Business Service Placement - Facilities

We are currently recruiting for a placement student to join our Facilities Team in Edinburgh for a 12 week period. The successful candidate will have a keen interest in developing their knowledge in this area. This is a paid opportunity.

Reporting into the Service Team Coordinator and the Document Management Supervisor, this role will have duties split between both our Service Team and our Document Management Team.

We welcome applications from all sections of the community.

This job description is not exhaustive and the post holder may be required to undertake additional duties from time to time to assist with the smooth running of the Edinburgh Office. Key tasks/responsibilities include, but are not limited to:

To assist in the delivery of the services aligned within the Document Management department throughout the firm.

• To retrieve documents and files from storage ensuring systems are updated accordingly and documents are checked out
• To regularly collect boxes and documents ensuring systems updated before returning them to storage
• To ensure storage system is up-to-date, sending boxes offsite when required
• Organising collections of documents
• To locate files, documents and boxes from offsite when required and ensure passed to requestor
• Scan documents and electronic filing
• Follow procedures for document destruction
• Manage enquiries by email, telephone or in person
• Occasionally perform document management tasks in other offices
• Occasionally provide assistance to other Facilities teams

Documents can be boxes or files containing Titles, Papers, Wills, Correspondence, POAs, Scrips, Insurance Policies, Company Books, Plans and physical items

• Sort/Manage all incoming mail, scan/email to relevant person as required
• Prepare mail for dispatch, checking, folding and ensuring enclosures are included and cheques are signed
• Collect all outgoing mail throughout the office
• Save Tracked "Proof of Delivery" to the Matter No
• To package couriers and pass to reception for onwards journey
• Repair minor faults located on the Satellite Copiers (inc calling out Engineers), install new toner when required
• To complete all requests sent to us via our online portal or by email including but not limited to:
  • Printing
  • Copying
  • Scanning
• Complete Stationery requests on a weekly basis, or when required
• Check Printbays for Stationery stock and replenish supplies accordingly.
• Be involved with internal moves and other facilities requirements as and when required
• Undertake any other reasonable duties as required by Line Manager
• Assistance in other offices may be required.

• An ability to work well under pressure and to strict deadlines
• Creative approach to problem solving
• Ability to undertake physical responsibilities across the office
• A friendly and positive attitude, and an ability to work alongside staff from all sections of the business

At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we therefore welcome applicants from different backgrounds to all levels of the organisation. To foster inclusivity we particularly encourage applications from those who may be from underrepresented groups, including candidates from Black, Asian and minority ethnic backgrounds, LGBT+ people, people with disabilities or who are neurodivergent and those from lower socio-economic backgrounds.