Ampa Group
Location
London EC3V
Full job description
Description
Workplace AssistantLocation: Central London (may be required to travel to other locations to cover holiday/sickness)
Reporting to: Workplace Team Leader
Working Hours:37 hours per week between 07:30 – 18:00 (May be on a rota basis)The team:
Working Hours:37 hours per week between 07:30 – 18:00 (May be on a rota basis)The team:
To provide truly outstanding client experiences we work as one team, AGS is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients. The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.
The Role:
This role focuses on providing exceptional administrative and document processing support to ensure the efficient operation of office systems. It also includes responsibilities related to facilities management and client service duties. We seek highly organised, detail-oriented professionals with strong technical and administrative skills who can support both internal and external clients efficiently.
What you will be doing:
Key Responsibilities:
Document Processing and Administrative Support:
- Copy, print, and scan documents as requested, ensuring clarity, accuracy, and appropriate finishing options, including editing and enhancing as required.
- Transfer data to and from removable media, cloud-based solutions, and document and case management systems.
- Manage outgoing mail and inter-office mail using PPI, DMO, or a franking machine, ensuring timely collection.
- Distribute incoming mail, inter-office correspondence, and couriered items, logging them as necessary.
- Conduct hand deliveries and collections to and from local sites, including filing documents at court.
- Retrieve and send files to and from offsite storage providers and carry out regular office file audits.
- Arrange outgoing couriers and special deliveries, maintaining accurate records for audit and charge purposes.
- Coordinate large-volume printing, scanning, and document finishing, ensuring SLAs are met and requestors are updated.
- Prepare lockers, keys, and access credentials for new starters and leavers.
Office and Facilities Management:
- Ensure all displayed information in the office is current and relevant.
- Assist with the supervision of external contractors and building management teams as required.
- Support facilities-related activities, including fire warden and first aid duties.
- Report equipment and furniture that require fixing or replacement to the relevant team.
- Implement environmental policies including maintaining recycling areas and ensuring proper guidance labelling.
- Identify and report health & safety, cleaning, or general maintenance issues promptly.
- Maintain good housekeeping standards throughout the office, ensuring kitchens are stocked and tidy.
Client & Workplace Support:
- Welcome and assist visitors and colleagues, ensuring a professional first impression while managing visitor processes and liaising with building reception.
- Communicate with clients in person or by phone regarding bookings and requirements, ensuring all visitor and meeting needs are met.
- Set up, maintain, and clear meeting rooms, adjusting furniture layouts, stocking resources, and ensuring cleanliness throughout the day.
- Manage meeting room and car park bookings, responding within SLA times.
- Arrange IT support and set up technical equipment, such as MS Teams, for meetings and events.
- Assist with planning and executing internal events, including coordinating catering and refreshments.
- Maintain clean and well-stocked refreshment areas for meetings and collaboration spaces.
General Duties:
- Undertake ad hoc duties as required by the line manager.
- Provide flexible cover at other locations as needed for sickness or holiday absences.
What you will need:
- Experience in a similar role within professional services.
- Strong IT proficiency, particularly in Microsoft Office and document management systems.
- Ability to manage workload efficiently, prioritising tasks effectively.
- Excellent organisational skills with a keen eye for detail.
- Effective communication skills, with the ability to build relationships at all levels.
- Adaptability and a proactive approach to problem-solving.
- Commitment to continuous improvement and the ability to adapt and innovate.
- Understanding of confidentiality and document security best practices.
Key Competencies:
- Professional, with the ability to represent the company brand values in all interactions.
- Passionate about delivering exceptional client/customer experiences.
- A self-motivated learner with a continuous improvement mindset.
- Strong initiative and a positive approach to challenges.
- Competent in problem-solving with discretion.
- Reliable, punctual, and a team player.
This role offers the opportunity to be at the heart of business operations, supporting the firm with essential administrative and document processing tasks while also contributing to a professional and efficient workplace environment.
Benefits, Agile Working and Additional information
We embrace agile working and offer a blended approach to where and how we work.
We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.
We have the following hubs across the UK: Birmingham, Bristol, Leicester, Lincoln, London, Milton Keynes, Nottingham, Solihull, Stratford upon Avon, Sheffield and in the South; Crawley, East Grinstead, Lewes, Brighton, Eastbourne, Seaford, Peacehaven, Storrington, Chichester & Southampton as well as our Scotland office located in Edinburgh.
Additional information
Want to find more about our amazing benefits ?
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Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.
Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.Equal opportunities
Ampa Group is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.
About Ampa Group
Welcome to Ampa – a leading group of legal and professional services brands, home to leading legal services firms such Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, Marrons and others.
Our ‘House of Brands’, is where legal and professional service brands converge to unlock exciting opportunities for career advancement, collaboration, and comprehensive business services support across various disciplines including HR, IT, finance, and marketing.
Our overall purpose is to act as the cornerstone that facilitates the growth of every brand within our collective, empowering them with enhanced purchasing capabilities, access to specialised expertise, and a cohesive set of values and culture.
At our core, we are dedicated to creating an environment where each brand thrives through mutual growth and co-operation. Through our shared infrastructure and central support, we enable our brands to flourish, using the strength of our collective resources.
If you are passionate about driving positive change and immersing yourself in an inclusive, diverse, and supportive culture, then we invite you to join our team as we continue to unlock the potential in our people, clients, and investors.
