Business Services Assistant

**Allen & Overy**
Allen & Overy is a leading international legal practice with a truly global presence. The firm operates at the forefront of the legal industry. Our deals and cases often make headline business news. With many of our partners acknowledged as leaders in their field, and with all our people demonstrating the highest levels of professionalism, we have a reputation for delivering excellence in all that we do.
- We have developed a culture in which difference is positively valued, and our people are free to be themselves. We are in every sense one global team; supportive and collaborative, but also ambitious and driven. Our capacity to combine these qualities and provide a setting in which our people can thrive is what makes us different.**Role purpose**
The Business Services assistant is part of the Business services team and will have responsibilities in all aspects of the operational services within the firm. This is a varied role and it is essential that our business services assistant is client oriented and dedicated to ensuring a seamless service is provided. They will need to show flexibility and adaptability to prioritise and assist in all aspects of the operational and administration demands. The role works closely with the wider Business Services team to resolve issues in a timely manner. Key stakeholders for this role include the Legal PA Coordinator, PAs, Lawyers and other shared services staff.**Equal Opportunities**
Allen & Overy is an equal opportunity employer. The firm requires all partners and staff to maintain an awareness of the firm's policies and procedures and to contribute positively to a safe working environment, which is free from unlawful discrimination and/or harassment.**General Information**
This job description is a general guide to the position the employee holds and it may change from time to time in consultation with the incumbent and other relevant stakeholders as deemed necessary by the Human Resources Manager.**Role and responsibilities**
- Works closely with the business services team on all aspects of the operation services which includes:

- Print large complex print jobs (training to be provided)
- Binding documents.
- Invoicing (training on system provided)
- Arrange offsite storage.
- Scan bulk documents
- Coordinates day to day operations of Mailroom (Booking Couriers, registering and distributing incoming mail/parcels, placing stationery orders), escalates any issues to the Senior business services officer (SBSO)
- 09.15am - deliveries of incoming packages from previous day;
- 10.45am - sorts and registers incoming mail for 11.30am mail run;
- 12noon
- Lunch break;
- 3.30pm - Last mail run for the day and other tasks can be finalised such as, unpacking stationery, filling paper bays, toners, and liaising with reception regarding stock orders where necessary;
- 4pm - Posts frank mail (1.5kgs max.) and Express Post outgoing mail from the Post Office;
- 4.45pm - Ensures that the unclaimed documents trays on the top of the printers are emptied every day;
- Looks after the Office Library, receiving, registering and distributing Library material (Office Library’s - to be labelled and put on the shelf and Partners’ Loose Leaf Files - to be handed over to the Partner’s PA);
- Acts as a back-up for AV support and setting up meeting rooms for events
- Assist with working at after-hours events
- Acts as a backup for reception duties include booking meeting rooms, answering phones, assisting clients and our overseas A&O colleagues
- Setting up visitors offices and new starters desks, with stationery and name tags
- Floor walks ensuring safe a workplace
- Inventory management and Stationery stock in the utility rooms - Central contact for the firms Stationery orders once a week (Winc and McDonald Group);
- Unpacking stationery, filling paper bays, toners, and liaising with reception regarding stock orders where necessary.
- Sick bay management - ensures the room is clean, stock levels kept replenished. Liaises with HR regarding any concern over usage of sickbay and notifies HR of any unwell employees using the sick bay.
- Fire warden and first aider
- Inventory management; order & replenish stationery in all the utility rooms
- Re-stock all printers with paper throughout the week
- Clear print trays before leaving each day.
- Update the Business services master spreadsheet
- Assist with internal office moves
- Assist our BS coordinator with ergonomics assessments, including administration tasks
- Adhoc administration tasks
- Assist the team with administrations tasks.