Office & Facilities Manager (4469)

We’re a national law firm with a local reach. Our philosophy is ‘Expert Hand, Human Touch’ – something you’ll find in the way we work with our clients and how we support our teams. But we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.We’re always looking to support our colleagues in working in a way that best works for them. Please speak to one of our Talent Acquisition Team to find out more information about our flexible working arrangements. Your Role and What You'll Be Doing This Office Service Manager role is a permanent role based in our Newcastle office. The Office Services Manager will be the person who looks after our office, all the facilities and supports the people within it. The role will encompass everything from administrative support to our colleagues who are based in or visit the office, room bookings, dealing with clients who call including taking and passing on messages, copying / scanning, post, maintaining strong professional relationships with the building management team and ensuring a very smooth and efficient running of the office and all the facilities within it. This role will also be responsible for the security of our suite, Health & Safety compliance on site, archiving and storing original documents and PA dutiesTake overall responsibility for the security procedures and systems in place for the location including out of hours call out arrangements and supportManage and enhance the running of the office and deliver a professional offering on a day to day basis aligned to the Irwin Mitchell brandEnsure procedures are followed with regard to risk assessments, display screen assessments, pregnancy risk assessments, fire safety, legionella etc (this list is not exhaustive)Ensure health and safety induction of all new staff membersEnsure effective management of the office space and that any new joiners have space and equipment allocated to them in anticipation of them joining and liaise with the IT team to ensure that all IT equipment is set up and workingMaintain good communication with all staff members, other people who use the building and all visitors to siteEnsure compliance with the Solicitors Regulation Authority (SRA) Code of ConductManagement of room bookings, associated elements and keeping records of what is used for invoice checkingSupport the site’s Business Continuity PlanEffective engagement with any third party suppliers and ensure all documentation is accurate and current including waste transfer notes, delivery notices and invoicesSupport colleagues with electronic filing of emails and paper filing where paper is still required to be usedProvide supportive, professional and effective telephone support for the officeSupport the production of any paper based correspondence and documentation which is produced by our Document Production Team for the officeDeal with Accounts queries, obtaining billing guides when requested facilitating regular client billing disciplines by the fee-earnersEnsuring files are archived swiftly at the end of the matter in accordance with our retention schedule and recall old files from archiving providers if required Manage the safe and secure storage of any client original documentationProvide PA support to your colleagues including diary management, booking meetings and general support to those in the office About You Facilities and/or management experience Strong organisational skillsAbility to communicate at all levelsStrong client care / service skillsAttention to detail and proactiveEnjoyment of team working and willing to contribute ideas / solutions to team issuesAbility to work under pressure and prioritise tasks as well as communicating prioritisation with colleaguesActively seek solutions to problems before being asked or directedResponsive to changing environmentsGood IT skills, including knowledge of a range of software packagesExperience in managing office services and facilities Our Benefits - What We Can Offer You Flexible working options - Make work fit around your life, not the other way around.25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday tooGenerous and flexible pension schemes.Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported to work in a way that best suits you. This includes our Flexible by Choice programme which gives our colleagues more choice over how they wish to work subject to role and client requirements.We have recently been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2023! Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim. Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.
Additional Information As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, existing employees, clients, partners and other stakeholders.Depending on the role you apply for we may carry out checks that will establish your eligibility to work in the UK, and criminal record check and financial checks with a credit reference agency will also be undertaken.The employment screening process will fully comply with Data Protection and other applicable laws.Irwin Mitchell LLP is an equal opportunity employer.We're proud of our values, and we're looking for people who share them Create an alert subscription based on this vacancy
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