We are recruiting – Office Administrator
We are seeking an enthusiastic, organised and friendly Office Administrator to join our busy team.
This is a full time role. We may consider a part time option for the right candidate but one of the working days must be Fridays.
If you think you have the right experience and skills please send your CV with a covering email to [email protected]. Please include why you think you would be a good fit and why you would like to work for our company.
| Job Title – Office Administrator |
| Responsible to – Line Manager for this post – Lisa Wood (MD) |
| Responsible for – any staff the post holder will supervise – N/A |
| Position – Full Time / Permanent – Monday to Friday – 09.00 – 17.30 (one hour lunch) |
| Salary – Starting salary £18,525.00 (£9.50 per hour) |
| Job Purpose – Brief description of the role |
| • To provide a high quality, professional administrative service. • To portray the firm in the highest possible professional basis. • To ensure that all enquiries are efficiently and courteously handled to the mutual satisfaction of the directors and client/visitor/third party. • To provide a high-quality service whilst covering reception. |
| Administration Duties • Check personal emails on a regular basis. • Re-order and store stationery as and when required. • To liaise with company’s suppliers and negotiate the best price or deal when requested and/or as appropriate. • Checking physical files, updating the ledger, closing them on the system and archiving files. • Taking physical files down to archive and checking them into the archive system. • Removing physical files from archive & checking them out of the archive system • Opening cases on the CMS system.Adding additional documents to the physical files in the archive. • Destroying physical files and updating the records accordingly. • Administration of wills and deeds e.g. collection requests. • Arranging for the collection of and physical movement of confidential waste bags. • Undertake additional administration tasks as required by the firm in an effective and efficient manner. |
| Reception Duties • Answer incoming telephone calls, ensuring calls are documented and redirected accordingly. • Greet clients and visitors to the firm.Book in, amend and cancel appointments in line with the firm’s appointments procedures. • Ensure that clients/visitors without appointments are dealt with appropriately. Either seen by a fee earner if available or booked in at a mutually convenient time. • Receive and accurately record client/new client details for any appointment. • Ensure computerised appointment system is up-to-date and all necessary details recorded. • Respond to and/or redirect all client and visitor requests. • Accept payments face to face or over the phone and issue receipts. • If handling client files or client information on reception, ensure that it meets with Data Protection requirements (General Data Protection Regulation). • Re-stock the stationery as and when required. • Regularly check fax machine for incoming messages. • Send faxes as required. • Deal with the post. Director to check contents and then distribute to the appropriate fee earner. (Double check all envelopes). • Copying identification & other documents. • Signing for deliveries. • Accepting documents and packages from clients. Recording details and passing to appropriate fee earner. • Booking rooms for appointments. • Setting up conference rooms with refreshments etc. • Undertake additional administration tasks as required by the firm in an effective and efficient manner. • Act in accordance with the company’s Office Manual and the supporting policies & procedures. |
| PLEASE NOTE: • This job description is not exhaustive and may be adjusted periodically after review and consultation. • You may also be expected to carry out additional duties as and when required by the company, which may include providing typing cover when other staff are on holiday. • Work safely and always in accordance with legislative requirements and the company’s Office Manual. • Meet all regulative requirements of the role e.g., anti-money laundering, equality & diversity, data protection. |
Diversity
We try to recruit locally and love that members of the WTW team come from all sorts of backgrounds and cultures.
The Law Society offers a Diversity Access Scheme (DAS) which is a unique scholarship programme, designed to address key barriers to the solicitors’ profession faced by those from less advantaged backgrounds.