Workplace Assistant

Company: Shakespeare Martineau
Closing date: 02/04/2024
Term: Permanent
Working hours: Full-time
Team: Workplace Management
Location: Sheffield
Let us introduce ourselves…

Shakespeare Martineau is a Top 55 law firm that combines creativity, commerciality, and clarity. We work with blue-chip companies, leading organisations, high street brands and individuals across the country.

As enterprising and original thinkers, we’re driven to create exceptional experiences for our clients and our people. We handle personal and business-critical issues and game-changing deals across many dynamic sectors. It’s stimulating and rewarding.

We’re hardworking and deeply ambitious about creating opportunities for our employees; to move forward and achieve our ambition together. We provide an environment in which you’re supported to reach your potential.

Our people have a blend of excellent technical and business skills with the talent to do things differently.

We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs.  

Want to find more about our amazing benefits?

Meet the team

To provide truly outstanding client experiences 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 group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

The opportunity

The Key feature of this role is to provide exceptional client experiences and support for all our clients, both external and internal. Therefore, successful candidates must be highly organised, enthusiastic, helpful individuals, with a range of client facing and business support skills.

 Your key duties will be:

  • Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
  • Following the visitor management process and ensuring we meet all the requirements necessary
  • Liaising with the building reception team as and where relevant
  • Ensure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/evening
  • Assist with the moving and organisation of office equipment and meeting room furniture as and when required
  • Organising and serving  catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times
  • Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required
  • Ensure meeting rooms and office resource areas are stocked up with the correct stationary
  • Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements
  • Organise IT team support if required for a specific meeting/event
  • Wearing a hands-free headset, and answering ‘phone calls within 3 rings
  • Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
  • Liaising with clients either in person on the ‘phone about their bookings and requirements
  • Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing
  • Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place
  • Pro-actively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
  • Identify any H&S, cleaning or any general maintenance issues/hazards and report promptly
  • Assisting with the delivery of events both internal and external
  • 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
  • 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
  • Arrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes
  • Arrange 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
  • Prepare for new starters and leavers with lockers, keys and access as required
  • Ensure all information displayed in the office are appropriate and up to date at all times
  • Assist with supervision of any external contractors and building management team as required
  • Assist with any facilities related activities as required including fire warden and first aid duties
  • Any other duties commensurate with the post
  • Ensure all information displayed on the notice boards in the office are updated and relevant
  • Assist with new starter induction tours, issuing access control passes
  • Ad hoc duties as required and as requested by line manager
  • Flexible , and prepared to travel to other locations to help cover duties during sickness or holiday

Skills and experience you will have:

  • 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 and other systems which support efficient operations of the team  
  • Ability to work well under pressure to meet deadlines, whist remaining calm and professional
  • Exceptional organisation skills
  • Effective communicator with the ability to build and maintain relationships at all levels
  • An attitude of ‘continuous improvement’ and an ability to flex and pivot in order to always strive for better
  • Good attention to detail

Key competencies you will need:

  • Professional presentation of self, and the ability to embed the values of our brand in all that you do
  • Passionate about exceptional client experience
  • A willingness to learn and improve your own knowledge in order to deliver the best support for our clients
  • Good at using your own initiative and a positive attitude to challenges  
  • Willingness to support other teams whenever necessary
  • Reliable and punctual
  • Competent at problem solving quietly and discreetly
  • Be a team player and want to make a difference
How we work

This role will be onsite from our Sheffield office. 

Additional information

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Equal opportunities

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.