Job Description

 

JOB DESCRIPTION

Administrative Assistant

 

DEPARTMENT :                    Administration                        

REPORTING TO:                  Office Manager – Liz Journell

DAYS:                                  Monday to Friday

HOURS :                              9am – 5.30pm / flexible  8am start to cover postroom.

 

Gard & Co are committed to providing the relevant training to ensure that all members of staff acquire any specialist skills and knowledge in order to meet the required levels of competence.

 

Skills & Knowledge

Good basic secretarial skills and the ability to priorities and organise

A good working knowledge of Microsoft Word

A familiar working relationship with Windows Software generally

Excellent communication skills and good inter personal skills

An enthusiasm to assimilate new tasks as the need of the firm dictates and the capacity of the department allows.

Ability to accurately follow advice / instructions from the line manger.

COMPETENCIES / DUTIES

Ability to organise in order to make a prompt start and effectively prioritise the days work

Ability to work with the line manager and to assist the line manager to achieve his or her required level of organisation and or prioritisation of the days work

Provide additional secretarial support during periods of holiday and sickness within all departments as and when required.

Providing general administrative and basic secretarial support for the Office Manager.

a)         Entering new client matter details on the computer system and providing secretaries with labels.

b)         Closing files on the computer system at the end of each transaction and preparing the files for storage.

c)         Liasing with outside agencies ie: stationers, printers, cleaning company and other suppliers and workmen as required.

d)         Assisting with the preparation for social functions.

e)         Preparing sandwich lunches for internal meetings

Providing additional administrative support within the postroom as required

a)         Checking the fax machine for faxes that have arrived and delivering accordingly

b)         Checking beverage supplies in the staff kitchen

c)         Checking the conference room as required to ensure that it is clear of cups and other items ready for meetings.

d)         Photocopying

e)         Taking urgent documents to Court, Barrister Chambers etc.

f)          Dealing with unknown post queries

g)         Providing emergency stationery supplies

h)         Retrieving documents from storage

i)          Assisting with the storage of archived files

j)          Liasing with the cashiers with regards daily banking requirements.

k)         Recording details of documents removed for storage

l)          Providing cover for the postroom administrative assistant during periods of holiday or sickness. During such times you will be required to start at 8.00am and will finish at 4.30pm.  Duties will include:

• Sorting out the morning post.  The Post must be completed and ready for the Partners no later than 8.45am.

m)        To assist the office manager with other administrative tasks as required from time to time

As the receptionist you will be required to undertake the following:

                        a)         Meet and greet all clients and visitors to the office.

                        b)         Deal with enquiry's from visitors to the office as appropriate

c)         Accept documents into the office from clients

d)         Copying of identification documents when time permits

e)         Occasionally issue receipts for monies / cheques that are passed into the office when the cashiers are not available.

f)          Maintain a central record of all visitors to the office and collect same on their leaving

g)         Accept into the office deliveries from suppliers as appropriate

h)         Issue visitor badges to workmen when they arrive at the office

i)          Ensure that the reception area is clean and tidy at all times.

j)          Ensure that there is fresh coffee available to clients and clean crockery at all times.

k)         To ensure that the magazines provided are current.

As the telephonist you will be required to undertake the following:

a)         Answer all incoming calls and direct callers according to the telephone protocol.

b)         To review call analysis and minimise missed calls.

c)         Direct new enquiries to the appropriate Solicitors / secretary.

d)         Identify reasons for new clients contracting us and record accordingly.

e)         Maintain a central record of all calls received into the office.

f)          Occasionally take a brief message when neither the fee earner nor the secretary are available.

g)         To update recorded messages as required.

h)         To jointly with receptionist maintain continuous cover during office hours  8.30 – 5.30pm.

Ability to liaise with clients and third parties such as other firms of solicitors and agents both in person and on the telephone

Ability to use the fax machine and e-mail facility, as required

Ability to act as a witness on the signature of documents, as required

Ability to use initiative to conduct routine procedures for the line manager on a supervised basis when required

Ability to play a full part in the development of

(a)          new procedures for improvement in efficiency and the department and office generally

(b)          new precedent Documents

Ability to share new ideas and important information with colleagues and particularly with room shares, where confidentiality permits.

Ability to accurately follow instructions / advice from the line manager

Ability to read, understand and follow the procedures as set down in the latest revisions of the Office Handbook as varied from time to time

 Awareness of Health & Safety procedures (including fire drills)