Job Description

Role/Main Purpose

Display very good organisational, time management and administrative skills to provide the principal with administrative, clerical, secretarial and time management assistance.

Manage reception duties.

Ensure that all administrative duties are properly carried out to a good standard of competence.

Assist in the development of the firm in line with the contents of the business plan.

Key Tasks

Ensure all the Central diaries and registers are kept up to date as required to do. Stationery inventory management including placing orders for stationary, and all office supplies as required to. Maintain the Signposting and referral central records as required to. Supervise the work of temp casual admin staff where appropriate. Take dictation, type Documents, draft minutes and notes, and proofread documents when required. Ensure the smooth running of the reception and the telephone system. Record and pass on messages promptly, transferring to mobiles where appropriate. Ensure all staff comply with the administrative standards and procedures set out by the firm. Ensure all client records under your care are properly kept, are accurate and are closely monitored. Deal with minor customer complaints received over the phone or in reception. Exercise the highest degree of professional decorum and client care at all times ensuring that all clients issues are properly dealt with. Act as information manager for assigned fee earner(s), schedule meetings, appointments, conduct research, manage the telephone, post, fax, and email of the assigned fee earner(s) as required to do. File management and archive management Data inputting and maintenance of IT records and systems Liaise with the practice's contractors as required to do. Maintain the highest levels of confidentiality and adhere to data protection regulation. Manage the key dates diary and help ensure that all key dates are met as required to do. Ensure compliance with all regulatory framework governing solicitors and all office processes and procedures. Keep accurate time recording and billing as required to do. Attend and participate in team meetings and one to meetings. Undergo training and development activities relevant to the role. Engage in business development activities including marketing activities and maintain appropriate professional relationships with referral agencies etc., as required to do. Engage in firm supported charitable and social events and corporate social responsibility activities. Deliver high levels of client care including delivering friendly, courteous, efficient and professional services to clients. Financial control with particular regard to cash flow control through collection of monies on account and accurate and timely billing procedures. Ensure compliance with all of the firm's processes and procedures as set out in the office manual and elsewhere. Carrying out reception duties including attending incoming calls and taking messages. Any other duties which from time to time are required to be carried out as directed by the senior management.

Requirements

Proven experience in an administrative or clerical role is required, ideally within a law firm using a Case Management System (CMS) Proficient in data entry with strong typing skills Familiarity with Legal CMS office software applications Excellent organisational skills with the ability to prioritise tasks effectively Strong written and verbal communication skills Ability to work independently as well as part of a team A proactive approach to problem-solving and task management
If you are a motivated individual looking to contribute to a dynamic team environment, we encourage you to apply for this exciting opportunity as an Administrative Assistant.

Job Types: Full-time, Permanent

Pay: 24,000.00 per year

Benefits:

Company pension
Schedule:

Day shift Monday to Friday
Application question(s):

Do you have experience of working in a law firm and using a Case Management System?
Experience:

Administrative: 2 years (required)
Language:

English (required)
Work Location: In person

Application deadline: 30/04/2025
Reference ID: AA16042025
Expected start date: 01/05/2025