Your Role
and What You'll Be Doing
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
1. Take overall responsibility for the security procedures and systems in place for the location including out of hours call out arrangements and support
2. 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
3. Ensure procedures are followed with regard to risk assessments, display screen assessments, pregnancy risk assessments, fire safety, legionella etc (this list is not exhaustive)
4. Ensure health and safety induction of all new staff members
5. 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
6. Maintain good communication with all staff members, other people who use the building and all visitors to site
7. Ensure compliance with the Solicitors Regulation Authority (SRA) Code of Conduct
8. Management of room bookings, associated elements and keeping records of what is used for invoice checking
9. Support the site’s Business Continuity Plan
10. Effective engagement with any third party suppliers and ensure all documentation is accurate and current including waste transfer notes, delivery notices and invoices
11. Support colleagues with electronic filing of emails and paper filing where paper is still required to be used
12. Provide supportive, professional and effective telephone support for the office
13. Support the production of any paper based correspondence and documentation which is produced by our Document Production Team for the office
14. Deal with Accounts queries, obtaining billing guides when requested facilitating regular client billing disciplines by the fee-earners
15. 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
16. Provide PA support to your colleagues including diary management, booking meetings and general support to those in the office
About You
17. Facilities and/or management experience
18. Strong organisational skills
19. Ability to communicate at all levels
20. Strong client care / service skills
21. Attention to detail and proactive
22. Enjoyment of team working and willing to contribute ideas / solutions to team issues
23. Ability to work under pressure and prioritise tasks as well as communicating prioritisation with colleagues
24. Actively seek solutions to problems before being asked or directed
25. Responsive to changing environments
26. Risk aware
27. Good IT skills, including knowledge of a range of software packages
28. Experience in managing office services and facilities
Our Benefits - What We Can Offer You
29. 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
30. Generous and flexible pension schemes.
31. Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
32. Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.