Office Support Assistant - Sheffield, United Kingdom - Shakespeare Martineau

Shakespeare Martineau

Verified Company

Sheffield, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To work as part of the Document Services and Buildings Team providing a professional high quality and efficient office support service to the firm.

This role will be working
37 hours per week between 07:00 - 19:00 flexibility required on a rota basis.

Your key duties will be:

Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
Transferring of data to and from removable media, cloud based solutions, document and case management systems
Sending outgoing mail and interoffice mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
Ensure all visitors and clients coming to the office receive a meet and greet service
Assist with the moving and organisation of office equipment, stationery and meeting room furniture as and when required
Hand deliveries and collections as per requests to and from local sites including filing documents at court
Retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals
Proactively ensure good housekeeping is adhered to throughout the office
Ensure kitchens areas, stationery points and MFDs are sufficiently stocked at all times
Identify any H&S issues/hazards, as well as any general maintenance or cleaning issues and report promptly to the relevant party
Arrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes
Arrange for large volume printing, scanning and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
Prepare for new starters and leavers with lockers, keys and access as required
Ensure all information displayed in the office are appropriate and up to date at all times
Assist with supervision of any external contractors and building management team as required
Assist with any facilities related activities as required including fire warden and first aid duties
Any other duties commensurate with the post

Skills and experience you will have:

Experience of working in a similar role within professional services
Flexibility with working hours is essential in order to meet the needs of the business
Excellent IT skills and ability to use Microsoft Office products confidently
Able to work well under pressure to meet deadlines, whist remaining calm and professional
Effective communicator with the ability to build and maintain relationships
Knowledge of H&S and hazard identification

Key competencies you will need:

A willingness to learn and a passion to provide solution focused service every time
High degree of drive, selfmotivation, and energy. A "can do" attitude, able to make things happen
Always committed to delivering excellent levels of service to clients
Willingness to be flexible, performing responsibilities not identified in this job description and assuming responsibilities as the firm's needs change
Completer/finisher with a strong focus on getting things done
Be a team player and want to make a difference

The team:

To provide truly outstanding client service we work as one team.

Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients.

The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

Let us introduce ourselves
It is the people at Shakespeare Martineau that make us so special.

By understanding what our people want, giving them the support they need, recognizing everyone's contribution, and realizing the unique power of teams; together we win.

As a firm, we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities, and perspectives together.

We play to our strengths, pushing ourselves to be consistently better than yesterday and delivering amazing solutions for our clients.

We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their learning, knowing it makes us even better at what we do

We believe in trusting our people to make the right decisions for themselves from how they dress, to how, when, and where they work - we focus on outputs.

Check out our amazing benefits here