Administration Support Assistant

Salary Not Specified

Poole Alcock, Nantwich, Cheshire East

Full time
Permanent
Onsite working

Posted 2 weeks ago, 20 Sep | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: a25b5c746bec41118fb82c48293f99db

Poole Alcock

Full Job Description

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 screen calls, emails and letters received
To liaise with clients and third parties as effectively as possible
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
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
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
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

Strong work ethic
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 & outstanding work ethic
Excellent organisational skills including secretarial skills
Ability to multi-task and to organise a busy personal workload
Ability to
Reliability
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
work effectively with others in scheduling and managing workload

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 and length of service.
Entitlement to join the company pension scheme
Entitlement to participate in the firm's cash healthcare scheme
Enhanced maternity pay (subject to conditions)
The role will be based at our Nantwich 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, consider whether the role can be conducted on a part time or shared basis.
Any offer is conditional upon receipt of a satisfactory reference, a basic DBS check, Social Media Check, Employee Credit Check, Sanctions Check and a check with our Regulatory Body
Poole Alcock is an equal opportunities employer and intends to treat everyone equally regardless of disability, race, sexual orientation, age or marital status.