Administration Assistant

Responsible to: Relevant Partner / Associate / Solicitor

Required Qualifications, Skills and Experience

1.1 Any degree or equivalent

1.2 Word processing 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 Administer post and DX systems morning and afternoon

3.2 Prepare correspondence, reports, and documents through audio typing and word processing

3.3 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 Prepare mail and enclosures for dispatch

3.5 Photocopy documents

3.6 Make appointments, arrange meetings, and maintain an up-to-date diary for fee earners as appropriate

3.7 Assist with accounts functions and prepare invoices as required

3.8 Collect and deliver documents as required, including lodging papers in court offices

3.9 Prepare the Conference Room for meetings as necessary and ensure the tidying and clearance of the room at the end of the meeting

3.10 Provide refreshments when asked to do so

3.11 Provide support to other office staff when required

3.12 Attend to clients both in person and on the telephone and provide support in a professional and friendly manner in keeping with the firm’s standards for client care

3.13 Undertake any specific training when required to do so and, overall, have responsibility towards self-development

3.14 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 of written English

4.3 Personally efficient and well organised, with good control of diary systems and competence 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, flexible, and able to work overtime when the need arises