Office Assistant

5 months ago


Belfast, United Kingdom Hayward Hawk Professional Services Full time

Hayward Hawk are working in partnership with a UK Law Firm to seek an Office Assistant for their Belfast office.

**The Role**
- Ensure all service areas are kept clean, tidy and well stocked. Ordering and replenishment of stationery as required.
- Undertake regular health, safety and security audits.
- Dealing with physical tasks such as collecting and moving files/boxes.
- Maintain security arrangements around the office including regular key audits.
- Delivering Court Papers to the Law Courts as and when required.
- Undertake the processing of all external mail and provide an efficient and prompt post-delivery and collection service to all TLT employees at designated times as required.
- Process incoming and outgoing recorded and special deliveries ensuring there is an audit trail to be able to track their whereabouts should it be needed.
- Collect and deliver courier deliveries from the specified area. Record, deliver and obtain a signature as required.
- Prepare for collection and receive incoming courier deliveries including liaison with courier operatives. Record, deliver and obtain proof of collection/delivery as required.
- Undertake all aspects of reprographics support including photocopying, printing, scanning, laminating and binding. Including assisting with the production/copying of Court bundles and marketing materials.
- Liaise with storage providers for arranging the safe storage and retrieval of all client files and archived documents using the appropriate software packages.
- Assist with file destruction in accordance with the Firms' procedures and policies.
- Assist with the moving of archive boxes, preparing files for collection and liaising with the storage provider ensuring a full audit trail is left when archiving to allow future file recalls with ease.
- General office administration skills ideally in a Facilities related environment.
- Archiving experience ideally within a Law firm or similar business.
- Ability to work to strict time deadlines, good time keeping and punctuality.
- Accuracy and attention to detail.
- Self-motivated and able to organise and prioritise own work and manage conflicting deadlines.
- Flexible approach with capacity to take on a variety of tasks working across all aspects of Facilities.
- Manual handling skills to be able to lift heavy loads
- Ability to maintain confidentiality at all times.
- Common sense approach to problem solving.
- Strong IT skills with knowledge of Outlook, Word and Excel is essential.
- Health & Safety and risk assessment experience desirable.

**Job Types**: Permanent, Full-time

**Salary**: Up to £23,000.00 per year

Schedule:

- Monday to Friday

Work Location: In person


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