Experience level: Entry level
Term: Permanent
Working hours: Part-time (2 days a week 8-5:30pm)
Team: Estates Management
Location: Northampton
The firm

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

The team

Estates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation. At a corporate level, it contributes to the delivery of strategic and operational objectives. On a day-to day level, effective estates management provides a safe and efficient working environment, which is essential to the performance of any business – whatever its size and scope.  Responsibilities of this team include property strategy, space management and communications infrastructure to building maintenance, administration and contract management.

Main responsibilities
  • Efficiently greet and process all Clientele.
  • To organise meeting rooms and ensure they are kept tidy and adequately supplied with stationery.
  • Organising and making Client refreshments (Assist when hospitality not available)
  • Control all mail and parcel deliveries through Reception using the procedure already in place.
  • Set up visual aids and the video conferencing equipment.
  • Ensure that Reception remains tidy and all packages are removed by Facilities
  • Refer cheque payments to Secretary/Fee Earner as per Accounts Procedures.
  • Assist with Weekly Fire Bell Tests.
  • Organise Affidavit swearing.
  • Have a comprehensive knowledge of Who's Who in the Firm.
  • Order UK/International Couriers, deal with invoices, collect file numbers and provide cost information to the Accounts Department to aid client billing.
  • Ensure that when visual aids/Tom Tom are taken off-site the relevant form is printed, completed and signed.
  • Provide additional reception cover as and when required (applicable to part-time only)
  • Keep a log of access cards/keys from key press issued to staff/visitors/contractors.
  • General administration and secretarial duties.
  • Book taxis for client/staff on account/cash jobs
  • Prepare Mufti Charity e-mail and send to staff weekly/Count Mufti money and send to accounts
  • Compile/send ‘Visitors to Lakes’ e-mail daily
  • Inform staff via e-mail twice daily when M&S on site
  • Any other duties as required
Skills and qualifications
  • Previous reception & front-of-house experience. 
  • Ability to work accurately with minimum supervision.
  • Ability to work to tight deadlines with high levels of accuracy
  • Positive and professional attitude with strength of character and determination to succeed
  • Maintain high standards, setting and achieving goals. 
  • Work well under pressure.
  • Ability to identify areas requiring improvement.
  • The ability to impart knowledge and skill
  • Good organisational skills to ensure that tasks are effectively scheduled within working time available.

To be dressed in a professional manner at all times (no unnecessary badges etc)

Equal opportunities

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. 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.