office support assistant

Purpose:

To provide high quality support services to lawyers and professional services teams. The role involves working independently, with other members of the office support team and collaboratively with other services teams to ensure high quality service delivery.

Hours: Shift patterns - 8:30am- 4.30pm/9:30am- 5.30pm/1:00pm-9:00pm

Weekend Standby: Sat/Sun/Bank Holidays - 12:00pm- 8:00pm

Responsibilities:

Responsibilities include, but are not limited to:

• General administrative support to the office
• Printing/Copying/Scanning/Faxing/Binding/Filing (hardcopy and electronic)
• Distribution of mail, managing incoming and outgoing courier deliveries and hand deliveries
• Hourly rounds of he office; out-box clearing and the redistribution of materials
• Processing of corporate expenses through Chrome River
• Input of billable time (diaries)
• Updating business development activities and contacts in InterAction
• Restaurant and taxi bookings
• Liaising with travel management provider on travel options, bookings and visa requirements
• Processing cash advances for travel
• Processing conflict checks
• Ad-hoc dictation requests through BigHand
• Document support including; running blacklines, creating indexes, converting PDF’s, minor document formatting and proofreading, liaising with Word Processing on dictations, document generation and formatting
• Generating Absence Memos
• Booking translation services and court rooms
• Event assistance including distribution of calendar invites, maintaining attendee lists and admin support onsite, collation of documents/files and arranging transfers to offsite storage
• Assisting with banking and post-office runs
• Maintaining toner supplies and stationary (including paper) for all copying points and fax machines
• Assistance with office moves where required
• Assisting other service teams where necessary.

Skills and Competencies

• Good communication skills both verbal and written
• Good interpersonal skills
• High levels of attention to detail
• Ability to prioritize and manage workflows
• Ability to work under pressure and deliver on tight deadlines
• Ability to work as part of a team
• Flexibility and adaptability
• Understanding of privacy and confidentiality

Education and Experience

• 1 year of administrative experience (Desirable)
• Educated to GCSE standard or equivalent, including Maths and English