Office Services Assistant

The firm DMH Stallard 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. With offices in London and across the region, including Brighton, Gatwick, Guildford, Horsham, and Hassocks - we’re proud to have grown to around 400 people.

Culture really matters to us. In our most recent staff survey, 99.6% of our people said DMH is a great place to work, with 90% feeling they have a strong work-life balance, and 93.9% expressing confidence in the leadership team. We’re committed to building a genuinely inclusive and supportive workplace. Our Women in Law group meets quarterly, and we’re actively working toward gender balance at all levels. We already exceed the industry average, with 40% of our partners being women compared to the sector average at 29%.

We actively invest in learning and development at all career stages. Our mentoring programme is available to all partners, and we are preparing to launch an internal mentoring programme to support progression right up to partnership. We also recognise that work-life balance is essential to long-term success and wellbeing, and we promote hybrid working arrangements to help our people perform at their best inside and outside of work. We’re also especially proud to achieve gold accreditation from Investors in People, which reflects our strong commitment to people development and leadership.

JOB PURPOSE

To provide a professional front of house service, ensuring that agreed standards of client care are adhered to in every aspect of the role. To provide effective and efficient office service deliverables, including administration and basic levels of IT support. To cover Office Services and Records Management duties as and when required.

RESPONSIBILITIES AND DUTIES

• To meet and greet clients and visitors to the firm in a personal and confident manner (including the signing in of contractors) in line with our Meet and Greet Policy and Standards.
• Monitoring and making refreshments for client meetings and visitors.
• Booking catering facilities and organising lunches, when required.
• Assisting and organising in-house events including liaising with the event organisers, booking refreshments, agreeing layouts and other general event arrangements.
• Coordinate and prepare meeting rooms and conference spaces, including setting out the correct table/chair configurations for different meetings and events.
• Ensure all necessary equipment and materials are in place and set up online meetings on the audiovisual kit for the attendees, this will include providing hands-on assistance with the equipment and helping to solve technical issues that may arise during sessions.
• Support guests with establishing wireless connectivity as needed.
• Taking ownership of the front of house space, ensuring the reception area and meeting rooms are tidy & well equipped.
• 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 staff inductions and office health and safety tours.
• Being an office Fire Monitor and First Aider (training provided if necessary).
• Sorting, scanning, and distributing incoming and outgoing post (Royal Mail, domestic and international couriers).
• To collect and sign docket/s for incoming post and ensuring all franked post is ready for collection by Royal Mail from main reception.
• Franking machine top ups, preparing and franking outgoing post.
• Carry out various manual handling duties e.g. files, boxes, furniture and ad hoc items.
• Undertaking photocopying for fee-earning groups as and when required. This will also include faxing, binding, scanning, printing, and sorting documents.
• Ensuring the meeting rooms, kitchen, and hot desks have the appropriate stationery/supplies.
• Keep the areas clean and tidy – this will include the need to regularly clean common touch points in all areas and clearing rooms and re-arranging the furniture ready for the next day.
• Carry out daily top ups and cleaning of the office coffee machine.
• Ordering of supplies and stationery from relevant companies.
• Work with IT support both on site and remotely when required; log support tickets, ensure the printers have paper stock and assist with minor printer issues and other troubleshooting.
• To undertake such duties that are consistent with the job description as assigned by the Guildford Office Manager or Head of Office Operations.
• For example, large external and internal meeting set-up including monthly social events.
• 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.

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED

• Previous experience is preferred.
• Experience in an office services and facilities role would be highly advantageous.
• Excellent telephone manner delivered with a warm, confident, and happy demeanour.
• Effective interpersonal skills and good communication skills.
• Flexible and methodical in your approach to work, and the working hours required.
• Competent in using Microsoft Office including Word, Excel, and Outlook.
• Able to solve problems effective team working skills.
• Accuracy and attention to detail.
• Comfortable with IT - setting up laptops & smartphones, Wi-Fi access, AV equipment etc. (or willingness to be trained).
• Knowledge of or an interest in learning about the legal sector.

HOURS OF WORK

40 hours a week with an hour for lunch. You may be required to amend your hours due to operational requirements.

Benefits

• 25 days holiday (of which 3.5 are taken during the Christmas period), plus Birthday holiday, plus Bank Holidays.
• Holiday Buying Scheme.
• Enhanced Maternity / Paternity pay.
• Life Assurance.
• Private Healthcare.
• Employee Assistance Programme.
• Sodexo Discounts.
• Pension Scheme.
• Interest free season ticket loans.
• Cycle to work scheme.
• Discounts on Legal work.