Facilities Assistant (5870)

Irwin Mitchell LLP; Chichester; On-site; GBP 25,000 - 30,000; Full time

Job summary

A national law firm is seeking a Facilities Assistant to support various internal teams. You will manage document services, assist with office coordination, and ensure a safe working environment. The ideal candidate possesses experience in a facilities or office role, has a proactive attitude, and excellent time management skills. The firm offers a supportive and inclusive workplace with generous benefits, including flexible working and volunteering opportunities. Join a respected team committed to social responsibility and well-being.

Benefits

25 days holiday plus bank holidays

Flexible pension schemes

Volunteering days

Qualifications

• Proven experience in a facilities or office coordination role.
• Ability to follow policy and procedure.
• A flexible ‘can do’ attitude, responsive to changing environments.

Responsibilities

• Provide document services including post, scanning, and reprographics.
• Manage office service centre and stationery supplies.
• Support meeting room management and reception services.
• Ensure health & safety responsibilities are met.

Skills

Facilities coordination experience

Proactive attitude

Team player

Time management

Job description

We’re a national law firm with a local reach. Our legal experts are here for you. Whether it’s personal or business, we understand that everyone’s situation is different. But we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.

We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.

We're always looking to support our colleagues to work in a way that works best for them and everyone else, including our clients, the business and the regulators. Please speak to a member of our Recruitment and Onboarding team for more information.

Your Role and What You'll Be Doing

The role of the Facilities Assistant is to provide support to the wider Irwin Mitchell teams. This may include document services (post, scanning, reprographics), porterage services, office service centre management (stationery stock control, ordering, and paper replenishment for MFD devices), meeting room (internal and client) and reception support, moves and changes, and archiving support.

• Document Services – Incoming/Outgoing Post
  Receipt, sort, distribute, and account for all incoming mail and courier deliveries. Regularly collect outgoing items from floors and ensure all such items are accounted for in line with processes and procedures.
• Document Services – Scanning
  Assist with all scanning requests received to support the wider office in digital ways of working.
• Document Services – Reprographics
  Collect, process, and deliver all copy, print, finishing, and scanning requests according to priority. Assist with reprographics and manage the process for larger requests. Troubleshoot first‑line faults with MFDs (e.g., paper jams).
• Office Service Centre Management (Stationery)
  Maintain agreed levels of stationery and copy paper in all print devices and replenish from stock as required. Refill MFDs with paper to ensure all trays are full. Ensure these areas are kept tidy throughout the day.
• Meeting Room/Reception Support
  Assist with booking meeting rooms and car parking facilities for internal and external clients. Provide support for the reception team and assist with the management of meeting rooms.
• Porterage Services
  Move furniture and other items as required around the office. Change meeting room furniture layouts as needed.
• Health & Safety Responsibilities
  Ensure you have received the necessary training to competently carry out your duties and acknowledge personal responsibility for safety. Take responsibility for ensuring equipment is maintained and fit for purpose. Raise any concerns regarding Health & Safety breaches in accordance with Company Procedure.

About You

• Proven experience in a facilities or office coordination role
• A proactive and self‑motivated individual.
• A flexible ‘can do’ attitude, responsive to changing environments.
• A team player.
• Ability to follow policy and procedure.
• Time management skills to plan work and meet demanding or conflicting timescales.

Our Benefits - What We Can Offer You

• 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
• Generous and flexible pension schemes.
• Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
• Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.

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. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.

We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!

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.

Additional Information

As part of the Irwin Mitchell Group’s on‑boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, colleagues, clients, partners and other stakeholders.

We carry out pre employment screening to establish your eligibility to work in the UK, criminal record and financial checks with our trusted 3rd parties.

The employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.

We're proud of our values, and we're looking for people who share them