Curent Opportunities
Job Purpose
To support the efficient management of facilities operations while overseeing the records function in conjunction with the Facilities Manager. The role ensures that the workplace is well maintained, safe and compliant, and that records management is effectively maintained.
Duties and Responsibilities
Facilities coordination
This is not an exhaustive list, and from time to time it may be necessary to vary these to meet the department and business needs.
- Support the day-to-day coordination of facilities operations across the organisation
- Manage facilities helpdesk tickets, ensuring they are accurately maintained, actioned and resolved promptly
- Assist with the management of building maintenance, repairs, and service contracts.
- Liaise with external contractors and suppliers to ensure works are completed to agreed standards
- Maintain records related to maintenance, repairs, safety, and other facility operations
- Coordinate the setup of meeting rooms, including arranging furniture and equipment to support external meetings, working in conjunction with Reception
- Assist with physical duties, office moves, workspace planning, and facilities improvements across all sites
- Work closely with the Facilities Manager and Facilities Assistant to ensure the smooth and efficient running of all sites
Records Management
- Maintain logs of files and deeds
- Manage confidential records, including the secure destruction of documents both on and off site
- Support teams in arranging the retrieval, delivery and collection of files
- Open and close matters as requested by fee earners
- Liaise with fee earners regarding records enquiries
- Carry out annual destruction exercise offsite
Person Specification
Essential skills
- At least 3 years’ experience in a facilities role
- Excellent organisational and time-management skills
- Proficient in Microsoft office (outlook, word, excel, PowerPoint)
- Ability to manage multiple responsibilities and prioritise workload effectively
- Experience of liaising with contractors and external service providers
- Strong attention to detail and accuracy
- Excellent written and oral communication
- Reliable, enthusiastic, trustworthy and proactive team player with a ‘can do’ attitude
Desirable skills
- Experience managing records systems or document management platforms
- Knowledge of health and safety at work requirements
How to Apply
If you would like further details or wish to apply for this position please email your CV and covering letter direct to support.recruit@devonshires.co.uk and complete the diversity monitoring questionnaire which can be accessed by button below.
All recruiters must submit their candidates’ CV via our HR team or using the recruitment inbox listed above. Only HR can agree terms of business with third parties, provide the appropriate privacy notice to be shared with candidates and ensure that the firm maintains its commitments to LEXCEL, ISO27001 and Equality Diversity & Inclusion.
Devonshires Solicitors LLP is committed to providing equal opportunities in employment and to providing a workplace free from discrimination and harassment. As such all job applicants, employees, partners and third parties who come into contact with us, will receive equal treatment, regardless of age, disability, gender identity, marriage and civil partnership, trade union activities, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. We welcome applications from groups where we are currently underrepresented. For this reason, we ask that all candidates complete the recruitment monitoring survey in complete confidence for statistical purposes in order that we can effectively monitor how well our Diversity procedures are working. To review our policies on Diversity & Inclusion and Dignity at Work please visit our recruitment pages at www.devonshires.com.