Reception & Office Assistant

We’re a national law firm with a local reach. Our philosophy is ‘Expert Hand, Human Touch’ – something you’ll find in the way we work with our clients and how we support our teams. But, we’re more than just a law firm – we’re a team, working together to help individuals and businesses navigate life’s ups and downs.

Whichever team you join, working here you’ll feel a part of our friendly and inclusive environment. We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things, and make a real difference to our clients and communities.

The work we do has been recognised in the awards we’ve won. We’re committed to being even better, and our awards help to show we’re on the right track.

We recognise that the office 9-5 isn’t for everyone. That’s why we’ve introduced ‘Flexible by Choice’. Whether it’s working from home, in our offices, or a combination of the both, we trust each other to support our clients, colleagues and communities at the right time, in the right way.

We are looking for a Reception/Office Assistant to join our Southampton office. As a Reception/Office Assistant, you will need to show excellent people skills, operation of the client boardrooms, meeting rooms, seminars, video conferencing facilities, room booking systems and the front of house provision of all associated services. You will work closely with your colleagues to ensure clients and visitors have a seamless journey. You will be passionate about delivering a first class experience and working to deadlines and dealing with any challenging client issues.

This is a Part-Time role for 25 hours per week

• Meet and greet clients in a professional and friendly manner, providing excellent customer service – going the ‘extra mile’ to exceed client expectations.
• To be fully aware of and be able to manage all reception and security procedures, including meeting room bookings and capabilities, presentation and video conferencing equipment, visitor management process and site security arrangements.
• Liaising with catering, meeting room technicians, maintenance & IT departments to ensure the smooth provision of services to the meeting rooms and client areas.
• To be knowledgeable of all catering options available and be able to advise meeting organizers.
• Printing, Copying and Scanning as required by meeting room users and clients, diverting work to the reprographics team where necessary.
• To compile monthly management information for the office manager, reporting on client meeting room stats and trends.
• Using Workspace the current meeting room booking system, take control of meeting room calendars to ensure rooms are managed in accordance with the requirements of the firm. Manage the use of rooms and if meetings overrun be proactive in managing subsequent affected bookings and communicate effectively with those who have booked the rooms.
• Ensuring that both reception and client meeting rooms are kept tidy and stocked with the correct items at all times. Ensuring that all brochures are up-to-date and the correct material is on display

• Working in a similar customer facing environment
• Experienced in a customer service/partnering environment; highly customer-focused
• Proven capability in developing support services to quality standards within a demanding business environment
• Practical experience of working within a Service-Level Agreement and Key Performance Indicators
• Positive attitude and willingness to learn new procedures
• Strong client care / service skills
• Attention to detail and Proactive
• Good general management skills
• Good IT skills, including knowledge of a range of software packages
• Effective communicator, both orally and in writing
• Time management skills with the ability to plan work to meet challenging, conflicting and/or demanding pressures and timescales

If this sounds like you, we’d love to receive your application.

• 25 days annual leave, with the opportunity to buy additional leave
• Two fundraising days in a year to give back to the community (fully paid!)
• Westfield Health membership, offering discounted leisure and travel and refunds on medical services

We also offer a huge number of well-being initiatives to encourage positive mental health both in and out of the workplace as well as flexible working options to ensure that you are fully supported to work the way that best suits you. Our social responsibility programme is fundamental to who we are. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish. We have a range of groups to celebrate our people across sexuality, disability, age, gender and culture.

We welcome applications from all diversity groups and backgrounds. We’re committed to enabling everyone to thrive and understanding and celebrating our differences is a key part of that. We’re proud of our work on the Disability Confident scheme, on the Race At Work Charter and as Stonewall Diversity Champions. We also have a range of networks for LGBT+, disability, generations, gender, social mobility, ethnicity, faith and culture to celebrate our people and to enable everyone to thrive.

As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, existing employees, clients, partners and other stakeholders.

Depending on the role you apply for we may carry out checks that will establish your eligibility to work in the UK, and criminal record check and financial checks with a credit reference agency will also be undertaken.

The employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.