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Location

Darlington, County Durham | United Kingdom

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Job description

Working Hours:

This is a full time position where you will work Monday – Thursday 9.00 – 5.15pm and Friday – 9.00 – 5.00pm

What the role involves:

You will be part of our administration team. This will involve providing cover and support to our receptionists as and when required, handling data and original documents and assisting in general office administrative tasks. You will report to our Operations Manager.

Main duties and responsibilities will include:
• All aspects of file storage and retrieval including, managing the transfer of files and documents from our on-site and off-site storage facilities, and distributing these across the firm (manual handling and lifting of files and documents is required)
• Logging the movement of files and documents on our IT system
• Archiving of files including implementation of procedure for file destruction
• Dealing with internal and external queries regarding documents held by us
• Providing clients with original documents including via collection from the office or secure mail. Preparing the relevant paperwork for signature in connection with this
• Carrying out audits of all original documents held by us
• Merging of document databases
• Inputting key dates and data
• Undertaking any other duties of a similar level and responsibility as may be required from time to time
• Projecting a professional organisational image both in person and by telephone
• Meeting and greeting clients and other visitors and to escort visitors within our premises as and when required
• Answering the telephone, transferring calls to the appropriate staff member and taking accurate messages for staff in their absence;
• Ensuring the reception area and meeting rooms are always kept clean and tidy, including sanitising meeting rooms between appointments
• Operating a room booking system for the smooth running of appointments
• Making refreshments for clients
• Undertaking safety tests, such as checking fire escapes are clear
• Scanning and saving post into the IT system
• Sending post via various methods
• Producing, photocopying, and accurately scanning documents
• To assist with maintaining a tidy and organised Archive System
• Taking responsibility for opening files, including setting up physical files and
inputting data into the case management system
• Diarising key dates into the case management system
• Ordering stationery and other office equipment
• Ad hoc shopping for office supplies
• Helping to promote efficiency within the support team of the company
Desired skills and personal qualities:

Skills:
• A clear and effective communicator on the telephone, in writing and in person
• Excellent organisation and planning skills
• An excellent eye for detail, ensuring quality and accuracy
• A willingness to learn
• Client service focused
• A willingness to take ownership and responsibility for tasks
• Able to multi-task in a fast-paced environment
• An ability to work within a team and independently if necessary
• Competency in using Word, Excel and other Microsoft packages
• Ability to be decisive, to work under pressure and meet deadlines

Personal qualities:
• Well-organised and presentable
• A problem-solver
• Discreet
• Trustworthy
• Reliable
• A positive and proactive approach to work
• A willingness to understand and learn what the company does, and the key tasks needed for the role
• Ability to receive constructive feedback and a desire to improve
• Takes pride in one’s work
• Ability to build rapport with colleagues, clients and other visitors

Desired qualifications:

GCSE or equivalent in English and Maths (Grade C or 4 or above)

Experience:
Previous experience of working in a legal practice is preferable but not essential.

If you haven't heard from us within two weeks of your application please be advised that you have not been successful.

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Job tags

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Salary