Facilities Assistant
Location: Oxford
Type: Full-time, Permanent
Role Overview:
The Facilities Assistant will provide essential administrative and facilities services to our Oxford office, ensuring smooth operations. Reporting to the Facilities Manager, this role is pivotal in maintaining efficient facilities functions.
Key Responsibilities:
- Serve as the first point of contact for Facilities and Health & Safety issues within the office.
- Act as the primary liaison with building landlords/managing agents.
- Welcome visitors professionally and courteously.
- Conduct daily building inspections and report maintenance issues, coordinating with contractors as needed.
- Assist other Business Support Functions (Finance, HR, IT, Marketing) remotely as required.
- Manage all incoming and outgoing mail and arrange couriers.
- Perform reprographic duties to a high standard (photocopying, scanning, creating USB Data Sticks, collating/binding documents).
- Ensure office equipment and furniture are functional, arranging repairs or replacements as necessary.
- Maintain meeting room schedules and coordinate catering for client meetings, seminars, and mediation's.
- Monitor and replenish kitchen and stationery supplies.
- Manage Records, including archiving files, tracking file movements, and assisting with file audits.
- Adhere to and enforce the clear desk and security policies.
- Ensure security procedures for office access are followed.
- Complete compliance audits as required.
- Conduct facilities inductions for new joiners, including office tours, fire evacuation procedures, and issuing security passes.
- Assist the Health & Safety Manager in Birmingham with compliance to all Health & Safety regulations.
- Complete relevant Health & Safety training courses, including First Aider and Fire Warden training.
- Manage courier arrangements, special deliveries, and proof of posting.
- Handle information management in data rooms and Sharefiles.
Candidate Profile:
- Experience in a similar role, such as Administrative Assistant or Facilities.
- Front-of-house experience, including reception duties or customer-facing roles.
- Proven ability to provide support across multiple areas, including diary management, travel arrangements, and small office events.
- Excellent knowledge of Microsoft Office systems: Outlook, Word, PowerPoint, Nitro, and Sharefile.
- Experience with InterAction and finance systems (desirable but not essential).
Career Progression:
They offer a structured career progression framework within Business Services, comprising five career levels. This role is categorised at the Assistant level, with detailed outcomes and activities outlined in the role profile. Further information on the career structure is available from the HR team.
Pre-Employment Screening:
Offers of employment are subject to pre-employment screening, including a basic DBS check, right-to-work verification, disciplinary history review with the Solicitors Regulation Authority (SRA), and a self-declaration to assess suitability. Full screening policy details are available on request.
About:
They are a prominent UK law firm recognised for exceptional client service, a collaborative culture, and deep sector expertise. We serve a diverse clientele, including businesses, high net worth individuals, educational institutions, and health care organisations. Listed as one of the "Sunday Times 100 Best Companies to Work For" for the past 20 years, we are also proud Platinum Investors in People and consistently rated among Roll On Friday's "best law firms to work at." This role offers an excellent opportunity to develop your skills with a leading UK law firm.
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.