Front of House and Head of Facilities

IBC

To have lead responsibility for the management of the facilities room and supervision of the facilities team. The facilities department are responsible for maintaining Chambers’ buildings and rooms, distributing post, creating bundles for Court and ensuring stock levels are maintained.

To assist in the running of all chambers reception services

To assist, supervise and support Facilities Management

KEY RESPONSIBILITIES

Reception

To assist in the running of all chambers reception services to include the following:

• manage all telephone and email communications into chambers reception (and supporting the practice managers in respect of the same as and when appropriate) including all necessary telephone redirection and out of hours services
• manage the booking and allocation of conference/seminar rooms to members and chambers respectively
• help organise all conferences and other events hosted within chambers, including establishing numbers/identity of all those attending, and the preparation of all rooms
• arrange any necessary IT support for any conferences or other events hosted within chambers
• manage the Lex diary entries to enter all necessary details of any conferences and other events hosted within chambers
• maintain a visible presence at Front of House at all times during the working day, and meeting, greeting and attending to all clients
• nurture and build positive relationships with all clients
• ensure that all conference and public rooms are properly cleaned, maintained and equipped
• arrange for the provision of beverages for all clients
• order in and set up lunch as required
• field all general enquiries as appropriate
• assisting to process all incoming post, parcels and deliveries

Facilities Management

To have lead responsibility for the management of the facilities department to include the following:

• supervision and support of facilities management staff
• maintenance and upkeep of all rooms and common areas
• assist the BOM with ongoing renovations to the buildings, including acquiring quotes and overseeing building works
• assist the BOM with general maintenance of the building and planned improvements
• assist BOM in efficient and cost-effective management and review (to ensure best value for money) of various supply contracts for chambers including
  • telephone services
  • stationary
  • refreshments (coffee/water machines etc.)
  • cleaning
  • refurbishment works
  • office equipment
• assist with the planning, management and execution of room and office moves

General Administration

• organise any chambers meetings (for all of chambers and any committees) as required
• arrange for parking permits for members and clients as necessary
• provide practical administrative assistance to chambers practice groups and committees where possible and appropriate
• assist with the organisation and contracting for external chambers events
• assist with travel and entertainment bookings for members or chambers as and when appropriate
• support the practice managers with diary management as and when appropriate
• support the marketing team in the administration of marketing events
• support the BOM with the implementation of all health and safety procedures and their continual review

Responsible to Business Operations Manager “BOM”

WHAT WE OFFER:

• Opportunities for career progression
• Annual discretionary bonus
• Private health insurance and travel insurance