Workplace Assistant - #2150400

Workplace Assistant

Location: Leeds

On site, based in the Leeds 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 team

To provide a combination of hands-on and administrative support to the Facilities team, ensuring the smooth, safe, and efficient running of the Leeds office. The role requires a visible onsite presence based within our Leeds office, strong organisational skills, and a proactive, service-focused approach.

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

Key Responsibilities:

• Provide efficient day-to-day Facilities support, responding promptly to requests from colleagues, clients and visitors.
• Act as a visible and approachable onsite presence, ensuring Front of House standards are maintained.
• Manage meeting room bookings, setups, layouts, specialist equipment and refreshments as required.
• Support office moves, reconfigurations and Facilities-led projects.
• Liaise with the Facilities Co-ordinator regarding onsite requests, issues and deliveries, including occasional manual handling.
• Demonstrate practical knowledge of Facilities operations, workplace systems and office equipment.
• Carry out regular office Health & Safety checks and walkarounds in line with procedures.
• Support Fire Marshal duties where required.
• Assist with access pass management in accordance with starter and leaver processes.
• Support DSE assessment administration.
• Manage stock checking and ordering of office consumables across HF sites.
• Handle inbound and outbound calls with suppliers, contractors and colleagues confidently and professionally.
• Respond positively to changing operational priorities and reactive Facilities requests.
• Provide support across a range of Facilities activities, including peak periods and office changes.
• Assist with Facilities projects, including collecting and presenting data and liaising with suppliers.
• Support the booking of business travel in line with the business travel policy.
• Undertake reasonable additional duties as required, including cross-training and supporting other operational support teams.

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

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’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!

What next?

If HF sounds like a place where you could belong, we'd love to learn more about you!

Submit your CV here and we’ll be in touch if we have any opportunities that match your experience and interests. If we don’t have something right now, we’ll keep your details on file and may reach out in the future as part of our talent pipeline.

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