Administrative Assistant

O’Hanlon Tax Limited (“OHT”) is seeking a full time Administrative Assistant to join the firm. OHT provides tax support to legal firms, as well as dealing directly with clients and their accountants, so experience in a legal firm is a strong plus. The role is permanent and would suit an individual who can work well independently but enjoys working as part of a team. 

General role:

• Answering the phone, directing queries to the relevant person, taking messages;
• Manage email inboxes;
• Diary management;
• Update and maintain directory;
• Keep e-filing in order;
• Process post;
• Issuing client invoices/receipts;
• Keep reception area and meeting room in order;
• Assist other staff.

Responsibilities include, but are not limited to:

• Answer telephone, screen and direct calls;
• Take and relay messages;
• Schedule meetings and send meeting confirmations;
• Receive, scan, save and distribute post;
• Opening new files;
• Managing AML (anti money laundering) on client files;
• Data entry on case management system;
• Manage e-meetings (via Zoom) and greet clients for any onsite meetings;
• Support professionals during any onsite meetings (refreshments, scanning etc.);
• Manage office stationery orders;
• Ad hoc tasks where required.

Key competencies:

• Excellent communication skills, both written and verbal;
• High level of attention to detail in reviewing documents and correspondence;
• Initiative and reliability;
• Capable of managing multiple tasks and meeting deadlines;
• Typing speed of 30 wpm minimum;
• Strong IT and system skills, experience with Excel, Word and Outlook desirable;
• Strong work ethic and professional demeanour;
• Ability to work collaboratively as part of a team, while also being proactive and self-motivated;
• Experience with the Practice Evolve package is preferable but not essential.