Workplace Assistant

Location: London

Hours of work: Shift rota between 08:00 – 19:00, 35 hours Monday to Friday

About the Business

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role

Responsible for assisting in the running of the Workplace services within the Facilities team at Crown Place, providing an excellent workplace experience to internal clients, providing on-floor support, maintaining standards and assisting in post, print, copying, scanning and document management duties, as well as supporting the management of health and safety of our people and our workplace.

Main duties and responsibilities include but are not limited to:

• Create a visible presence throughout the office and on-floor, to be seen as the go-to person for all workplace related needs and queries.
• Work within Facilities Department operational procedures and legislative requirements.
• Stationery stock control and ordering for the Workplace rooms, archiving as well as working floors.
• Monitor the floors for good H&S and housekeeping, reporting issues via CAFM as may be required.
• Add locker access to passes, for new starters, new cards, and locker issues.
• Unlock & lock any lockers where staff have forgotten their passes, completing relevant documentation.
• Assist with the production of all print, copying and scanning and associated tasks, including bulk printing through DocBuster, negotiating print deadlines, to proactively manage client expectations.
• Accurately record work profile using the BillBack system, including recording of waste.
• Ensure all work is quality checked and returned within customer-specified timescales.
• Assist with the management of print overflow, liaise directly with third party service providers.
• The daily receiving-in, of Royal Mail, DX and courier mail and deliveries, including E-Faxing.
• Detailed sorting, scanning, distribution, and delivery of legal and other company mail.
• Ascertain originators of un-referenced mail by database searches.
• Use of courier services, liaising with third party providers as may be required.
• Distribution and collection of all box movements.
• Ensuring archiving is completed at file level and promote the benefits to storing at file level against box level, to reduce the onsite storage.
• Process requests for retrieval, distribution and collection of deeds and archives for London.
• Process outgoing & incoming accountable items using the online booking tools.
• Manage the locker allocation, to maintain the master spreadsheet & OJMAR System.
• Monitor and use the CAFM helpdesk system, ensuring work is completed within the designated time frame, to close off completed job tickets.
• Provide a detailed handover to team at end of shift.

Candidate overview

We are looking for candidates who ideally hold the following skills and experience:

• Ability to work both as part of a team and unsupervised.
• Good communication skills.
• Ability to work under pressure and attention to detail essential.
• Proficient in use of tech, including systems and platforms.
• Highly customer focused.
• Relevant experience of working in a professional services or similar environment.
• Experienced in a customer service/partnering environment.
• Educated to GCSE or equivalent, including maths and English.

What can we offer you?

• Carers’ leave (up to five paid days’ leave towards caring responsibilities)
• 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy.
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email. We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences. We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow.

We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.