Workplace Assistant in London

The firm

Boodle Hatfield has been providing practical advice to businesses and individuals for 300 years. Our clients come from a wide range of sectors, both in the UK and internationally, and include some of the most well-established owner-managed businesses and property companies as well as fast-growing entrepreneurial enterprises and ultra-high net worth families. Our chief priority is helping our clients achieve their commercial objectives, whatever form their business takes.

Our approach is to become the long-term trusted adviser to leading wealth creators and owners as well as their commercial and investment enterprises. Having a holistic view of our clients' structures and affairs means we can leverage this to provide the most appropriate and commercial advice to them. This approach has enabled us, throughout our 300-year history, to help our clients successfully navigate the continually changing and sometimes challenging markets in which they operate.

Summary of role

Role

The Workplace Assistant is a hands-on, department-based role providing direct day-to-day support to Fee Earners, PAs and Assistants. Positioned within the departments where possible, the Workplace Assistant ensures reprographics, document handling, stationery, file management, and workspace readiness are delivered efficiently and professionally, enabling legal teams to focus on client work without interruption.

This role is central to maintaining smooth daily operations across the firm and ensuring service consistency in line with Boodle Hatfield’s workplace standards.

Responsibilities

Department-Based Floor Support

• Work from within the department, providing immediate, on-floor support for all daily operational administrative requests.
• Handle reprographics and digital tasks including:
  • Printing
  • Scanning
  • Photocopying
  • Data Room creation
  • E-bundle creation
  • ShareFile preparation
• Assist colleagues with locating and using departmental reprographics equipment.

Stationery & Print Area Maintenance

• Monitor and replenish stationery levels in departmental and shared stationery cupboards.
• Assist colleagues in locating specialist or less common stationery items.
• Keep printers fully stocked (paper, toner, staples) and operational to avoid downtime during urgent work.
• Report issues with equipment when encountered and highlight ongoing or repeat problems which are having a negative impact on efficient service delivery capabilities.

Post & Mail Management

• Incoming and Outgoing Post
  • Complete the incoming and outgoing post processes as required, ensuring items are handled promptly, accurately and in line with firm procedures.
• Courier Management
  • Process same-day, wait-and-return, multi-drop, UK overnight and international courier requests.
  • Prepare packages for courier collection and ensure correct labelling and documentation.
  • Support Fee Earners and PAs in selecting the appropriate courier service for urgency and destination.
• Tracking & Handover
  • Scan incoming courier items and deliver or place in departmental Working Paper Boxes.
  • Maintain accurate electronic updates in the workflow system as required.

Department-Specific Tasks

Each department has unique needs — additional tasks may include:

• Engrossing documents
• Sewing wills
• Filing and physical document organisation
• Preparing and assembling physical files
• Creating and maintaining matter folders
• Closing files and preparing them for transfer to the records management function.

File Handling & Matter Administration

• Prepare, update and maintain physical files as requested by legal teams.
• Support fee earners with matter organisation, tidying, and file-related admin.
• Assist with the matter closing process in accordance with firm procedures and pass completed bundles to the records management function where needed.

Request Management & Communication

• Respond promptly to:
  • Your personal email address
  • Your direct telephone extension
  • The communal team inbox
• Pick up team-wide requests as needed, ensuring departmental continuity.
• Log tasks in the firm’s workflow system and update progress clearly.

Workspace & Environment Support

• Keep departmental print hubs, collaboration spaces and filing areas tidy, stocked and ready for use.
• Support light workspace tasks such as moving items, replenishing supplies or resetting shared areas.
• Maintain high standards of presentation in all workplace zones.

Workplace Services Support (Flexible Duties)

As part of the wider Workplace Services function, the role may be required to support:

• Reception cover (visitor management, telephone handling, service desk support).
• Meeting room setup, stationery replenishment, and general office housekeeping.
• Mailroom and package handling activities.
• Ad-hoc administrative or operational tasks during peak periods, staff absence, or firm events.
• The Workplace Service Manager in day-to-day general facilities tasks, including but not limited to reactive maintenance reporting and external contractor supervision.
• The records management function in the carrying out of service delivery processes and procedures when required.

Skills and experience

Essential

• Experience in workplace, office, facilities or administrative support.
• Strong customer service skills and approachable communication style.
• Ability to multitask in a busy, department-based environment.
• Good understanding of printing, scanning, and digital document handling.
• Strong attention to detail and accuracy in all document-related tasks.

Desirable

• Experience in a law firm or professional services environment.
• Familiarity with digital platforms such as ShareFile, data rooms, and PDF tools.
• Awareness of file-closing and archiving workflows.
• Basic understanding of H&S and DSE practices.

Key Competencies

• Proactive: Spots needs early and takes initiative.
• Reliable: Consistently delivers high-quality support.
• Detail-Oriented: Ensures correct, compliant document handling every time.
• Service-Focused: Provides calm, friendly and efficient support to busy legal teams.
• Organised: Maintains tidy, well-stocked and functional working environments.

Equal opportunities

Boodle Hatfield is committed to providing equal opportunities in employment through its inclusive and supportive environment. This means that everyone who either applies to or works for the Firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs. We are fully committed to a working environment in which all people can excel.