Workplace Assistant

Department: Ampa Group Services - Chief Operating Office - Work Place Management - Buildings - 9412

Employment Type: Permanent - Part Time

Location: West Sussex

Reporting To: Louise Golding

Description

Location: Chichester (may be required to travel to other locations to cover holiday/sickness)

We are currently looking for X2 Part time people to join us, we are happy to be flexible on days that suit you! - 3 or 2 day working weeks

About us:

Ampa Group Services (AGS) is part of a Top 55 law firm that combines creativity, commerciality, and clarity, working with blue-chip companies, leading organisations, high street brands and individuals across the country. We handle personal and business-critical issues and game-changing deals across many dynamic sectors.

The team:

To provide truly outstanding client experiences we work as one team, AGS 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.

The Role:

This role is designed to provide exceptional administrative, document processing, facilities management, and client support services to ensure the smooth and efficient operation of the workplace. The ideal candidate will be highly organised, detail-focused, and proficient in managing multiple tasks, supporting both internal and external clients effectively.

What you will be doing:

• Document Processing and Administrative Support:

• Copy, print, and scan documents as requested, ensuring clarity, accuracy, and appropriate finishing options, including editing and enhancing as required.
• Transfer data to and from removable media, cloud-based solutions, and document and case management systems.
• Manage outgoing mail and inter-office mail using PPI, DMO, or a franking machine, ensuring timely collections.
• Distribute incoming mail, inter-office correspondence, and couriered items, logging them as necessary.
• Conduct hand deliveries and collections to and from local sites.
• Retrieve and send files to and from offsite storage providers and carry out regular office file audits.
• Arrange outgoing couriers and special deliveries, maintaining accurate records for audit and charge purposes.
• Coordinate large-volume printing, scanning, and document finishing, ensuring SLAs are met and requestors are updated.
• Prepare lockers, keys, and access credentials for new starters and leavers.

• Ensure all displayed information in the office is current and relevant.
• Assist with the supervision of external contractors and building management teams as required.
• Support facilities-related activities, including fire warden and first aid duties.
• Report equipment and furniture that require fixing or replacement to the relevant team.
• Implement environmental policies including maintaining recycling areas and ensuring proper guidance labelling.
• Identify and report health & safety, cleaning, or general maintenance issues promptly.
• Maintain good housekeeping standards throughout the office, ensuring kitchens are stocked and tidy.

• Welcome and assist visitors and colleagues, ensuring a professional first impression while managing visitor processes and liaising with building reception.
• Communicate with clients in person or by phone regarding bookings and requirements, ensuring all visitor and meeting needs are met.
• Set up, maintain, and clear meeting rooms, adjusting furniture layouts, stocking resources, and ensuring cleanliness throughout the day.
• Manage meeting room and car park bookings, responding within SLA times.
• Arrange IT support and set up technical equipment, such as MS Teams, for meetings and events.
• Assist with planning and executing internal events, including coordinating catering and refreshments.
• Maintain clean and well-stocked refreshment areas for meetings and collaboration spaces.

• Undertake ad hoc duties as required by the line manager.
• Provide flexible cover at other locations as needed for sickness or holiday absences.

What you will need:

• Experience in a similar role within professional services.
• Strong IT proficiency, particularly in Microsoft Office and document management systems.
• Ability to manage workload efficiently, prioritising tasks effectively.
• Excellent organisational skills with a keen eye for detail.
• Effective communication skills, with the ability to build relationships at all levels.
• Adaptability and a proactive approach to problem-solving.
• Commitment to continuous improvement and the ability to adapt and innovate.
• Understanding of confidentiality and document security best practices.

Key Competencies:

• Professional, with the ability to represent the company brand values in all interactions.
• Passionate about delivering exceptional client/customer experiences.
• A self-motivated learner with a continuous improvement mindset.
• Strong initiative and a positive approach to challenges.
• Competent in problem-solving with discretion.
• Reliable, punctual, and a team player.

How we work?

We embrace agile working and offer a blended approach to where and how we work. We appreciate that people have different needs and preferences, and we’re keen to be flexible, after all, we value what you do, not where you do it.

We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all. We oppose all forms of discrimination and promote equality of opportunity in everything we do. We can make reasonable adjustments for applicants and employees with a disability so please let us know about any specific needs and requirements you have.