Our client, a boutique law firm based in Chancery Lane have a role available for an office assistant. The role is varied and interesting.
Skills & Competencies:
 Communication: Articulate, able to convey messages in a clear and appropriate manner, know how to approach Clients and colleagues at all levels. Flexible and calm in approach
 Organisational skills: Able to manage own workload in an orderly manner, meet deadlines and prioritise. Excellent timekeeping in attending the office
 Accuracy: High level of accuracy and attention to detail. Able to use correct grammar, punctuation and formatting
 Team Player: Willingness to help and support others in the IT and Administration team and across the firm. Reliable and trustworthy
 Discretion: Able to always maintain confidentiality and a high level of discretion
 IT skills: Must be able to use Word & Excel at intermediate level. Will be expected to be proficient. Some training will be provided.
General Office:
 Distribution of fruit to breakout area
 Dealing with distribution of stationery
 Delivering by-hand deliveries (local)
 Ensuring all copiers are fully stocked with paper each day
 Printing
 Photocopying
 Scanning
 Arranging Bundles for Court
 Organising Couriers
 Delivery of post to the Post Office.
Scanning and distribution of post::
 Assist the receptionists when required to look up and scan all post on its arrival (Royal Mail, Courier deliveries, DHL etc)
 Assist the receptionists when required to ensure post in scanned to all relevant partners, fee-earners and their secretaries. Any post which can’t be identified on p4w, search iManage for any further information. If still unidentified send to all users.
 Post once scanned to be distributed to staff pigeonholes.
Ad hoc duties:
 Ensure adequate supplies of tea, coffee, water etc. in boardrooms
 Report any facilities issues to the IT & Administration Director and assist when required to resolve the issue
 If Reception is quiet – assist the Office Assistant or IT & Administration Director and IT & Administration
Manager with ad hoc duties.
This role will provide cover for Reception when required - additional duties listed below.
Clients:
 Meet and Greet clients
 Take coats, umbrellas etc and hang them up
 Contact partner/fee-earner who is meeting client
 Offer visitors refreshments (ensure glasses, cups etc are clean) and advise the Clerks accordingly
 Ensure clients are kept up to date with when fee-earners will be joining them.
Meeting rooms:
 Assist in the preparation of boardrooms for client meetings with receptionists.
 Ensure the rooms are warm in the winter (especially on a Monday morning) and suitably aired in the summer.
 Boardrooms should always be presentable to clients and cleared and reset as soon as possible following a meeting, along with receptionists.
 Ensure boardrooms set up with pens/paper/marketing materials/flip charts (if requested)
 Assist with AV requirements for meetings.
Reception area:
 Open Reception each morning and close Reception as appropriate
 Keep reception area neat and tidy
 Ensure all client facing facilities are kept clean and tidy at all times
Experience within a similar role in office services is essential.