Administrative Assistant - Leeds, United Kingdom - Mills & Reeve LLP

Mills & Reeve LLP

Verified Company

Leeds, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location:

Leeds

Discipline:

Central executive support services

Contact name:

Sean Smith

Vacancy reference:

021029

Closing date:

30 June 2023

Leeds, Permanent, Full time

The role

Administrative Assistants (AAs) are based within the Executive Support Services (ESS) team which is responsible for supporting all areas of the business.

The role will provide additional support to the existing Central Administrative Assistants team and reports to the relevant office's Executive Support Manager or Executive Support Team Leader.

The role is responsible for providing assistance to Executive Assistants (EAs) and Lawyers, utilising available resources as appropriate.

The role is office based within the firm's Northern Executive Support Services in Leeds working alongside the other two AAs in the team who provide support to all National Service Lines.

The person
This is a busy and challenging role and to be successful, your background will probably include:

At least 6 months recent office administration experience, or a relevant secretarial/administration qualification
At least 5 GCSEs at Grade 4 (formally Grade C) or above to include mathematics and English (or equivalent)
An understanding of legal processes and experience of working in a law firm would be beneficial
A good understanding of Microsoft Office systems; Word and Outlook
Comfortable with technology and data inputting

In addition, the role requires someone who:

Has the ability to work as part of a team and establish good working relationships
Has good planning and organisational skills
Remains calm under pressure
Has good communication skills
Provides outstanding support and client service at all times
Has excellent attention to detail

The activities
Clients

Support the Executive Assistants and lawyers as required with travel arrangements, inputting of expenses, booking of meeting rooms and catering
Support the Executive Assistants in the organisation of meetings/seminars
Work within and adhere to all of the firm's policies, procedures and processes including adherence to client service standards ("CSS")
Investigate problems and, with the support of other members of the Executive Support Services (ESS) team, produce a satisfactory solution

Leadership

Read firm communications and support new initiative
Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time, including having an awareness of workloads and priorities to assist and cover planned and unplanned absences
Understand the basic legal processes involved in the work you are covering and understand what is required in order to comply with these
The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working

Business Management

Update the firms client database system 'InterAction' with any new clients or activities, ensuring mailing lists are up to date and amending contacts when necessary
Ensure files are retrieved promptly from storage
Demonstrate flexibility and a willingness to work outside contractual hours when necessary to ensure work is completed according to deadlines and to meet the demands of the business
Take responsibility for prioritising your own workload, requesting work when capacity arises and keeping the appropriate person informed as to progress, discussing as any problems that may arise
Attend meetings when required and notify the appropriate person if unable to attend a meeting or training and rearrange as necessary

Technical Excellence

Ensure you are confident with the filing structure, enabling you to complete any filing/efiling promptly and accurately
Manage the full archiving process to include closing files, archiving deeds/files and scheduling of documents in accordance with office procedures including updating computerised records with any document movements
Ensure all photocopying, printing, paginating, indexing, scanning and court bundle preparation is completed to a high standard, seeking assistance and guidance from the reprographics team as appropriate
Type all documentation including letters, faxes and forms accurately and conforming to Mills & Reeve house style, when required