Job Description
Working Hours and Arrangements
The position will be a mixture of 2 days remote working and 3 days in the office on a Monday, Wednesday & Friday. However, for the right candidate, there could be scope for two part-time roles, either split between the administrative and secretarial activities or a straight job share.
When working from home, an agile working day has been adopted, running from 7.30 a.m. to 7.30 p.m.
Job Purpose
To provide a full range of administrative, financial, secretarial and customer service support and to promote a professional image of the firm at all times.
Job Description
Administration
- Assist with the administration of the Firm’s archiving systems, including scanning hard-copy files to digital format and arranging disposal of confidential waste
- Assist with the maintenance of the PWW website, phone portal, spam filter and other support systems
- Assist with monitoring stocks of stationery and ordering office supplies
- Provide support to staff in the use of the office equipment and troubleshoot problems, organising maintenance and repairs as required
- Manage deliveries to the office, checking delivery notes and ensuring paperwork is reconciled for invoicing purposes
- Scan in-coming mail and distribute electronic copies as appropriate to colleagues.
- Collect and dispatch post from/to the mailroom
Finance
- Monitor & process posting slips and action at the bank
- Reconcile Land Registry transactions and post to SOS
- Banking and/or credit control activities
- Process client bills, electronic card payments and other transactions/related activities (e.g., checking for client payments out, internal transfers, client receipts)
- Post and convert invoices for authorisation
Secretarial
- Produce accurate correspondence and legal documentation from digital speech recognition format (BigHand), legal precedents and occasional hand-written copy, ensuring all documentation is filed accurately on SOS
- Undertake the completion of electronic and on-line forms
- Create and develop Excel spreadsheets that support the work of FEs in the management and monitoring of matters
- Support the preparation of electronic (and occasional paper-based) bundles, documents, reports, mail and enclosures
- Open, maintain and close client files in a timely manner ensuring all matter information and documentation is up to date and accurately filed on SOS
Customer Service
- Deal with telephone calls from clients and colleagues in a polite, courteous and professional manner, taking accurate messages and forwarding as appropriate
PERSON SPECIFICATION
Essential
Qualifications
- OCR/RSA Level 2 or 3 text/word processing or equivalent
- 5 GCSE’s at grade 4 or above or equivalent, including Maths & English
- NVQ Level 2 or 3 in Business Administration or equivalent
- EFAW & Fire Warden qualifications or willingness to train
Skills
- Excellent interpersonal skills in order to build good relationships with colleagues and clients.
- Fast and accurate word processing skills (70 WPM min)
- Superb verbal and written communication skills
- Highly organised and efficient approach to work
- Able to multi-task and respond positively to a large workload
- Strong prioritisation skills to enable competing deadlines to be met
Knowledge
- Good computer literacy, including knowledge of case management systems and Microsoft Office Suite applications
- Familiar with providing financial, clerical, secretarial and management support
Experience
- Experience in a busy office or reception with a strong customer-service approach
- Experience of managing and delivering a wide variety of tasks with minimum supervision
Personal Qualities
- Self-motivated, diligent, dedicated and driven to succeed
- Hardworking, proactive and positive attitude
- Resilient, rigorous and reacts well under pressure
- Confident, considered and adept at handling conflicting priorities
- High level of integrity and empathy
- Accurate, with good attention to detail
- Able to use own initiative to research issues and find solutions
- Flexible, adaptable and willing to help, whatever the task
- Ability to work independently and as part of a team
- Committed to providing exemplary levels of service to clients
Job Types: Full-time, Part-time, Permanent
Salary: £25,000.00 per year
Benefits:
- Company pension
- Sick pay
- Work from home
Schedule:
Work authorisation:
- United Kingdom (required)
Work Location: One location