Workplace Assistant

HF

Leeds

On-site

GBP 18,000 - 24,000

Full time

2 days ago

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Benefits offered by this job

25 days annual leave

Life Insurance

Private Medical Insurance

Pension Scheme

Electric Car Scheme

Enhanced Maternity/Paternity Leave

Employee Discount Hub

Job summary

HF is seeking a Workplace Assistant in Leeds to provide hands‑on Facilities support and administrative assistance within the Leeds office. The role requires a visible on‑site presence and proactive service‑minded approach.

You will work closely with multiple departments to keep the office running smoothly, with opportunities to contribute to health and safety checks and office improvements.

Qualifications

Experience in a facilities or office environment is desirable.
Strong organisational and multitasking abilities.
Excellent communication and teamwork skills.
Proactive, reliable and detail‑oriented attitude.

Responsibilities

Provide efficient day‑to‑day Facilities support, responding promptly to requests from colleagues, clients and visitors.
Act as visible on-site presence, ensuring Front of House standards are maintained.
Manage meeting room bookings, setups, layouts, equipment and refreshments.
Support office moves, reconfigurations and Facilities‑led projects.

Skills

Facilities coordination

Organisational skills

Customer service

Teamwork

Proactive mindset

Education

High school or equivalent

Job description

People. Not just lawyers

We’re not your typical law firm – we’re people with a passion for helping our clients and each other achieve the best possible outcomes. We are leading legal advisers to the insurance and commercial sectors across the UK & Ireland, known for our innovation, client focus, and long-lasting relationships. We do things differently, with a forward-thinking approach built around our clients’ needs, supported by cutting-edge technology and a culture built around people from a wide range of backgrounds who are taking an equally wide range of routes to building their careers in law.

About The Role

Workplace Assistant

Location: Leeds

On site, based in the Leeds office

Contract Type: Permanent

About HF

People. Not just lawyers

To provide a combination of hands‑on and administrative support to the Facilities team, ensuring the smooth, safe, and efficient running of the Leeds office. The role requires a visible onsite presence based within our Leeds office, strong organisational skills, and a proactive, service‑focused approach.

This is what the hiring manager, Philip, says about the role;

\"This is a varied and busy role office based role, so we’re looking for someone proactive, enthusiastic and confident to join the team. Working closely with a number of different departments within the business, this is a great opportunity for someone who enjoys keeping things running smoothly within the office environment and takes pride in creating a positive, well‑organised workplace.\"

Key Responsibilities

What you’ll be doing

Provide efficient day ‑ to ‑ day Facilities support, responding promptly to requests from colleagues, clients and visitors.

Act as a visible and approachable onsite presence, ensuring Front of House standards are maintained.

Manage meeting room bookings, setups, layouts, specialist equipment and refreshments as required.

Support office moves, reconfigurations and Facilities ‑ led projects.

Liaise with the Facilities Co ‑ ordinator regarding onsite requests, issues and deliveries, including occasional manual handling.

Demonstrate practical knowledge of Facilities operations, workplace systems and office equipment.

Carry out regular office Health & Safety checks and walkarounds in line with procedures.

Support Fire Marshal duties where required.

Assist with access pass management in accordance with starter and leaver processes.

Support DSE assessment administration.

Manage stock checking and ordering of office consumables across HF sites.

Handle inbound and outbound calls with suppliers, contractors and colleagues confidently and professionally.

Respond positively to changing operational priorities and reactive Facilities requests.

Provide support across a range of Facilities activities, including peak periods and office changes.

Assist with Facilities projects, including collecting and presenting data and liaising with suppliers.

Support the booking of business travel in line with the business travel policy.

Undertake reasonable additional duties as required, including cross ‑ training and supporting other operational support teams.

What do I need?

This is a varied and fast‑paced role requiring flexibility and attention to detail.

Previous office or facilities experience is desirable, supported by strong administrative skills

Strong team‑working skills with a collaborative approach

Highly organised, conscientious and reliable

Adaptable and able to manage changing priorities

Self‑motivated with a proactive mindset

Confident and professional telephone manner

Able to switch effectively between tasks while maintaining accuracy

Standards and Compliance

Use all office and Facilities equipment efficiently and competently.

Always maintain confidentiality of Firm and client information, in line with data protection requirements.

Comply with all Health & Safety and workplace policies and procedures.

What’s in it for you?

Apart from the competitive salary you’d expect, our package of benefits reflects our values of partnership, innovation, and being real people. We’re committed to creating a dynamic workplace where everyone feels supported, empowered, and part of our success.

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