File Destruction & Facilities Assistant

Working within Gateley’s Facilities team, the File Destruction & Facilities Assistant will be responsible for keeping our Birmingham office running smoothly. You’ll split your time between secure file archiving/destruction and hands-on facilities support, if you’ve got real get-up-and-go, you’ll make a visible impact from day one.

This role provides the opportunity to deliver an excellent level of service to internal and external clients, and to ensure that the needs of the business are met to a high standard.

Key responsibilities:

This is a truly blended position, with an equal split between archiving responsibilities and day-to-day facilities support—offering variety, momentum and a clear sense of impact across both areas
Facilities Responsibilities

• Daily post duties to include opening and scanning post, hourly post rounds collecting internal and external post and dispersing of post, couriers and stationery.
• Franking all Royal Mail and DX post at the end of the day.
• Organise couriers when needed.
• DX monitoring.
• Responsible for online stationery orders.
• Ordering and keeping track of stationery stock.
• Manage online system for stationery & archiving.
• Assist with general building maintenance when required.
• Liaise with contractors/suppliers.
• Cover other Facilities team members when required.
• Assist with file archiving and retrievals.
• Assist with file destruction processes.
• Assist with room set ups.
• Reprographics support.
• Assist with recycling initiatives.
• To be aware of and comply with the company's policies and procedures.

Archiving Responsibilities

• Retrieving original documents from storage or files.
• Logging and accurately tracking files throughout their lifecycle.
• Coordinating the electronic movement and storage of documents to support Gateley’s paper-lite approach.
• Destroying original documents securely and compliantly once electronic copies are confirmed.
• Working collaboratively with the Archiving Group to ensure consistency and compliance.
• Pulling original documents, logging them and managing their transition into electronic format before destruction.
• Supporting the wider archiving workflow, including file disruption and file destruction tasks.
• Scanning documents as required to maintain complete and accessible electronic records.
• Completing stationery orders and managing stock levels through our online supplier system.
• Providing ad hoc administrative support linked to file management when needed.

This job description is not an exhaustive list due to the requirements of the role. Therefore, the job holder may be required from time to time to work with the wider new business team on ad-hoc projects.

Our dynamic and hardworking facilities team take responsibility for the firms' facilities and property management across all offices to make sure the surrounding environment is suitable to work in.

The services we manage include cleaning, security, energy management, health and safety, replenishing stationery and furniture supplies, and taking care of any internal moves/changes along with office relocation and refurbishments.

The team also oversees the distribution and delivery of internal and external post, including DX mail. We manage the process of archiving and file destruction, act as the liaison with landlords, agents, and tenants, as well as managing the commercial insurances for the business.

We continue to develop and evolve our proposition and are looking for individuals with a 'can do' mentality to join the team.

The role is suitable for those with experience of working in a property or legal environment.

Candidates will be able to demonstrate the following attributes:

• The ability to work effectively in a team with other divisions of the business- for example:
  Client Services/Security.
• Excellent inter-personal skills and a confident manner.
• A strong team work ethic and the ability to work effectively under pressure.
• A willingness to get involved in and help wherever needed as this is a very varied role.
• Drive, commitment, self-motivation and a "can do" attitude.
• Professionalism at all times.
• Exceptional attention to detail.
• Experience working a similar role is desirable, not essential as a full induction will be…