Estates Assistant

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.

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.

• Focus on Client Services and providing a good service to internal and external clients.
• Assist in the organisation, management and co-ordination of all Estates Operations, mainly including but not limited to H&S inductions, DSE assessments and support to EM Operations as and when required.
• To ensure service is maintained to the highest standards when covering: Reception, Hospitality and Archiving

• Provide support to other Client Service Teams. Mainly reception, hospitality and archiving but could include other Estates teams.
• Carry out health and safety induction training for new starters, work returners and young person’s incl. evening staff as and when required.
• Ensure the completion of Display Screen Equipment (DSE) assessments within a specific time deadline for Northampton.                    
• Assist as necessary with weekly fire call point test and bi-annual fire drills that are carried out.
• Assist with Invoicing.
• Act as Incident Controller in Estates Manager and Assistant Estates Manager’s absence.
• Recruit, interview and arrange training for first aiders and fire marshals – ensure sign off for training is completed and update training spreadsheet.
• Assist with accident reporting and investigation and ensure follow up action is taken.
• Organise local events for British Health and Safety Week.
• Deal with day to day facilities queries, logging engineer call outs and ensuring engineers attend site and provide adequate supervision.
• Ensure COSHH paperwork is kept up-to-date with current data sheets and assessments.  Ensure all cleaning personnel have received full training for Health and Safety induction and COSHH training.
• Ensure ladder and trolley inspection is completed every six months and any repairs/replacements are actioned.
• General estates management duties:
• Ordering business cards and name badges.
• Provide access control cards on a firm wide basis.
• Update Channel 9 estate management page is regularly updated.
• Add new asset tags to asset ware database.
• Petty cash tin is regularly consolidated.
• General administration duties as required
• Ensure Northampton Estates Management email inbox is checked and action in an appropriate timely manner.
• Complete all relevant training.
• Organise centralised ordering for stationery.

Any other duties as required.

• 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

• Ability to identify areas requiring improvement and act on them.
• Good organisational skills to ensure that tasks are effectively scheduled within working time available and with good administration skills
• Flexible attitude to work to meet business needs
• Excellent customer service experience with emphasis on dealing with clients and customers both face to face, via email and over the phone
• Willingness to help others as and when needed

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.