Administration Assistant - Stoke-on-Trent, United Kingdom - Poole Alcock LLP

Poole Alcock LLP

Verified Company

Stoke-on-Trent, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Nature & Scope
To provide support to fee earner(s) to enable them to deal with client efficiently and effectively. Delivers high level of customer service to clients. Projects a professional image to visitors and telephone callers at all times by greeting, welcoming and directing them appropriately. Works collaboratively with colleagues to facilitate the smooth running of the department.

This role reports to the Head of Department.

Key Competencies

Customer Service Focus
Information Management
Organised with good time management
Attention to detail and accuracy
Skilled in the use of IT
Ability to follow instructions
Selfmotivation
Good use of initiative
Ability to work to deadlines and under pressure
Verbal and written communication skills
Problem solving skills
Ability to handle complex information
Ability to communicate with all kinds of clients
Respect for confidential information

Key Accountabilities

Administration

To provide general administrative support to colleagues where directed by line manager
To organise post and ensure this is singed by line manager (or as otherwise directed) and ready to be dispatched at the end of each day
To manage the electronic diaries of fee earners as directed by line manager
To manage incoming post, scanning and filing (hard copy and electronically) as directed by line manager
To manage files so that the documents are readily accessible
To ensure confidential information is not passed on to third parties without the permission from line manager
To handle information in a manner consistent with the firm's policies relating to data protection and information security
Preparing Post and DX for daily dispatch
Database management

Customer Service Focus

To communicate with clients and potential clients in a positive, professional and friendly manner
To project a positive and professional image, including personal presentation
To ensure that all client queries are handled efficiently and that information provided to them, and any involved third parties, is accurate and timely

Handing inbound telephone calls

To ensure that calls (internal and external) are answered promptly (preferably within three rings) and professionally
To answer inbound telephone calls, assisting the caller and promptly directing them to another member of the team if appropriate
To coordinate a high volume of calls during peak periods, prioritising

work and situations

Information management

To take messages where necessary and direct these to an appropriate member of staff in a timely manner
To pass on messages to clients and third parties where appropriate
To provide accurate information to clients and third parties
To respect the sensitive and confidential information disclosed by clients

Staff awareness

To maintain good working relationships with colleagues
To provide cover for colleagues where appropriate (including colleagues from different teams/office locations)
To ensure the proper handover of work to colleagues covering you during periods of leave/absence
To use departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations

Package

Competitive salary
20 days per annum annual leave plus statutory bank holidays. Additionally, the firm ordinarily closes between Christmas and New Year albeit the firm reserves the unfettered right to withdraw this additional leave as required by business needs. You will also get an extra day's holiday for your birthday
Entitlement to join the company pension scheme.
Entitlement to participate in the firm's cash healthcare scheme.
The role will be based at our Alsager office but there will be a contractual requirement to work at any of our offices.
Although this role is advertised as a full time position the firm will, upon request, consider whether the role can be conducted on a part time or shared basis.
Any offer is conditional upon receipt of a satisfactory reference, and a basic DBS check, Social Media check, Adverse Media check, Sanctions check, Employee Credit check and a check with our Regulatory Body
Poole Alcock is an equal opportunities employer and intends to treat everyone equally regardless of disability, race, sexual orientation, age or marital status.

Salary:
£15,000.00-£19,792.50 per year

Schedule: