Reception & Office Services Assistant

DMH Stallard is an award winning South East law, Legal 100 firm with offices in London, Brighton, Gatwick, Guilford, Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970, and has a headcount of approx 380. Our firm provides a comprehensive range of commercial, dispute resolution and litigation, employment, cyber security and cyber-crime, corporate, intellectual property, real estate and technology, media and telecoms advice to both businesses and individuals. Our clients, our people and our professional networks are the keys to our success.

Job Purpose:

• To provide a professional front of house service, ensuring that agreed standards of client care are adhered to.
• To provide an effective and efficient office services, including administrative and basic IT support.
• To ensure that agreed standards of client care are adhered to in all facets of the role.
• To cover Reception/Office Services/Records Management duties as & when required.

Responsibilities and Duties:

Reception

• Meeting and greeting visitors (including the signing in of contractors).
• Making and providing refreshments for client meetings and visitors.
• Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
• Booking meeting rooms/hot desks and maintaining relevant calendars and reception diary.
• Booking and logging couriers and taxis.
• Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider (training provided if necessary).
• Positively contributing to an effective client focused team and a continually improving service.

Office Services

• Sorting, scanning, and distributing incoming and outgoing post (Royal Mail, DX, couriers). Arranging couriers.
• Carry out various manual handling duties e.g., files, boxes, furniture & ad hoc items.
• Undertaking photocopying for fee-earning groups as and when required. This will also include faxing, binding, scanning, printing, and sorting documents.
• Maintaining and up keeping the meeting rooms and kitchen with the appropriate stationery/supplies, including keeping the areas clean and tidy – this will include the need to regularly clean common touch points in all areas.
• Ordering of supplies and stationery from relevant companies.
• Work with the IT support persons & assist Accounts when required.
• Assisting with Health & Safety matters to ensure we meet our H&S requirements, policies & procedures. Supporting with DSE assessments across the offices.
• To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
• To assist with the building checks identifying maintenance issues in conjunction with the Brighton Office Manager.

Records Management

• Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
• Accurately maintaining the firm’s records management Artiion/Tikit database.

Knowledge, Skills, and Experience Required:

• Previous reception experience preferred.
• Experience in an office services and facilities role preferred.
• Excellent telephone manner.
• Effective communication skills both over the phone and in person.
• Flexible in approach to work, and hours worked required.
• Competent in using Microsoft Office including Word, Excel, and Outlook.
• Able to solve problems, considering the needs of the business.
• Effective team working skills.
• Accuracy and attention to detail.
• Comfortable with IT - setting up laptops & smartphones, Wifi access, AV equipment etc. (or willingness to be trained).
• Knowledge of or an interest in learning about the legal sector

Hours of work

20 hours a week Monday - Friday.  Start and finish times will need to be agreed with the Brighton Office Manager. You may be required to amend your hours due to operational requirements if required.

Benefits: 

• 25 days holiday (of which 3.5 are taken during the Christmas period), plus Birthday holiday, plus Bank Holidays.
• Life Assurance
• Private Healthcare
• Employee Assistance Programme
• Sodexo Discounts
• Pension Scheme
• Interest free season ticket loans
• Cycle to work scheme
• Discounts on Legal work