dedicated telephony role when rostered.

Office Services

  • Sorting, scanning, and distributing incoming and outgoing post (Royal Mail, DX, couriers). Arranging couriers.
  • To carry out post runs to and from the main building mail room.
  • Carry out various manual handling duties e.g., files, boxes, furniture & ad hoc items.
  • Undertaking photocopying for feeearning groups as and when required. This will also include faxing, binding, scanning, printing, and sorting documents.
  • Maintaining and up keeping the meeting rooms, kitchen, and hot desks with the appropriate stationery/supplies, including keeping the areas clean and tidy this will include the need to regularly clean common touch points in all areas.
  • Ordering of supplies and stationery from relevant companies.
  • Work with the IT support persons & assist Accounts when required.
  • Assisting with Health & Safety matters to ensure we meet our H&S requirements, policies & procedures. Supporting with DSE assessments across the offices.
  • To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
  • To assist with the building checks identifying maintenance issues in conjunction with the Brighton Office Manager.

Records Management

  • Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
  • Accurately maintaining the firm's records management Artiion database.
  • Other information
    Knowledge, Skills and Experience Required:
  • Previous reception experience preferred.
  • Experience in an office services and facilities role preferred.
  • Excellent telephone manner.
  • Effective communication skills both over the phone and in person.
  • Flexible in approach to work, and hours worked required.
  • Competent in using Microsoft Office including Word, Excel, and Outlook.
  • Able to solve problems, considering the needs of the business.
  • Effective team working skills.
  • Accuracy and attention to detail.
  • Comfortable with IT setting up laptops & smartphones, Wifi access, AV equipment etc. (or willingness to be trained).
  • Ability & willingness to travel to all Brighton offices for initial training and as/when requested with prior notice.
  • Knowledge of or an interest in learning about the legal sector

Hours of work
40 hours a week with an hour for lunch. Start and finish times will need to be agreed with the Brighton Office Manager. You may be required to amend your hours due to operational requirements if required.


Benefits:


  • 25 days holiday (of which 3.5 are
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