Squire Patton Boggs is one of the world's strongest integrated law
firms, committed to providing insight at the point where law, business
and government meet. We deliver commercially focused business
solutions by combining our legal, lobbying and political capabilities
and invaluable connections on the ground to a diverse mix of clients,
from long-established leading corporations to emerging businesses,
start-up visionaries and sovereign nations.
More than 1,500 lawyers in 45 offices across 20 countries on five
continents provide unrivalled access to expertise. In the UK, we have
offices in Birmingham, Manchester, Leeds and London.
The firm is committed to promoting an inclusive and supportive
working environment. Embedded by local champions in each of our UK
offices, our well-regarded family and carer, wellbeing and DEI
programmes provide a variety of flexible working options to support
individuals' life journeys, helping our people pursue their personal
and professional goals.
Our Team
Our London Business Operations Document Services team currently
consists of 3 Business Operations Assistants and a Team Leader,
reporting into the Facilities Manager. This forms part of the wider
Business Operations team including Facilities.
Our Opportunity
This role will primarily focus on reprographics, post room and
archiving work. You will also support the wider Business Operations
team in carrying out other general office duties such as reception
support, setting up meeting rooms as required, office and desk moves
and monthly floor inspections. From time to time there may be changes
in service requirements or ad hoc and annual project work to assist
with. Remote assistance to other offices will be provided as and when
required, ensuring a seamless service for clients.
You will deal with incoming requests from clients via UK Office
Services (central request system for Business Operations requirements)
within agreed timescales and confirm completion on the IT system. The
role will include opening, sorting and distributing post to all
members of the firm which will include regular internal deliveries and
collections from the various departments and support units and
checking any unreferenced mail against the firm's computerised matter records.
You will arrange for items of mail and packages to be sent via
various methods, advising the sender on the most cost effective and
safe forms of sending the items and ensure the Finance Department
receive accurate and timely data on chargeable deliveries. The role
will also include sorting outgoing mail into Royal Mail and DX
services and preparing bulk DX bags and frank outgoing mail as well as
ensuring stationery units on all floors remain stocked in accordance
with service levels.
Printing, scanning and photocopying documents is required, as well as
binding and finishing documents as requested, using appropriate
equipment. You will ensure any work sent out for external completion
is collected by external providers and returned on time and produced
to a high quality to meet business expectations and manage timelines
for internal clients. Assisting with ordering consumables and
completing meter readings as well as maintenance of photocopying and
associated equipment will be required.
You will manage the processing, delivery and receipt for all
incoming/outbound files and deeds to the office, ensuring any urgent
requests are delivered in accordance with the contract as well as
checking the completeness and accuracy of the data recorded on the
file and deed databases, maintaining all records associated with the
archive process. As part of the role, you will provide advice and
assistance to clients in relation to record searches and retrievals
and archive processes, ensuring clear communication and compliance
with the process.
Auditing the electronic recording system to ensure deeds are logged
in/out and held correctly, taking action to correct any failures is
also required. You will perform physical audits of deeds in offices
against the records held on the electronic system and maintain records
of the audits and actions taken from them as well as completing
monthly reports and audit procedures, to ensure the film adheres to
the Archiving Operating Procedures. You will also train new starters
and give refresher training on the archive procedures and use of the
electronic ordering and management systems as well as managing the
leaver process for deeds and file reallocation or storage.
This is an onsite role. The team work on a shift pattern between
8.00am and 6.00pm, Monday to Friday on a rotational basis.
You
Ideally, you will have previous experience of working in a mail,
reprographics and archiving role. Experience in a professional office
environment is preferred. You will need to be a team player who enjoys
collaborating with and supporting other members of the team. You must
be able to communicate effectively at all levels and have the ability
to listen and interpret instructions.
Taking pride in your work and understanding the need for quality and
attention to detail as well as positive attitude and professional
manner are important. A client focused 'can-do' approach to tasks,
with an ability to use your own initiative to ensure delivery is key.
You will need to be flexible and willing to work overtime if required
and a reliable team member and excellent timekeeper. Good IT skills,
with a working knowledge of Microsoft packages (especially Outlook
email) and comfortable learning new systems is required.
What you need to know
If you are interested in finding out more about this role, please
visit our website at www.squirepattonboggs.com/en/careers in the first
instance. We are unable to process applications sent directly by
email. Please complete an online application. We will be reviewing
applications and interviewing on an ongoing basis. No agency CVs
accepted at this time.
We are an inclusive employer and aim to ensure our workforce is
representative of our diverse society. We welcome applications
regardless of sexual orientation, gender identity and expression,
age, neuro diversity or disability status, family or parental
status, race, religion or ethnicity. We will make reasonable
adjustments and adaptions to our recruitment process to ensure it is
inclusive for anyone who wishes to apply. We may collect relevant
data for monitoring as part of our candidate registration process.
