Administrative Assistant
1 week ago
Location:
Leeds
Discipline:
Central executive support services
Contact name:
Sean Smith
Vacancy reference:
021029
Closing date:
30 June 2023
Leeds, Permanent, Full time
The role
Administrative Assistants (AAs) are based within the Executive Support Services (ESS) team which is responsible for supporting all areas of the business.
The role will provide additional support to the existing Central Administrative Assistants team and reports to the relevant office's Executive Support Manager or Executive Support Team Leader.
The role is responsible for providing assistance to Executive Assistants (EAs) and Lawyers, utilising available resources as appropriate.
The role is office based within the firm's Northern Executive Support Services in Leeds working alongside the other two AAs in the team who provide support to all National Service Lines.
The person
This is a busy and challenging role and to be successful, your background will probably include:
- At least 6 months recent office administration experience, or a relevant secretarial/administration qualification
- At least 5 GCSEs at Grade 4 (formally Grade C) or above to include mathematics and English (or equivalent)
- An understanding of legal processes and experience of working in a law firm would be beneficial
- A good understanding of Microsoft Office systems; Word and Outlook
- Comfortable with technology and data inputting
In addition, the role requires someone who:
- Has the ability to work as part of a team and establish good working relationships
- Has good planning and organisational skills
- Remains calm under pressure
- Has good communication skills
- Provides outstanding support and client service at all times
- Has excellent attention to detail
The activities
Clients
- Support the Executive Assistants and lawyers as required with travel arrangements, inputting of expenses, booking of meeting rooms and catering
- Support the Executive Assistants in the organisation of meetings/seminars
- Work within and adhere to all of the firm's policies, procedures and processes including adherence to client service standards ("CSS")
- Investigate problems and, with the support of other members of the Executive Support Services (ESS) team, produce a satisfactory solution
- Read firm communications and support new initiative
- Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time, including having an awareness of workloads and priorities to assist and cover planned and unplanned absences
- Understand the basic legal processes involved in the work you are covering and understand what is required in order to comply with these
- The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working
- Update the firms client database system 'InterAction' with any new clients or activities, ensuring mailing lists are up to date and amending contacts when necessary
- Ensure files are retrieved promptly from storage
- Demonstrate flexibility and a willingness to work outside contractual hours when necessary to ensure work is completed according to deadlines and to meet the demands of the business
- Take responsibility for prioritising your own workload, requesting work when capacity arises and keeping the appropriate person informed as to progress, discussing as any problems that may arise
- Attend meetings when required and notify the appropriate person if unable to attend a meeting or training and rearrange as necessary
- Ensure you are confident with the filing structure, enabling you to complete any filing/efiling promptly and accurately
- Manage the full archiving process to include closing files, archiving deeds/files and scheduling of documents in accordance with office procedures including updating computerised records with any document movements
- Ensure all photocopying, printing, paginating, indexing, scanning and court bundle preparation is completed to a high standard, seeking assistance and guidance from the reprographics team as appropriate
- Type all documentation including letters, faxes and forms accurately and conforming to Mills & Reeve house style, when required
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