Office Services Manager

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.

This Office Service Manager role is a permanent role based in our Cardiff office. The Office Services Manager will be the person who looks after our office, all the facilities and supports the people within it. The role will encompass everything from administrative support to our colleagues who are based in or visit the office, room bookings, dealing with clients who call including taking and passing on messages, copying / scanning, post, maintaining strong professional relationships with the building management team and ensuring a very smooth and efficient running of the office and all the facilities within it. This role will also be responsible for the security of our suite, Health & Safety compliance on site, archiving and storing original documents and PA duties

• Take overall responsibility for the security procedures and systems in place for the location including out of hours call out arrangements and support
• Manage and enhance the running of the office and deliver a professional offering on a day to day basis aligned to the Irwin Mitchell brand
• Ensure procedures are followed with regard to risk assessments, display screen assessments, pregnancy risk assessments, fire safety, legionella etc (this list is not exhaustive)
• Ensure health and safety induction of all new staff members
• Ensure that the office is kept clean, tidy and organised throughout and work with others within the office to effect this as well as engaging with the building cleaning team to ensure a confidential and supportive approach to managing the suite
• Ensure effective management of the office space and that any new joiners have space and equipment allocated to them in anticipation of them joining and liaise with the IT team to ensure that all IT equipment is set up and working
• Maintain good communication with all staff members, other people who use the building and all visitors to site
• Be proactive in the identification and resolution of problems
• Ensure compliance with the Solicitors Regulation Authority (SRA) Code of Conduct
• Management of room bookings, associated elements and keeping records of what is used for invoice checking
• Support the site’s Business Continuity Plan
• Effective engagement with any third party suppliers and ensure all documentation is accurate and current including waste transfer notes, delivery notices and invoices
• Take responsibility for opening and closing files ensuring any record keeping and filing is kept up to date and orderly to meet our compliance standard
• Scan, sort and distribute all incoming correspondence/ensure outgoing correspondence is complete and meets set deadlines for post etc
• Support colleagues with electronic filing of emails and paper filing where paper is still required to be used
• Provide supportive, professional and effective telephone support for the office
• Support the production of any paper based correspondence and documentation which is produced by our Document Production Team for the office
• Deal with Accounts queries, obtaining billing guides when requested facilitating regular client billing disciplines by the fee-earners
• Ensuring files are archived swiftly at the end of the matter in accordance with our retention schedule and recall old files from archiving providers if required Manage the safe and secure storage of any client original documentation
• Book train tickets and accommodation in accordance with the firm’s Expenses Policy using the firm’s travel management company
• Support the office with photocopying and scanning required
• Provide PA support to your colleagues including diary management, booking meetings and general support to those in the office

• Strong organisational skills
• Ability to communicate at all levels
• Strong client care / service skills
• Attention to detail and proactive
• Enjoyment of team working and willing to contribute ideas / solutions to team issues
• Ability to work under pressure and prioritise tasks as well as communicating prioritisation with colleagues
• Actively seek solutions to problems before being asked or directed
• Responsive to changing environments
• Risk aware
• Good IT skills, including knowledge of a range of software packages
• Experience in managing office services and facilities

• 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.