Administration Support Assistant

7 months ago

Northwich, United Kingdom Poole Alcock LLP Full time

We are looking for an enthusiastic individual to join our family team to assist with administrative duties.

**Nature & Scope**:
Provides support to fee earner(s) to enable them to deal with clients efficiently and effectively. Delivers high level of customer service to clients. Projects a professional image to visitors and telephone callers at all times by greeting, welcoming, and directing them appropriately. Works collaboratively with colleagues to facilitate the smooth running of the office.

**Key Competencies**:

- Customer service focus
- Ability to produce work with accuracy
- Professional personal presentation
- Information management
- Organised
- Attention to detail
- A warm and friendly personality
- Committed to the role and a career within the firm
- Reliable
- Excellent organisational skills including secretarial skills
- Ability to multi-task and to organise a busy personal workload
- Ability to work effectively with others in scheduling and managing workload
- Reliability
- Ability to type at 50 words per minute
- Self-motivation
- Ability to work unsupervised
- Verbal and written communication
- Time keeping
- Experience handling confidential materials in a sensitive and professional manner
- Excellent communication skills both written and oral
- Ability to work on own initiative
- Able to organise meetings and manage diaries effectively
- Able to screen calls, enquiries and requests appropriately
- Deal with external organisations effectively both written and oral
- Excellent IT skills

**Key Accountabilities**

**Administration / Secretarial work**
- To provide general administrative support to colleagues where directed by line manager
- To prepare correspondence and documents as directed by line manager by audio typing and copy work
- To organise post and ensure this is signed by fee earner (or as otherwise directed) and ready to be dispatched at the end of each day
- To manage the electronic diary of fee earners as directed by line manager, and to ensure that fee earners are aware of upcoming tasks/appointments
- To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate
- To manage files so that documents are readily accessible
- To ensure that confidential information is not passed on to third parties without permission from line manager
- To ensure that the relevant case management systems used are updated promptly and accurately.
- To ensure that client files, both paper and electronic are organised and stored correctly and securely.
- To handle information in a manner consistent with the firm’s policies relating to data protection and information security
- To organise meetings as directed and to prepare the room in advance if required and tidy up afterwards
- To liaise with clients and third parties as effectively as possible

**Handling inbound telephone calls**
- To ensure that calls are answered promptly (preferably within three rings) and professionally
- To deal with enquiries effectively in the absence of the fee earner
- To take accurate messages and pass them on to the correct recipient in a timely manner
- To promptly direct callers to the appropriate member of staff if they are not the intended recipient

**Greeting visitors**
- To greet visitors efficiently, and in a positive, professional and friendly manner
- To project a positive and professional image to visitors to the office, including personal presentation
- To make visitors feel welcome
- Preparing meeting rooms for your fee earner prior to them seeing visitors
- To tidy meeting rooms after your fee earner has finished using it

**Collaborative working**
- To maintain good working relationships with colleagues
- To backfill other administrative functions within the office as required - for example providing cover for reception
- To use departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations

**Safety awareness**
- To monitor visitor access and maintain security awareness, following appropriate policies and procedures
- To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
- To report any potential safety hazards to line manager

**Package**
- Competitive salary
- 20 days per annum annual leave plus statutory bank holidays. Additionally, the firm ordinarily closes between Christmas and New Year albeit the firm reserves the unfettered right to withdraw this additional leave as required by business needs. You will also get an extra day’s holiday for your birthday
- Entitlement to join the company pension scheme.
- Entitlement to participate in the firm’s cash healthcare scheme.
- The role will be based at our Northwich office but there will be a contractual requirement to work at any of our Cheshire offices.
- Although this role is advertised as a full time position the firm will, upon request, cons

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