Facilities Administrator

Leeds, West Yorkshire
Full-time, Temporary, Contract
Salary: Competitive 

To apply, please send a CV and cover letter to Claire Melton at CMelton@kingschambers.com.

12 MONTH MATERNITY COVER

Job Description

Kings Chambers is looking for a facilities and front of house professional to become a member of the chambers’ administration team, ensuring the office is operating at a high level of safety each day. The job holder will report on a day to day basis to the Senior Clerk in our Leeds chambers who has overall responsibility for overseeing the day to day smooth running of the facilities there.

The focus of this job is to ensure the smooth running and efficiency of chambers facilities, being responsible for health, safety and fire safety checks, along with undertaking reception duties and being an ambassador for Kings Chambers.

We are looking for a person with a proven track record in a facilities support role and Front of

House. To be successful, you will have outstanding attention to detail, a strong collaborative attitude and great interpersonal skills. The ability to work effectively under pressure and exceptional organisational skills are crucial too. Ideally, you will have worked with ISO accreditation in previous roles.

Responsibilities & duties are outlined below but not limited to;

Responsibilities

The job holder is responsible for the following in order to achieve chambers focus for this role as outlined above.

Telephony:

  • Use of the Avaya IP office receptionist telephone system
  • Answer both internal & external calls professionally
  • Deal with client queries in a polite and professional manner
  • Set up conference calls
  • Liaise with telephony suppliers via Manchester chambers

Reception Duties:

  • To provide a helpful and efficient reception desk
  • To sign for and distribute briefs to clerks
  • Organisation of daily conference facilities & supplies
  • Setting up refreshments for daily conferences & organising catering when required
  • Ordering supplies such as stationery, kitchen supplies etc
  • Planning of daily conferences rooms through LEX Diary System

Maintenance / Health & Safety

  • Arrange maintenance contractors & cleaning companies/callouts and overseeing this on site
  • Ensuring all risk assessments for Leeds chambers are up to date with the Front of House Manager (Manchester)and ensuring weekly / monthly checks with respect to emergency lighting, fire etc are carried out and documented
  • Liaising with the Front of House Manager in Manchester regarding general office and/or maintenance repairs.
  • Emergency first aid & Fire Marshall duties
  • Assisting the Front of House Manager and Compliance Officer in developing and maintaining Health & Safety training through the internal training system

Clerical Duties:

  • Use of the LEX database – assisting the clerks and barristers in storing papers on the case management system.
  • Ad hoc assistance with Leeds related marketing/administration
  • Assisting with external and internal event set up in meeting rooms
  • Using Outlook to manage internal and external emails.
  • Process and reconcile any barrister’s cheques received in Leeds & scan/send to fee collection team in Manchester where applicable
  • Post – Outgoing –DX, Royal Mail and Courier
  • Assisting the Front of House Manager and Compliance Officer with ISO compliance

Qualities Required

  • Excellent knowledge of Microsoft Outlook, Word, Excel & PowerPoint
  • Desired – to have worked previously in a professional services environment
  • Excellent interpersonal skills with the ability to deal with people at all levels and to create and maintain good working relationships.
  • Able to multi-task and work well under pressure
  • Capacity to thrive in a small team environment and is a team player who gets on well with colleagues.
  • Takes personal responsibility for delivering agreed objectives and takes professional pride in delivering a high-quality standard of service.
  • Willingness always to represent chambers in the best possible light.
  • Willing to learn new things to deal with a multi-faceted role.
  • At least 5 years’ relevant work experience is desirable.
  • Confident when dealing with clients and working within a small team environment.

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