Workplace Services Administrator (12 Month Contract)

Maxwell Stephens have been assigned by a leading law firm to recruit a Workplace Services Administrator to join their team on a 12 months fixed term contract.

To assist the Head of Workplace and Facilities Management and Facilities team. You will ensure the smooth running of the team through ongoing support and exceptional organisation. The role will include administration tasks to support aspects of health, safety, environmental quality (HSEQ) to cover maternity leave, supporting external consultants. Working in a highly professional team, this role offers the opportunity to build upon your admin skills whilst working in a rewarding and fast paced environment.

Key Responsibilities

Administration:

• To ensure all administration and financial documentation is up to date and in an organised electronic filing system
• To ensure all administration & finances are adhered to as per procedure including invoice processing and expenses
• To assist in the formation of spreadsheets, PPT reports including board reports and other administration projects.
• To assist in the receipt and updating of the holiday and absence record.
• To prepare monthly data report for Head of Workplace and Facilities Management that managers and supervisors submit for board report.
• To organise meeting room bookings as required.
• To manage Head of Workplace and Facilities Management's diary on a daily basis.
• To attend meetings as required with the Head of Workplace and Facilities Management and take minutes as required.
• To manage and update Facilities intranet page and Facilities e-mail groups as required.
• To provide firm wide communications on behalf of Head of Workplace and Facilities Management.
• To support London, Cambridge and Liverpool office managers as required.
• To participate fully in the business and play a proactive part in contributing to the overall success of Taylor Wessing.
• Any other reasonable request that falls within the general scope of the position.

Health, Safety, Environment and quality:

• General support to external consultants for ISO and H&S during maternity cover.
• To assist and arrange mandatory health & safety training for new starters.
• To ensure all safety notice boards and statutory notices are up to date on a regular basis.
• To ensure legal certificates are up to date and displayed correctly on a regular basis.
• To participate in environmental and health & safety working groups and take minutes and circulate as required.
• To co-ordinate personal training certificates in line with legislation requirements.
• To order first aid kit supplies as requested by first aiders and through regular checks

Person Specification

• Preferable good working knowledge of Document Management Systems
• Good IT skills, including a good working knowledge of Microsoft products
• Excellent written and spoken communication skills
• Ability to juggle a varied workload and to prioritise tasks
• Attention to detail
• Self-motivated, pro-active and able to use own initiative
• Willingness to work as part of a busy team
• Ability to liaise with internal stakeholders and external clients at all levels
• Ability to understand problems/issues and use take the appropriate steps in the absence of a manager
• Ability to use initiative and be proactive

Desirable:

• Previous experience of working in a Facilities environment
• Budget and expense experience
• Diary management
• Health and safety experience or qualification such as IOSH 
• Previous experience of working in a corporate/professional services organisation

If this role is of interest, please call 0207 118 48 48 or email cv@maxwellstephens.com to discuss further or to apply.