Workplace Assistant

Pinsent Masons LLP; Birmingham; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Carers' leave

25 days annual leave

Pension

Private healthcare

Death in service cover

Interest-free loans

Cycle to work

Job summary

Pinsent Masons LLP in Birmingham is seeking a proactive Workplace Assistant for a 4-month fixed-term contract to support office operations and health and safety initiatives. The role covers document production, post handling, and general facilities support to ensure a professional client and colleague experience.

Responsibilities include reprographics, post management, invoicing support, and helping with contractor coordination.

Qualifications

• Experience in Facilities or Workplace Services within a professional services environment.
• Strong customer service experience with a focus on quality service.
• Experience using high-volume printing or reprographics equipment.
• Strong IT skills including Microsoft Office applications.
• Excellent communication and interpersonal skills.

Responsibilities

• Produce, print, scan, collate, bind and laminate legal documents to high standards.
• Assist with document creation and preparation for internal/external use.
• Manage incoming/outgoing post, courier services and legal notices.
• Process archive and deeds retrieval requests with accurate record-keeping.
• Monitor office service areas, supplies and equipment.
• Provide first-line support for reprographics equipment and liaise with engineers.
• Respond to workplace service requests and facilities-related tasks.
• Assist with invoice processing and meeting room support.
• Support workplace health, safety and environmental initiatives.
• Assist with contractor management and ensure compliance standards.
• Act as Fire Warden and support emergency procedures.
• Use workplace tech platforms to manage requests and track performance.
• Produce reports and identify improvements to services and efficiencies.
• Support broader Facilities operations as needed.

Skills

Facilities experience

Customer service

Printing/reprographics

Microsoft Office

Communication

Organization

Attention to detail

Confidentiality

Education

IOSH Managing Safely (advantageous)

Tools

Microsoft Office

Job description

Workplace Assistant – 4 months fixed term contract

Birmingham

As a Workplace Assistant, you'll play a vital role in delivering the essential services that keep our Birmingham office operating efficiently, safely and professionally. From managing high-volume document production and post services to supporting health and safety initiatives and workplace operations, you'll be at the heart of creating an exceptional experience for colleagues and clients alike.

This is a varied, hands-on role where no two days are the same. You'll work across multiple workplace functions, helping to ensure our people have the resources, technology and support they need to deliver outstanding client service every day.

This position is being offered on a 4 months fixed term basis.

What You'll Be Doing

• Producing, printing, scanning, collating, binding and laminating legal documents to demanding quality and turnaround standards.
• Supporting the creation and preparation of documents, presentations and legal plans for both internal and external use.
• Managing incoming and outgoing post, courier services, DX, legal notices and electronic fax communications.
• Processing archive and deeds retrieval requests, ensuring accurate record-keeping and compliance procedures are followed.
• Monitoring and maintaining office service areas, stationery supplies and workplace equipment.
• Providing first-line support for printing and reprographics equipment, liaising with engineers where required.
• Responding to workplace service requests, including access passes, maintenance queries and other facilities-related tasks.
• Assisting with office administration activities, including invoice processing and meeting room support.
• Supporting workplace health, safety and environmental initiatives through inspections, floor walks and hazard reporting.
• Assisting with contractor management and ensuring workplace compliance standards are maintained.
• Acting as a Fire Warden and supporting emergency response procedures.
• Using workplace technology platforms and systems to manage requests, monitor performance and maintain accurate records.
• Producing reports and identifying opportunities to improve workplace services and efficiencies.
• Supporting wider Facilities operations and undertaking additional duties as required.

What We're Looking For

We're looking for a proactive, customer-focused individual who enjoys working in a fast-paced professional environment and takes pride in delivering a high-quality service.

You'll ideally have:

• Experience working within Facilities, Workplace Services or a similar professional services environment.
• Previous customer service experience with a strong focus on delivering excellent service.
• Experience using high-volume printing or reprographics equipment.
• Strong IT skills, including Microsoft Office applications.
• Excellent communication and interpersonal skills.
• The ability to manage competing priorities and meet deadlines.
• Strong organisational skills and attention to detail.
• An understanding of the importance of confidentiality and handling sensitive information.
• A flexible and adaptable approach with a willingness to support different areas of workplace operations.
• Awareness of health and safety responsibilities within an office environment.
• An IOSH Managing Safely qualification would be advantageous but is not essential.

What Can We Offer You?

• Carers' leave (up to five paid days' leave towards caring responsibilities).
• 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy.
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

Our Commitment

We are committed to recruiting and retaining the best talent and building an inclusive, fair and supportive workplace. We value the strength that comes from different experiences and strive to create an environment where everyone feels they belong.

We welcome applications from all suitably qualified candidates across jurisdictions. If you require reasonable adjustments, we will work with you to identify a suitable approach.