Workplace Assistant (Media City, Manchester Office)

Workplace Assistant

Location: On site, based in the Media City, Manchester office
Contract Type: Permanent

About HF

People. Not just lawyers

We’re not your typical law firm – we’re people with a passion for helping our clients and each other achieve the best possible outcomes. We are leading legal advisers to the insurance and commercial sectors across the UK & Ireland, known for our innovation, client focus, and long-lasting relationships. We do things differently, with a forward-thinking approach built around our clients’ needs, supported by cutting-edge technology and a culture built around people from a wide range of backgrounds who are taking an equally wide range of routes to building their careers in law.

About The Role

Workplace Assistant

Location: On site, based in the Media City, Manchester office
Contract Type: Permanent

About HF

People. Not just lawyers

We’re not your typical law firm – we’re people with a passion for helping our clients and each other achieve the best possible outcomes. We are leading legal advisers to the insurance and commercial sectors across the UK & Ireland, known for our innovation, client focus, and long-lasting relationships. We do things differently, with a forward-thinking approach built around our clients’ needs, supported by cutting-edge technology and a culture built around people from a wide range of backgrounds who are taking an equally wide range of routes to building their careers in law.

Working onsite at our Media City Office to provide a blend of hands on and administrative support to our Facilities Team.

This is what the hiring manager, Philip, says about the role;

"This is a varied and busy role office based role, so we’re looking for someone proactive, enthusiastic and confident to join the team. Working closely with a number of different departments within the business, this is a great opportunity for someone who enjoys keeping things running smoothly within the office environment and takes pride in creating a positive, well-organised workplace."

What You’ll Be Doing

• To liaise with the Facilities Co-ordinator in relation to onsite deliveries and requests. This will include some manual handling.
• Being a visible presence in the office and readily available to assist colleagues, clients and visitors.
• Stock check and ordering of office consumables across all HF Sites.
• To assist with DSE assessment administration.
• Assist with the booking of business travel in line with the business travel policy.
• Ensuring a confident telephone manner to deal with inbound and outbound calls to suppliers, contractors and colleagues.
• Assist with access pass management in line with the starter/leaver policy.
• Fire Marshal duties
• Involvement in Facilities projects to assist in the collection and presentation of data. This will require excellent written and verbal communication skills to liaise with suppliers.
• Involvement in office move projects
• Office Health & Safety checks/walkarounds.
• Meeting room management to include booking rooms, making sure rooms are equipped with any specialist equipment/refreshments and altering room layouts to meet the requirements of the business.
• Front of House assistance – meet and greet clients, pre-order any outside catering.
• To use all office equipment efficiently & competently.
• To ensure the confidentiality of all the firm’s and client’s documentation and information in compliance with all DPA requirements.

This is a busy role, requiring a high level of accuracy and the ability to switch between tasks.

Standards and Compliance

• Use all office and Facilities equipment efficiently and competently.
• Always maintain confidentiality of Firm and client information, in line with data protection requirements.
• Comply with all Health & Safety and workplace policies and procedures.

What do I need?

This is a varied and fast‑paced role requiring flexibility and attention to detail.

• Previous office or facilities experience is desirable, supported by strong administrative skills
• Strong team‑working skills with a collaborative approach
• Highly organised, conscientious and reliable
• Adaptable and able to manage changing priorities
• Self‑motivated with a proactive mindset
• Confident and professional telephone manner
• Able to switch effectively between tasks while maintaining accuracy

What’s in it for you?

Apart from the competitive salary you’d expect, our package of benefits reflects our values of partnership, innovation, and being real people. We’re committed to creating a dynamic workplace where everyone feels supported, empowered, and part of our success.

You’ll Enjoy

• 25 days’ annual leave (rising to 30 with service) + Holiday Buy Scheme
• Life Insurance & Income Protection
• Private Medical Insurance & Healthcare Cash Plan
• Employee Assistance Programme & Digital GP services
• Pension Scheme
• Electric Car Scheme
• Enhanced Maternity, Paternity & Adoption Leave
• Discounted Gym Membership & Employee Discount Hub
• Flu & Eyecare Vouchers – and more!
• Free Parking

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