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Administrative Professional

2 months ago

Oxford, Oxfordshire, United Kingdom Page Personnel Finance Full time
Job Description

This is a fantastic opportunity for an experienced administrator professional to join our team at Page Personnel Finance as a Legal PA & Office Coordinator.

As a key member of our team, your main responsibility will be to provide additional support and effective cover for our other administrative staff, while taking control of the office's administration and coordination.

Key Responsibilities:

  • Provide exceptional customer service and respond to external and internal inquiries in a timely and professional manner.
  • Act as a first point of contact for the team, fielding calls, emails, and correspondence, and ensuring accurate messages are taken.
  • Assist with calendar management, including scheduling calls and meetings, and ensuring seamless communication with team members.
  • Utilize Microsoft Office, Outlook, and other associated equipment to manage administrative tasks and ensure efficient workflow.
  • Support fee-earners in the smooth running of client/matter lifecycles, following documented procedures, and working closely with internal client on-boarding and compliance specialists.
  • Manage travel and expenses for assigned team members, ensuring business travel is booked via our in-house provider.
  • Arrange handover meetings at the start and end of cover periods.
  • Support our Archives Team in reviewing and processing archived documentation, including organizing legal documents, destroying files, and re-cataloguing items.
  • Organize business events, such as breakfasts, dinners, or smaller gatherings.
  • Perform ad-hoc administrative tasks as required.
  • Meet and greet clients in reception with a smile, offering them refreshments in a friendly, professional, and courteous manner.
  • Ensure the office spaces and meeting rooms are presented to the highest possible standard.
  • Take inventory of stationery and office supplies, ordering via our facilities team to maintain stock levels.
  • Maintain the ink and paper levels for printers and report any technical issues related to these or other equipment.
  • Ensure the kitchen area is fully stocked, clean, tidy, and that the coffee machine is replenished and cleaned regularly.
  • Liaise with other internal departments to obtain specialist input as needed, taking ownership of issues and following up where appropriate.
  • Liaise with our premises management and operations team.
  • Collate outgoing post daily, including printing, photocopying, scanning, and filing/e-filing.

Requirements:

  • Previous experience in an administrative role, preferably within the legal sector or law firm.
  • Excellent IT skills across a broad range of MS Office.
  • Excellent telephone manner and outstanding customer service skills.
  • Strong time management skills and the ability to multitask.
  • Excellent attention to detail, even when under pressure.
  • Self-motivated team player who takes ownership and responsibility for tasks.
  • Well-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.
  • High levels of discretion, with the ability to deal effectively with sensitive or confidential information.