Multi Services Assistant

Key responsibilities

• Taking and passing on accurate messages
• Courteously greet and interact with visitors to the premises
• Manage room and hospitality bookings, including setting up rooms
• Arrange hospitality and liaise with onsite cleaning teams
• Organise and order catering
• Supervise and assist at events (including evening events as agreed overtime)
• Diary management of meeting rooms and desk bookings
• Deliver an exceptional electronic and hard copy file management service
• Return or add documents to existing client files
• Work with the practice management system to log and record documents
• Handle and administer closed files as requested
• Sort, scan, rename and distribute incoming mail
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and complete any information required for billing or client charge back data
• Extensive computer and data related tasks
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Collect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirements
• Handle incoming and outgoing deliveries via courier – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
• Deal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
• Personal attributes
• Experience working on Microsoft Office programmes
• Excellent customer service skills, confident in liaising with Clients and strong communication skills
• Client-focused approach to service provision through personal commitment to their business
• Strong attention to detail and a critical eye for accuracy, with a ‘right first time’ attitude
• Ability to work under pressure within tight deadlines with flexible approach
• Continual improvement mentality, open and receptive to feedback
• Build and grow relationships with key Clients and service users
• Ownership for work produced in terms of the final product e.g. consistency, accuracy and quality
• Rewards and Benefits
• We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:
• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme
• You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!
• Equality and Diversity
• The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.
• If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected] (we do not accept applications to this email address).
• View our Privacy Notice https://www.williamslea.com/privacy-statement