Facilities Assistant (Telephony)

About your new role

Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs,

newspapers etc.)

• Forward electronic faxes to recipients within the office following the firms fax policy

• Meet and assist all clients and other visitors – record details of persons visiting

Responsible for catering and refreshments for various occasions, ranging from:

• Client/internal meetings

• Client Events

• Staff Parties

Manage the meeting rooms including:

• Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser

• Notify office manager of any repairs required

• Replenish the fridge located near reception with bottles of water and glasses throughout and at the end of the day

• Set up laptops and webinars as required

Manage stock control

• Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed

Telephony

• Promptly answer and redirect all incoming calls in a polite and friendly manner

• Prepare, maintain and distribute telephone extension lists

• Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity

• Adhere to SOP’s

Post room:

• Opening, sorting and distributing incoming mail each morning

• Date stamp all mail and cheques before sorting into departments. (we don’t date stamp now

with digital mail)

• Scan all incoming post

• Scan and redirect post for other offices following correct procedures

• Record all special and recorded mail – obtain a signature when passing it to the recipient.

• Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature.

• Assist with local hand deliveries

• Bulk copying – Ensure you understand what is required – number of copies/double sided/

colour and return by agreed deadline.

• Binding – check what size and type of binding comb is required; cover sheet and back card required. Return by agreed deadline

• Assist with the Stationery ordering and distribution

• Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail/DX

• Ensure the confidentiality and security of all practice and clients’ documentation or

information.

• Undertaking such other duties as may be allocated from time to time

• Book couriers, ensuring that the correct nominal codes for the departments are being used

Other Ad-hoc

• Archiving

• Perform some legal admin tasks from time to time

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

About You

• Friendly and approachable

• Team player

• Ability to work in a fast paced environment

• Good communication skills

• Well organised with an ability to prioritise tasks

• Good time management

• Good knowledge and understanding of Microsoft packages

Why work for us

Come and join our award-winning organisation and team. Weightmans has been recognised as a leading employer for the 18th consecutive year at Britain’s Top Employers awards 2025, and ranking 5th in the list, the firm has also secured top positions in Chambers UK.

Embark on this journey with Weightmans towards becoming one of the Top 30 UK Law firms.

Why work for us? Take a look: Work for Weightmans: voted a top employer | Weightmans

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Work for a firm where people matter – work for Weightmans