Let us introduce ourselves…
It is the people at Shakespeare Martineau that make us so special. By understanding what our people want, giving them the support they need, recognising everyone’s contribution and realising the unique power of teams; together we win. As a firm we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities and perspectives together. We play to our strengths, pushing ourselves to be consistently better than yesterday and deliver amazing solutions for our clients. We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their own learning, knowing it makes us even better at what we do!
We believe in trusting our people to make the right decisions for themselves from how you dress to how, when and where you work – we focus on outputs.
Meet the team:
To provide truly outstanding client service we work as one team. Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients. The groups include our Finance & Risk, Buildings & Infrastructure, Marketing & People, C-Suite teams.
Our Operations team is at the core of our business. The teams provide an excellent and proactive support service to our internal and external clients. From ensuring that all visitors to the firm receive a warm welcome to providing a well maintained and safe working environment and ensuring the smooth running of our facilities, they put hospitality and service at the heart of everything they do.
The opportunity:
We are looking for an Office Support Assistant to work as part of the wider Document Services and Buildings team, to be based in our Milton Keynes office-hub.
You will work as part of the team to provide a professional high quality and efficient office support service to the firm.
Your key duties will be:
- copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
- transferring of data to and from removable media, cloud based solutions, document and case management systems
- sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
- distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
- ensure all visitors and clients coming to the office receive a meet and greet service
- assisting with the moving and organisation of office equipment, stationery and meeting room furniture, as and when required
- carrying out hand deliveries and collections as per requests to and from local sites including filing documents at court
- retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals
- pro-actively ensuring good housekeeping is adhered to throughout the office
- ensuring kitchens areas, stationery points and MFDs are sufficiently stocked at all times
- ordering consumables and replenishing stocks as and when necessary keeping all areas tidy
- identifying any H&S issues/hazards, as well as any general maintenance or cleaning issues and report promptly to the relevant party
- arranging outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes
- arranging for large volume printing, scanning and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
- preparing for new starters and leavers with lockers, keys and access as required
- ensuring all information displayed in the office are appropriate and up to date at all times
- assisting with supervision of any external contractors and building management team as required
- assisting with any facilities related activities as required including fire warden and first aid duties
- any other duties commensurate with the post
Working hours are on a shift basis covering between the hours of 7.00am to 7.00pm Monday – Friday (and including weekends as required); working 37 hours in total per week.
Skills and experience you will have:
- previous experience of working in a similar role within professional services
- flexibility with working hours is essential in order to meet the needs of the business
- excellent IT skills and ability to use Microsoft Office products confidently
- the ability to work well under pressure to meet deadlines, whist remaining calm and professional
- sound demonstrable organisation skills
- to be an effective communicator with the ability to build and maintain relationships
- knowledge of H&S and hazard identification
Key competencies you will need:
- a professional presentation, excellent communication skills and strong attention to detail
- a willingness to learn and a passion to provide solution focused service every time
- a high degree of drive, self-motivation, and energy; a “can do” attitude, able to make things happen
- to always be committed to delivering excellent levels of service to clients
- a willingness to be flexible, performing responsibilities not identified in this job description and assuming responsibilities as the firm’s needs change
- to be a completer / finisher with a strong focus on getting things done
- to be a team player and want to make a difference
Agile Working:
We embrace agile working and offer a blended approach to where and how we work.
We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.
We have hubs in Birmingham, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon and Sheffield. This role is based in our Milton Keynes office hub but travel to other office hubs may be required on an ad hoc basis. |
Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs. |
