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Administrative Assistant

Fragomen LLP
Job LocationLondon
EducationNot Mentioned
SalaryCompetitive salary
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

We have a fantastic opportunity for an Administrative Assistant to join our Office Support team in London.You will have the chance to work with an exceptional group of office support personnel from the Admin Assistants and Receptionist, to the PA’s who work with the Partners to ensure a smooth functioning office.Led by the Senior Office Manager of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to fit into the group!About the role:The Administrative Assistant works under the supervision of the Senior Office Coordinator with final line management to the Senior Office Manager and provides administrative services to the UK Inbound Teams in London and Sheffield and the London office as a whole.Key responsibilities include:Postal AdministrationPostal tasks:

  • Scanning incoming post and BRPs, searching for the caseworker and emailing to the correct contact;
  • Preparing documents and bundles for Caseworkers and Royal Mail Special Delivery envelopes for sending applications to the UKVI and returning documents and BRPs to clients;
  • Sending a copy of all envelopes and documents being sent to the Caseworker;
  • Process all outgoing post including franking logging into the Royal Mail records and logging costs
  • Sending daily reminders to staff of unclaimed post and BRPs;
  • Scanning all postal records monthly and uploading to the internal drive;
  • Understanding the importance of filling out all envelopes and logs neatly and clearly, with all the necessary details included.
    • Scanning tasks:
  • Scanning bundles, full passport copies and other legal and personal documents and uploading to Connect case record and s: drive;
  • Ensuring all original documents are handled carefully and kept in the order specified by the Caseworker and scanned copies are checked for accuracy before emailing to the Caseworkers; and
  • Preparing original documents for legal certification by an Associate such as passports and birth certificates.
    • Couriers/Collections:
  • Preparing documents and parcels and booking with FedEx for couriering to clients
  • Preparing documents and parcels and booking City Sprint couriers for local deliveries and over-night couriers, filling in internal forms and leaving with reception for collection.
    • Office Administration
  • Answering calls from the reception overflow and covering the reception desk when required
  • Assisting the wider support team with ad hoc tasks such as printing, scanning expenses and errand/lunch runs when asked to do so by Senior Office Coordinator or Senior Office Manager;
  • Assisting the wider support team with preparing for and setting up internal and external events;
  • Creating name badges
  • Maintaining and filling the vending machine, ordering stocks, organising stock cupboard, closely monitoring sell by dates and counting money and paying into local bank;
  • Putting away stationery supplies and ensuring that the stationery, team, marketing cupboards and Post Room are kept tidy at all times;
  • Informing Senior Office Coordinator when stationery and Post Room supplies are running low to ensure adequate supplies at all times; and
    • About you:We are looking for someone who wants to step into their first or second admin role in a corporate environment to get great exposure to all levels of the business. You will be a self-starter who is motivated to provide high levels of service to everyone that they work with.Also required:
  • Able to act under instruction
  • When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
  • Implement effective processes to manage workflow and meet deadlines
  • Demonstrates proficiency in word processing, Internet and email systems
  • Completes tasks within agreed timeframes and in line with expectations
  • Ensures work completed is accurate and follows standard layouts
  • Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
    • Fragomen in London:Our London office has over 230 people working collaboratively and creating a dynamic, positive environment.The office itself is based in the heart of the City, located within a short walk of numerous tube stations. As the UK starts to move out of lockdown and Fragomen moves out of a fully working from home model, a willingness to attend the office will be required. The firm is however transitioning towards a flexible working approach, that incorporates in-person attendance with remote working - our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas.. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities, to regular wellbeing newsletters and diversity discussions. Required skills
  • Administrative
  • Office Support
  • Scanning
  • Stationery

    • Keyskills :
    Administrative Office Suppt Scanning Stationery

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