Administration Assistant

Responsible to: Relevant Partner/Associate/Solicitor

Required Qualifications, Skills and Experience

1.1             Excellent A Levels or equivalent qualifications

1.2             Keyboard / Word Processing /IT skills

Role

2.1             The prime role of the administration assistant is to provide direct support to a number of solicitors and managers to enable them to operate at optimum efficiency. This will include but will not be limited to the main responsibilities given below. The administration assistant is expected to use a high degree of self-management and initiative.

Main Responsibilities

3.1             To attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firms standards for client care.

3.2             To prepare correspondence and reports and documents.

3.3             To administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.

3.4             To prepare mail and enclosures for despatch.

3.5             To photocopy and scan documents.

3.6             To assist with accounts functions and prepare invoices as required.

3.7             To collect and deliver documents as required (including lodging papers in court offices).

3.8             To provide support to other office staff when required.

3.9             To undertake any specific training when required to do so and overall to have a responsibility towards self-development.

3.10          To ensure the confidentiality of all the firm’s and client’s documentation and information.

Person Specification/Specific Requirements

4.1     Jobholder must display a pleasant, but confident manner in dealing with colleagues and clients.

4.2     An effective communicator, both orally and in writing, having a good command or written English.

4.3     Personally efficient and well organised, with good control of diary systems and competent in the firm’s computer facilities.

4.4     Ability to work on own initiative and as part of a team when required.

4.5     Organised and flexible and able to work overtime when need arises.