Workplace Assistant

Pinsent Masons LLP; Belfast City District; On-site; GBP 18,000 - 24,000; Full time

Job summary

Pinsent Masons LLP is seeking a Workplace Assistant to support the Facilities team in day-to-day operations at the Belfast office. The role involves mail handling, reception cover, meeting room setup, and general administrative tasks to ensure smooth office services.

The Fixed Term contract runs until 31 December 2026, with a Monday to Friday schedule from 8.30am to 4.30pm. Candidates should be reliable, detail-oriented and able to work both independently and within a team.

Qualifications

• GCSEs including Maths and English.
• Ability to work in a team or unsupervised.
• Good communication skills.
• Proficient with PC-based departmental systems.

Responsibilities

• Post and fax handling.
• Daily mail receipt, sorting, distribution and despatch.
• Reception cover when required.
• Set up and liaise for meeting rooms.
• Prepare beverages and deliver lunches when booked.
• Print, copy, scan and bind documents.
• Maintain stationery and office supplies.
• Support with health, safety and environment tasks.

Skills

Teamwork

Communication

Pressure management

PC Systems

Education

GCSEs incl. Maths & English

Job description

Job Description

We are seeking a Workplace Assistant to be responsible for for assisting in the running of the Facilities department.

This role is a Fixed Term contract until 31 December 2026 and is working Monday to Friday 8.30am - 4.30pm.

Daily Duties And Responsibilities

• Post and Fax
• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Local hand delivery and collection of mail
• Ensuring mail and courier services used are appropriate to customer requirements
• Distribution of incoming faxes
• Care, operational maintenance and ‘first-line’ fault finding of postage system
• Ascertaining originators of un-referenced mail by database search or issue of email notice
• Reception/Meeting Rooms
• Provide reception cover if required, in agreement with line manager
• Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
• Where required, prepare beverages and deliver lunches to rooms at booked times
• Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• If required, assist with the set-up of IT/AV for meetings
• Reprographics
• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• CD bible production (Glasgow)
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels
• Health, Safety and Environment
• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc.
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager
• New Starts and Internal Moves
• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
• General Facilities Operations
• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices, ordering of business cards and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Undertaking daily flushing and weekly clean of drinks dispensers
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the Vivreau water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
• To undertake other duties as reasonably required by line manager

Person Specification

Qualifications

• Educated to GCSE or equivalent, including maths and English

Key Skills

• Ability to work both as part of a team and unsupervised
• Good communication skills
• Ability to work under pressure
• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail
• Highly motivated with a ‘can-do’ approach towards all given tasks
• Adaptable to work in other areas of Facilities operations
• Understanding of privacy and confidentiality