Facilities Assistant

Term: Permanent

Department: Facilities - Hard & Soft Services

Location: Leeds

The Firm

Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Liverpool, Manchester, London, Leeds, Newcastle, Piraeus, Singapore, Monaco and Hong Kong. With more than people including partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work to all forms of commercial litigation. Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.

Hours: Working hours are between 7am-6pm (35 hours per week)

As the winner of two Working Families’ awards for ‘Best UK employer for Flexible Recruitment’ and ‘Best UK employer for Flexible Working Award’, we are happy to consider flexible working opportunities to help you balance your work and home life.

Benefits: At Hill Dickinson we understand that incentives go far beyond a good salary, so we have created a comprehensive benefits package tailored around our people. Here are some examples of what we offer:

• 25 days’ annual leave
• Birthday privilege day and Christmas shutdown
• Holiday buy, sell and carryover scheme
• 2 charity volunteering or pro bono days
• Flexible, agile and home working
• BUPA
• Permanent health insurance
• Flexible pension scheme
• Medicash
• EAP with access to counselling
• Enhanced family leave policies
• Access to 10 days fully subsidised emergency or back-up care per year
• Life assurance
• Annual travel season ticket loan
• Dress for your day policy
• Bespoke training and development opportunities
• Financial contribution towards home working equipment

Role overview

Introduction to the role: The primary role is to assist with Facilities duties and administration/practical support on bespoke projects. This includes administration tasks, maintenance inc. decorating (painting), Health & Safety, digital services functions (post) space management, file management (Records), security, ensuring compliance within legislative requirements and assistance with the strategic review. Although the position is based in Leeds, you will be part of the UK Facilities team and tasks may be required for the other UK sites, such as administration tasks/data logs, being part of the call out team (on a rota with additional pay). You will be working as part of a busy and well-established team supporting the Firm with key services such as maintenance, health & safety (H&S), cleaning, file management (Records), digital services (Post), security, meeting room support and all building services functions. This is an ideal career opportunity for anyone looking to develop their existing Facilities skills whilst providing an excellent opportunity to learn new skills from other aspects of our Facilities team.

Key responsibilities:

• File Management: Administration of central file storage facilities to ensure accurate location and movement of stored files via file asset management system in conjunction with the Records team and internal colleagues.
• General housekeeping routines around paper and file management.
• Physical movement of files and file boxes.
• Soft Services: The preparation and scanning of incoming mail and associated items.
• First line preventative maintenance/upkeep of office-based equipment via external suppliers.
• Processing and despatch of outbound mail and couriers.
• Arranging porterage of items between offices.
• Applying costs using cost recovery systems.
• General reprographics – print, copy and scan either internally or via external suppliers.
• Hard Services: General maintenance.
• Overseeing meeting room support requirements, such as room layout changes and liaising directly with staff and clients.
• Access control upkeep which includes access card monitoring.
• Assistance on facilities management helpdesk, where necessary.
• Daily kitchen upkeep i.e. stock check, replenishments (milk, tea, coffee etc).
• Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments.
• Local H&S duties and administration as directed by the wider Facilities team.

Essential:

• Good IT skills (Word, Excel, PDF etc).
• Flexibility in approach and willingness to work outside normal office hours if required.
• Willingness to attend other UK offices when required.
• Good organisational skills, diary management and the ability to prioritise tasks and work under pressure.
• Maintenance experience.
• Ability to operate in a busy environment.
• Accuracy and attention to detail.
• The ability to work as part of a team and independently.
• Excellent customer service skills.
• Good communication skills.

Desirable:

• Facilities experience - Hard and Soft services.
• Experience / knowledge of H&S requirements.
• Knowledge of building services functions.
• Compliance awareness.
• Previous admin experience in a law firm or other regulated / professional services / financial services environment.
• Driving licence.
• Experience of document management systems.
• Asset management systems.
• Reprographics and digital mailroom duties.