Pinsent Masons
Workplace Assistant
Belfast
Posted about 12 hours ago
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Workplace Assistant
We are seeking a Workplace Assistant to be responsible 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
1. 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
2. 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
3. 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
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4. 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
5. 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
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6. 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
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