Office Services Administrator - Cambridge, United Kingdom - Ashtons Legal

Ashtons Legal

Verified Company

Cambridge, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Firm

Ashtons Legal is a growing firm in the East of England with a focus on providing excellent legal advice to a diverse range of individuals, institutions and executives across our region and beyond.

We are a friendly and supportive team of professionals working together to make sure our clients get the best advice possible.

Our firm has a flexible reward and benefits structure and a culture of openness with an innovative leadership looking to the future.

The Office Services and Facilities Team

Our Office Services and Facilities teams are in place to support all of our colleagues with the day-to-day running for the office - enabling them to deliver a smooth service to our clients.

As a team, we are responsible for delivering all front of house, postal and admin services in all locations.

Our team also have Health and Safety, Manual Handling and First Aid responsibilities and you will be expected to take on these duties, with the necessary training.

The Role
The Central Office Services team provide invaluable admin support to our divisions.

On a day-to-day basis, you will be responsible for:

Post Services

Sorting incoming post, scanning and distributing the post to the correct teams and divisions
Preparing outgoing post ready for collection at the designated time
Franking of our mail, making sure all couriered and DX items are signed for and dealt with correctly
Ensuring that any cross office post is ready for collection at the designated time
Resolving, as far as possible, the owner of any unclaimed mail

Reprographics

Providing photocopying and binding services when requested to all the teams, taking ownership of each reprographics job produced and ensure end users are informed about the production of their work and that deadlines are met. Quality checking all work completed
Scanning of all documents, including the preparation of electronic and hard copy court bundles and bibles
PDF Amendments

Filing, Archiving and Retrieval

Assisting the team with archiving; sending and retrieving boxes as needed
Document management including the maintenance and timely updating of paper files and appropriate online filing systems; creating electronic files on the relevant systems where this isn't in place

Office Services

Maintaining sufficient stationery and refreshment supplies within a budget.

Reception Duties

Providing reception duties for client meetings, including organising refreshments for meetings when necessary
Ensuring equipment required for client and internal meetings is set up and tested ahead of time

Full training on equipment used will be provided
It may be necessary to update tasks and responsibilities and introduce new processes from time to time.

Knowledge, skills and experience required
We would like you to have experience in a similar position elsewhere, together with:

Strong attention to detail
A methodical approach to you work, even when dealing with routine tasks
A pride in your work
Strong communication skills the ability to liaise effectively and professionally with external and internal clients
Be committed to building relationships with the legal teams
Ability to work on own initiative, following set instructions but without supervision
Able to work well under pressure and with often conflicting deadlines
Computer literate with a working knowledge of Microsoft Office and Outlook (training will be provided for firmspecific software)
Flexible attitude to working alongside different team members
Ability to use own initiative to solve problems on the job

This is a permanent, full time role.

Pre-employment screening
Should we make you an offer of employment, we will be carrying out pre-employment screening.

These checks will relate to professional and academic qualifications, references from previous employers, social media checks, your eligibility to work in the UK, disciplinary search with the Solicitors Regulation Authority (SRA).

We will also carry out a DBS search (Disclosure and Barring Service) which checks for any previous criminal convictions. Some roles at Ashtons Legal require a financial background check to be carried out.

Please be assured that we will not be carrying out any checks prior to your formal acceptance of our offer and your confirmation of resignation.

The employment screening process will fully comply with Data Protection and other applicable laws.

Job Types:
Full-time, Permanent