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Administration Assistant

Employer
REED
Location
UK
Salary
Competitive
Closing date
8 Dec 2021

View more

Sector
Legal
Contract Type
Permanent
Hours
Full Time
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Are you an Experienced Administration Assistant?

Are you looking for a new challenge in a legal firm?

We are currently recruiting on behalf of a fantastic law firm based in Newcastle.

In this role, you will provide administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA).

Main Responsibilities
  • Taking instruction to undertake admin tasks relating to client relationship management
  • Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices
  • Assisting the lawyers, HL/PA/LSA as directed in the organisation of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials
  • File management - updating and maintaining all files, ensuring documents are filed correctly and named in line with the business wide naming convention and the correct folder structures are adopted (both electronic and paper)
  • File opening and closing - matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliant at all times
  • Make room and taxi bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
  • Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
  • Sending large electronic documents via ShareFile
  • Submitting documents for signature by clients via DocuSign
  • Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
  • Updating of Workflow Tracking Schedules
  • Collating and indexing legal documentation, deeds scheduling and deeds management.
  • Typing of standard letters i.e. payment of invoices, acceptance of events
  • Uploading documents to PDF docs and editing documents using the same
  • Attending team meetings
  • Liaising with lawyers and HL to take instruction and liaise on work requirements
  • Consistently and appropriately update service users on progress where appropriate
  • Regularly offer assistance wherever possible

What they are looking for:
  • Relevant office-based administration experience
  • An aptitude for administration management and processes, with experience of working with document management/case management systems
  • Intermediate knowledge of Microsoft Office
  • An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
  • Good organisational skills and ability to manage own time effectively within a fast-paced environment
  • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
  • Positive can-do attitude with the ability to adapt to change
  • Excellent attention to detail
  • Customer/client service focused
  • Proactive, professional and flexible approach to work
  • Keen to develop over a period of time with a willingness and ability to learn
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges

IF YOU FEEL THIS IS THE PERFECT ROLE FOR YOU, PLEASE APPLY TODAY!
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