Office Services Assistant – Property and Facilities 1

Rathbones provides individual investment and wealth management services for private clients, charities, trustees and professional partners. We have been trusted for generations to manage and preserve our clients’ wealth.

Our tradition of investing and acting responsibly has been with us from the beginning and continues to lead us forward. Our ambition is to be recognised as the UK’s most responsible wealth manager.

We see it as our responsibility to invest for everyone’s tomorrow. That means doing the right thing for our clients and for others too. Keeping the future in mind when we make decisions today. Looking beyond the short term for the most sustainable outcome. This is how we build enduring value for our clients, make a wider contribution to society and create a lasting legacy. Thinking, acting and investing responsibly.

Job Title: Office Services Assistant – Property & Facilities

Department: Group Shared Services

Location: Edinburgh

Contract Type: Permanent

Reporting to: Martin Lumber

The Role

The Office Services Assistant provides essential support to the office by managing day-to-day operations, ensuring a clean and organised environment, and assisting with various administrative tasks. This role is crucial in maintaining the efficiency of office services, including outgoing mail handling, security, supply management, and general office upkeep. The Office Services Assistant must be highly organised, proactive, and capable of multitasking in a dynamic office environment.

Outcomes of the Role

This role is 100% office based; and is expected to provide flexibility in working hours to support with out of hours office works, events or projects as advised, including the change in location as a result of a business continuity event.

• Mail & Package Handling: Receive, sort & distribute incoming packages (incl. internal mail for example going to other offices); manage outgoing mail & courier services.
• Office Supplies Management: Monitor & maintain inventory levels of office supplies, incl. ordering, restocking, and organising supply areas including office consumables.
• Office security: Assist in physical security controls in the office.
• Facility Support: Assist with the setup of meeting rooms and event spaces, including arranging furniture, setting up & ensuring rooms are stocked with necessary materials.
• Office Maintenance: Ensure the office environment is clean, organised & well-maintained; report any maintenance/repair needs to the appropriate team as directed.
• Vendor Coordination: Liaise with external service providers and chaperone onsite visits for office-related services, maintenance including cleaning, repairs, or catering.
• Ensure all deliveries are accurately logged, signed for, sorted and delivered in the correct designated area on-site.
• Health and Safety: Assist in maintaining health and safety standards within the office, including ensuring emergency exits are clear and safety equipment is accessible.
• General Office Support: Provide general assistance to all colleagues as required, ensuring smooth and efficient office operations.
• Act as a Fire Marshall for the site to enable safe evacuation of colleagues.
• If requested, act as a First Aider for the site (subject to required training)
• Assist that Facilities Manager with any required tasks to ensure the smooth running of day-to-day operations, as directed.
• Provide support to other members of the team, as well as the wider Facilities team as and when required.
• Take responsibility for ensuring personal continuing professional development.
• Fully meet the requirements of the Rathbone’s Competencies and Values.
• Any other duties as required.

Knowledge, Skills and Experience

• office equipment (e.g. printers, copiers)
• Organisational skills: Ability to manage multiple tasks and prioritise effectively
• Attention to detail: High attention to detail to ensure work is accurate and of a high quality
• Communication skills: Excellent verbal and written communication skills to successfully interact with colleagues, external vendors and visitors.
• Customer service orientation: Strong focus on providing excellent service to internal clients/ colleagues.
• Problem-solving skills: Ability to problem solve to aid quick resolution to issues or queries.
• Adaptability and flexibility- ability to adapt to the tasks required and assist the team in day to day and project work.
• Team collaboration: Ability to work well in a team and assist in the success of the team.
• Proactivity and initiative: Ability to be proactive and use own initiative.
• Confidentiality: Demonstrated ability to handle confidential sensitive information with integrity and discretion.
• Previous experience of working in an office environment or in a role involving administrative or facility support is preferred.
• Fire Marshall certification (preferred but not essential)
• First Aid certification (preferred but not essential)

Life at Rathbones

We aim to become an employer of choice for the wealth management sector, to achieve this we are working hard to build a diverse, equal, and inclusive workplace that motivates, develops and embraces the strengths of all our colleagues. Being part of Rathbones means you will join a team of passionate professionals in a successful culture that cares for its people. At Rathbones, we provide meaningful work, opportunities, and a voice to all.

We are committed to building a team that is made up of diverse skills, experiences and abilities and encourage applications from all backgrounds. We welcome individuals who share our values – those that are passionate about client service, operate with the highest levels of integrity and have a strong results focus.

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