We are seeking a Post, Archive and Print Room Assistant (known
internally as a Business Operations Assistant) to join our friendly
Business Operations team in London.
Our Firm
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 to a diverse mix of clients, from long-established leading
corporations to emerging businesses, start-up visionaries and
sovereign nations. With over 1,500 lawyers spanning more than 40
offices across four continents, the firm is renowned for its local
connections and global influence, delivering comprehensive legal
services across North America, Europe, the Middle East, Asia Pacific,
and Latin America. In the UK, we have offices in Birmingham,
Manchester, Leeds and London.
Our Team
Our London Business Operations Document Services team currently
consists of 3 Business Operations Assistants and a Team Leader,
reporting in to the Facilities Manager. This forms part of the wider
Business Operations team including Facilities.
Our Opportunity
This role will focus on reprographics, post room and archiving work.
The role will also be to assist and support the wider Business
Operations team in carrying out other general office duties such as
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 that the post
holder would assist on. 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 computerized 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 Careers website at www.squirepattonboggs.com/en/careers in
the first instance. We will be reviewing applications on an ongoing
basis, please complete an online application.
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.
