Administration Assistant - Law firm

  • Job Reference: 3930
  • Date Posted: 7 September 2021
  • Recruiter: Martin Pooley Associates
  • Location: London
  • Salary: £23,000 to £24,000
  • Sector: Practice Management
  • Job Type: Permanent
  • Work Hours: Full Time
  • Contact: Martin Pooley
  • Email: martin@martinpooley.co.uk

Job Description

Administrative Assistant

 

Our clients are a busy law firm based in central London seeking to appoint a highly experienced Administration Assistant to provide all-round administrative and secretarial support.  Suitable candidates must have experience undertaking administrative duties within an office setting, ideally in a law firm, with solid IT and client service skills.

This is an office and home-based role.

This role is not suitable for LPC graduates (or others) seeking trainee solicitor opportunities.

Job Specification:

  • File creation;
  • File compliance including client onboarding, AML, GDPR compliance
  • File closure and archiving
  • Assisting with compliance processes and procedures, including file scanning, shredding and record maintenance.
  • Administrative tasks – setting up meetings, call handling, billing, receiving and sending post, filling up photocopier, ensuring conference rooms are clean, fresh and tidy;
  • Drafting and proof reading - attendance notes, taking notes at court, proof reading documents, simple email/letter writing;
  • Creation and delivery of court bundles
  • Answer telephone calls politely and professionally. Record and communicate telephone messages.
  • Photocopying, printing, faxing, and filing as needed.
  • Meet and Greet or Screen: employees, clients, or salesmen/vendors to determine their needs and control interruptions.
  • Provide hospitality where required/requested: tea, coffee, biscuits, refreshments, etc.
  • Handle own and line manager’s/team’s e-mail correspondence.
  • Manage Calendars/Diary Management: set/cancel appointments, send meeting reminders, booking travel arrangements
  • Maintain and compile records, spreadsheets and presentations using various IT programs and software;
  • Process and proofread documents: Work with Microsoft Word or other software, typing and sending emails, letters or documents.
  • Prepare agendas and take minutes for meetings. Setting up conference calls. Typing up meeting notes.
  • Creating mailers/promotional items
  • Typing up letters, emails, documents and other paperwork
  • Sort, frank, distribute and send in-coming and out-going post.
  • Arrange couriers where required.
  • Records or contact list management and data entry.
  • Assist with research.
  • File archive administration
  • Assist with event planning where requested: office parties, team building events, holiday party or dinners / events for co- workers/clients/contacts and others
  • Deal wherever possible with routine client enquiries and communications.
  • Assist other fee earners/departments/members of staff where necessary as authorised by line manager and/or partner
  • Any other task that will improve overall efficiency and administrative functions within the business

Person Specification:

Essential:

  • Minimum 2 years’ experience in an admin support role dealing with clients/3rd parties
  • Excellent command of written and spoken English
  • Ability to prioritise own workload and excellent time management skills
  • Strong working experience of MS Office
  • Ability to use IT systems, and learn new IT skills as required
  • Confident telephone manner
  • Friendly team player
  • Positive, pro-active “can-do” mature attitude
  • Assertive with the ability to ‘think on your feet’
  • Client facing experience and an understanding of what this requires
  • Commitment to diversity, inclusion and equality

Desirable:

  • A-Level qualifications, or equivalent at grades C or above
  • Law firm administration experience
  • Legal compliance experience

 

This is a full-time position with an immediate start.  Working hours are 9.30am to 6.00pm Monday-Friday under a hybrid working arrangement where 3 days will be office based and 2 days from home.

The position will be offered subject to referencing. Salary £24,000 p/a.