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Location

Trowbridge, Wiltshire | United Kingdom

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Job description

Hours:Monday to Friday 9.00am to 5.00pm
Holiday:28 days in addition to public holidays

Job purpose: To provide administrative & HR support.

Key responsibilities and accountabilities:

Human Resource Tasks

1. Send Self Certification forms to staff absent due to sickness as requested by practice director.
2. Recruitment:
a. Log Cv’s on recruitment spreadsheet
b. Send GDPR acknowledgement email to all applicants
3. Arrange staff quarterly meetings in each office, coordinate with Senior Partner and Finance Partner, communicate details to staff, update calendars, send reminders to all involved.
4. Liaise with new starters to ensure they receive and return required documentation
5. Assist with updating holiday records for all staff across all offices as and when required by practice director.

Administrative Tasks

1. Maintaining Undertakings register
2. Quarterly and annually health and safety reviews. Send forms, collate responses and submit to Practice director
3. Purchasing the supplies for the office.
4. Setting up for variety of meetings providing seating or refreshments, flip charts etc as requested.
5. Arranging Support Department meetings, taking and distributing minutes.
6. Ordering of stationery for each office on a monthly basis including checking of delivery notes, invoices, approving for payment by the accounts department and dealing with queries that may arise. Upkeep and tidying of stationery room in Trowbridge office.
7. Managing archiving and file destruction for all offices. Includes file storage availability for all offices and offsite storage.
8. Manage book subscriptions and update he firm’s loose-leaf publications.

Training Administration

1. Maintaining training records for all fee earners in accordance with the SRA Statement of Competence
2. Coordinate annual fire marshal training for selected staff members and general fire training for all staff.
3. Coordinate first aid training for all offices
4. Arrange Money Laundering Training for all staff across all offices as and when asked by Practice director
5. Ensure all new staff members undergo relevant training within first 3 months of employment.
6. Action training requests forms and ensure staff complete feedback forms. Manage subscriptions and arrange/book courses.

Reception

1. Putting calls through to relevant person or taking messages as appropriate.
2. Dealing with visitors.
3. Date stamping hand delivered post for distribution.
4. Sorting incoming faxes for distribution and notifying staff when a fax has arrived.
5. Making appointments when secretaries are not available.
6. Administering petty cash for office.
7. Daily banking.

Mail

1. Opening of post each morning.
2. Preparing the post to be sent.
3. Delivering GPO mail to the post office each afternoon.
4. Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.

Other Duties

1. Carry out weekly and monthly fire safety checks/testing and log.
2. Making refreshments for visitors or meetings as requested.
3. Carrying out all other general reception duties.
4. When covering in Reception for the sickness or holiday leave of the main receptionist, carrying out all the duties normally carried out by that person.
5. General support to Practice director’s for ad hoc duties.

Skills:

• Strong IT skills including MS Office packages,
• Experience in a similar role is ideal,
• Organisational ability including managing competing priorities,
• Good telephone manner including ability to communicate with visitors and staff,
• Ability to work as part of a team or on own initiative,
• Attention to detail,
• Excellent presentation .

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Job tags

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Salary