Office Assistant

Job Description

A top 100 law firm is looking for an Office Assistant to join our Business Services department on a permanent basis. We put our clients at the heart of everything we do. With offices in Exeter, London, and Bristol we work with a diverse range of clientswho provide our lawyers with the high quality, intellectually stimulating and exciting work they thrive on. Role PurposeTo assist the Bristol office and Business Services Team by providing efficient and effective administrative supportTo assist the Bristoloffice, department and firm in achieving its overall goals. Role ObjectivesTo provide an efficient and effective administrative support service to the Bristol office as a whole and the Business Services TeamTo work effectively and collaboratively withthe other business support members, specifically with the other Receptionist and Office Assistant, the Support Supervisor / Bristol Office Manager and Legal Support Assistants, providing cover where required and ensuring a quality service is delivered throughout To develop strong, trusted working relationships with staff and clients at all levels, ensuring excellent organisational support at all times Role Requirements & Responsibilities Main Duties: Operational Excellence Office Administrator PostOpen post andDX and distribute it accordinglyReceive internal and external mail as required and in particular special delivery and couriersFrank the post ready for collectionStamp the DX ready for collectionOrganise special delivery/couriers for outgoing postas required Administrative Support To assist Lawyers and Support Staff with:PhotocopyingScanningPrinting documentsAny other reasonable tasks or duties which will assist the efficiency of the Department Reception/Meetings Rooms/HospitalityTocover reception duties as and when required. This includes meeting and greeting visitors to the Bristol office and answering incoming calls in a professional mannerTo assist in the co-ordination and booking of meeting rooms, including the setting up andclearing of meeting rooms for seminars and meetingsTo assist in arranging and setting up of refreshments for meetings, including organising lunches from external catering providers, and clearing down rooms once meetings have finishedWorking with IT toensure video conference meetings are set up accurately and on time and assisting with the maintenance of hot desks, including basic hardware (i.e. set up PC and Telephone) support for visitorsTo assist with the maintenance of hot desks for visitors to theBristol officeBook taxis as required Archiving:Sending files and deeds, retrieving files and deeds from external archive facility.Completing manual forms submitted by colleagues.Inputting relevant information onto intranet application to archivefilesAbility to seek and retrieve files and deeds using dedicated spread sheet. Banking:Taking cheques to the bank Facilities Support:Maintain and order stationery supplies, and purchase other consumables locally, keeping cupboards tidy and well stocked Providing receipts for documents, cheques and cashTo assist with updating library journals as required The Candidate We are looking for an enthusiastic, friendly team player who is self-motivated and committed to working towards goals with strong interestand career commitment. Experience RequiredGood level of basic education including Grade C or above in Maths and English at GCSE (or equivalent)Previous experience in a professional services administrative support role is essentialCompetent with MicrosoftOffice (Word, Excel, Outlook etc.) and using data management systemsExcellent organisational and time management skillsAble to communicate with all levels across the Firm effectivelyExcellent telephone manner This is a great opportunity to join aprogressive and forward-thinking Firm where clients recommend us because of the quality of our people and the depth of experience across the whole firm. As a firm we are committed to supporting our people across all levels to achieve the balance they need.We work in a flexible and agile working environment, and we are open to talk flexible working to empower any candidate to put forward a working pattern to meet their needs. This is something we would be happy to discuss more during the process.