Reception Office Services Assistant

DMH Stallard is an award winning South East law Legal 100 firm with offices in London Brighton Gatwick Guilford Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970 and has a headcount of approx 380. Our firm provides a comprehensive range of commercial dispute resolution and litigation employment cyber security and cybercrime corporate intellectual property real estate and technology media and telecoms advice to both businesses and clients our people and our professional networks are the keys to our success.

Our Office Services Team handle all practical business needs fromdealing with incoming and outgoingpost to car parking office supplies health and safety and office receptions.

The Horsham office consists of approximately 24 partners and staff supported by the Office Services Assistant. The typical hours covered by the Office Services Assistant will be 08:30 17:30. The Office Operations Manager who this role will be reporting into is based in the Gatwick office (Crawley).

Job Purpose

• To provide an effective efficient and professional service to the office covering (but not limited to) reception and office services support archiving facilities management and limited accounts and IT support.
• To be the specific Health & Safety coordinator for the Horsham office.
• To ensure that agreed standards of client care are adhered to in all facets of the role.

Responsibilities & Duties

Reception

• Booking in meeting greeting and signing in visitors.
• Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
• Organising events including liaising with event organiser / restaurant booking food dealing with menus & dietary needs and event responsibilities.
• Setting up meeting rooms for training and meetings including arranging the furniture setting up computers/laptops and AV equipment.
• Ensuring colleagues are kept up to date via clear notes in appointments and/or other communications.
• Booking meeting rooms and maintaining reception diary.
• Making sure all records are kept up to date booking and logging couriers and taxis.
• Positively contributing to an effective office and a continually improving service.
• Liaising with others in the office to ensure there is cover when unavailable for short periods of time eg lunch meetings etc.

Office Services

• Collecting sorting and distributing of incoming and outgoing post. Dealing with franking machine usage and credit limits.
• Scanning all inbound post.
• To undertake photocopying for all feeearning groups as and when required. This will also include faxing binding scanning and sorting documents.
• To maintain and upkeep the meeting rooms and kitchen with the appropriate stationery/supplies including keeping the areas clean and tidy.
• To carry out various manual handling duties eg files boxes furniture and ad hoc items.
• Ordering of supplies and stationery from relevant companies

Health & Safety

• Assisting with Health & Safety matters to ensure we meet our H&S requirements policies & procedures. Supporting with DSE assessments across the offices.
• Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider (training provided if necessary).

Premises

• To work with contractors/agents/landlord/trusted advisors and the Head of Office Operations & Office Operations Manager to ensure the firms premises are safe secure and well maintained.
• To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
• To assist with the building checks identifying maintenance issues in conjunction with the Office Operations Manager.

Records Management

• Being responsible for the Horsham office archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archiving sites for file wills and deeds management.
• Being responsible for the accurate maintenance of the firms will deed and archives database as set out in the firms procedures.

Support for other central support groups

• Support and work with the IT team by undertaking and owning on the ground IT issues. Such things as but not limited to coordinating/resolving office printer/copier issues dealing with video and telephone conference set up queries undertaking smart phone and PC set up and fixes.
• Limited support to the Accounts group

Knowledge Skills & Experience Required:

• Good working knowledge of Microsoft Word Excel and Outlook Records Management Systems (training will be provided where required).
• Experience in an office services reception and facilities role preferably in a professional firm.
• Previous Health and Safety experience.
• Effective communication skills and ability to communicate with people on all levels.

Benefits:

• 25 days holiday (of which 3.5 are taken during the Christmas period) plus Birthday holiday plus Bank Holidays.
• Life Assurance
• Private Healthcare
• Employee Assistance Programme
• Sodexo Discounts
• Pension Scheme
• Interest free season ticket loans
• Cycle to work scheme
• Discounts on Legal work

• Good decisionmaking skills.
• Able to solve problems considering the needs of the business.
• Committed to delivering high levels of customer service and client care in a professional environment.
• A flexible and adaptable approach to work to ensure business requirements are met including a hands on approach as required.
• Ability to be patient understanding and helpful in a busy and pressured environment.