Facilities Assistant

Irwin Mitchell; Sheffield; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

25 days holiday

Annual bonus review

Health support

Pension

Volunteer days

Colleague discounts

Job summary

Irwin Mitchell is seeking a Facilities Assistant to provide efficient, responsive and welcoming service to colleagues and clients across travel, reception, meeting rooms, post and deliveries. You will support the day-to-day operation of the office and be part of the Facilities Management team, reporting to the Office & Facilities Manager.

The role requires organisational ability, clear communication and a willingness to handle varied tasks, from document services to reprographics and basic

Qualifications

• Follow clear policies, procedures and instructions accurately.
• Organise and prioritise a varied workload with deadlines.
• Communicate clearly with colleagues, clients, visitors and external suppliers.
• Use Microsoft 365 apps including Outlook, Teams and basic Excel.
• Work independently and as part of a team.
• Willingness to travel to other offices occasionally.

Responsibilities

• Arranging business travel and accommodation in line with company policies.
• Managing travel amendments, cancellations and itinerary changes, while keeping colleagues informed.
• Providing reception and front-of-house cover when required, creating a professional and welcoming experience for colleagues and clients.
• Booking meeting rooms and parking facilities for visitors.
• Receiving, sorting and distributing post and courier deliveries.
• Processing outgoing items and ensuring proper procedures.
• Supporting scanning, copying, printing and reprographics tasks.
• Prioritising document requests and handling larger/complex jobs.
• Resolving basic issues with multifunctional devices and reporting faults.
• Monitoring stationery and keeping work areas tidy.
• Moving furniture and setting up meeting rooms for different needs.
• Responding to day-to-day facilities requests promptly.
• Checking equipment safety and reporting concerns.
• Following health and safety procedures and completing required training.
• Occasional travel to other offices for coverage.

Skills

MS 365 skills

Reception skills

Teamwork

Organisation

Clear communication

Tools

Microsoft 365

Outlook

Teams

Excel basics

Job description

Where possible we will support our colleagues to work in a way that works for them, for us and most importantly our clients.

Your Role and What You'll Be Doing

We're looking for a Facilities Assistant to help provide an efficient, responsive and welcoming service to colleagues and clients. This is a varied, practical role supporting the day-to-day operation of our office. You'll work across Travel booking team, Reception support, Hospitality support, document services, post and deliveries, meeting room preparation, stationery management, porterage and general facilities requests. You'll be part of the Facilities Management team and report to the Office & Facilities Manager. If you're organised, comfortable managing different types of task and committed to providing a helpful service, this could be a great opportunity to build your facilities experience.

Your Responsibilities

• Arranging business travel and accommodation in line with company policies.
• Managing travel amendments, cancellations and itinerary changes, while keeping colleagues informed.
• Providing reception and front-of-house cover when required, helping to create a professional and welcoming experience for colleagues and clients.
• Helping to book meeting rooms and parking facilities for internal and external visitors.
• Receiving, sorting and distributing incoming and outgoing post and courier deliveries.
• Collecting outgoing items from across the office and processing them in line with agreed procedures.
• Supporting scanning, copying, printing, document finishing and other reprographics requests.
• Prioritising document requests and helping to process larger or more complex jobs.
• Resolving basic issues with multifunctional devices, such as paper jams, and reporting faults that require further support.
• Monitoring stationery and paper supplies, replenishing printers and keeping service areas tidy.
• Moving furniture, equipment and other items, and setting up meeting rooms for different requirements.
• Responding to day-to-day and ad hoc facilities requests in a timely and helpful way.
• Checking that equipment is safe and fit for purpose, and reporting any concerns promptly.
• Following health and safety procedures and raising concerns through the appropriate channels.
• Completing the training needed to carry out the role safely and effectively.
• Travelling to other offices occasionally to provide cover where required.

Benefits and Perks

• 25 days' holiday as standard, rising to 28 days depending on role level, plus bank holidays and the option to purchase additional leave.
• Opportunities to share in our success through annual pay and bonus review processes for eligible colleagues.
• Health and wellbeing support, including Westfield Health and Digital GP access.
• Competitive pension arrangements to help you plan for the future.
• Two paid volunteering days every year to support causes that matter to you.
• Access to a range of colleague discounts and lifestyle benefits to support you both inside and outside of work.

We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you're fully supported.

In 2026, Irwin Mitchell was recognised in the Sunday Times Best Places to Work guide and was the only law firm included in the 'Very Big' organisation category. Our responsible business programmes are fundamental to who we are and our purpose. We're committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim. Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It's made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

Irwin Mitchell LLP is an equal opportunity employer.

Artificial Intelligence (AI) is becoming an increasingly common part of modern working life. If you choose to use AI tools as part of your application or interview preparation, please review our AI in Recruitment Candidate Guidance https://careers.irwinmitchell.com/file/downloadfile/AIcandidate/PDF

As part of joining the Irwin Mitchell Group, all successful applicants are required to complete our employment screening process. We carry out pre employment screening to establish your eligibility to work in the UK, and understand any criminal records or adverse financial history. Our onboarding processes are designed to help us maintain the high standards of trust, integrity and professionalism expected by our colleagues, to protect the interests of the Group, clients, partners and other stakeholders. Checks are conducted by trusted 3rd parties and the employment screening process will fully comply with Data Protection and other applicable laws.

Essential Requirements

• Ability to follow clear policies, procedures and instructions accurately.
• Ability to organise and prioritise a varied workload, including tasks with competing deadlines.
• Ability to communicate clearly and professionally with colleagues, clients, visitors and external suppliers.
• Ability to use Microsoft 365 applications, including Outlook, Teams and basic Excel, or the ability to learn these tools with appropriate support.
• Ability to work effectively both independently and as part of a team.
• Ability to respond constructively when priorities or service requirements change.
• Evidence of completing practical or administrative tasks accurately and paying attention to detail.
• Willingness to undertake a range of office support duties and complete relevant training.
• Ability to carry out the practical duties described in the advert, with reasonable adjustments where required.
• Ability to travel to other offices occasionally when business needs require it.

Desirable

• Experience of arranging business travel or accommodation.
• Experience of working in a customer-facing, reception, facilities, office services or similar service environment.
• Experience of handling post, document production, office supplies or meeting room arrangements.
• Experience of carrying out basic troubleshooting of printers, scanners or similar office equipment.

As one of the UK's leading law firms, we're here for the people and businesses who rely on us at life's important moments - made possible by our colleagues who bring the expertise, judgment and care that makes the difference.

Our colleagues bring Irwin Mitchell to life every day, so it matters that you feel valued from the very first day and are trusted with the responsibility, in the right culture, to do the best work of your careers. Everyone's path here is different, but we share a desire to help our business make a real impact.