Office and Facilities Manager

at  Irwin Mitchell

We’re a national law firm with a local reach. Our philosophy is ‘we’re legal and financial experts that care’ – something you’ll find in the way we work with our clients and how we support our teams. 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 one of our Talent Acquisition team for more information.

This Office Service Manager role is a permanent role based between our Gatwick and Chichester offices. The Office Services Manager will be the person who looks after our office, all the facilities and supports the people within it. The role will encompass everything from administrative support to our colleagues who are based in or visit the office, room bookings, dealing with clients who call including taking and passing on messages, copying / scanning, post, maintaining strong professional relationships with the building management team and ensuring a very smooth and efficient running of the office and all the facilities within it. This role will also be responsible for the security of our suite, Health & Safety compliance on site, archiving and storing original documents and PA duties

• Take overall responsibility for the security procedures and systems in place for the location including out of hours call out arrangements and support
• Manage and enhance the running of the office and deliver a professional offering on a day to day basis aligned to the Irwin Mitchell brand
• Ensure procedures are followed with regard to risk assessments, display screen assessments, pregnancy risk assessments, fire safety, legionella etc (this list is not exhaustive)
• Ensure health and safety induction of all new staff members
• Ensure effective management of the office space and that any new joiners have space and equipment allocated to them in anticipation of them joining and liaise with the IT team to ensure that all IT equipment is set up and working
• Maintain good communication with all staff members, other people who use the building and all visitors to site
• Ensure compliance with the Solicitors Regulation Authority (SRA) Code of Conduct
• Management of room bookings, associated elements and keeping records of what is used for invoice checking
• Support the site’s Business Continuity Plan
• Effective engagement with any third party suppliers and ensure all documentation is accurate and current including waste transfer notes, delivery notices and invoices
• Support colleagues with electronic filing of emails and paper filing where paper is still required to be used
• Provide supportive, professional and effective telephone support for the office
• Support the production of any paper based correspondence and documentation which is produced by our Document Production Team for the office
• Deal with Accounts queries, obtaining billing guides when requested facilitating regular client billing disciplines by the fee-earners
• Ensuring files are archived swiftly at the end of the matter in accordance with our retention schedule and recall old files from archiving providers if required Manage the safe and secure storage of any client original documentation
• Provide PA support to your colleagues including diary management, booking meetings and general support to those in the office