18 Mar, 2019
Position: Apprentice Administrative Assistant Responsible to: Newark Partner Office: Newark Hours of Work: 8.45am – 5.00pm, Monday to Friday Department: Support Team Objectives: To support excellence in overall delivery by the firm, through the provision of flexible support in 3 main areas – reception, administration and support to Newark staff. Attributes/Skills: • Well developed interpersonal skills. • Excellent telephone manner. • Confidentiality. • Excellent internal and external client care with ‘can do’ attitude and ability to build ‘business partner’ relationship. • Enthusiasm and commitment to excellence. • Flexibility and strong team playing skills (with lead receptionist and wider team/firm) • Well organised. • Sound working knowledge of Microsoft Office, including Word and Outlook. MAIN DUTIES: Reception: • Greeting clients and attending to their individual requirements and other callers to the office. • Keeping meetings rooms clean and tidy - clearing of meeting rooms, washing dishes and cutlery and putting items away • Keeping reception tidy • Providing reception overflow service during busy times, answering telephone calls promptly and efficiently and placing them appropriately within the firm. • Certifying copy ID documentation for internal purposes. • Hospitality at reception and for meetings. Office Administration: • Opening and date stamping of all incoming mail and the distribution of the incoming mail. • Attending to photocopying, filing, mail merges, provision of bill paper and such other duties as are required to provide full support to the staff at Newark. • Organising the internal collection and despatch of post in readiness to take to the Post Office. • Checking all printers/photocopiers throughout the office and restocking the supply of paper as needed; monitor alerts, deal with orders of supplies and replace as necessary. • Checking all supplies of stationery and other general consumables within the office and ensuring their replenishment as necessary. • Undertaking any other tasks/duties as may be reasonably required. Support to Newark: • Logging the incoming cheques into the cheques received log and taking banking to the bank. • Time recording for Newark Partner onto Liberate. • Using Outlook to arrange ad hoc and regular meetings within the firm (with consideration given to reasonable convenience of those attending) and which may include external venues. • Keeping kitchens stocked up with tea, coffee, milk, etc., towels and tea towels and arranging laundry. • Ensuring the wheelie bin is put out on a Friday evening and brought in on a Monday morning. • Pre-planned help with marketing events eg. using checklist of requirements. • Assisting Records & Premises Maintenance Coordinator with maintenance issues. • Transcription, photocopying and flexible admin duties as appropriate. • Any other tasks as allocated by a Partner or a member of the Management Team.
Andrew & Co Solicitors Newark, UK Full time