Office Supervisor - Belfast, United Kingdom - MPA Recruitment

MPA Recruitment
MPA Recruitment
Verified Company
Belfast, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Job Title:
Office Supervisor (Legal Services


The prime characteristic of the role is to assume responsibility for all of the administrative activities that facilitate the smooth running of the Legal Services office, including ensuring records and reports are prepared and up to date and assisting with financial management and regulatory requirements of Legal Services, as well as supervising a small administrative team and contributing to the provision of general secretarial support to the solicitors when required.


Location:
Adelaide Street, Belfast


Hours of work: 37 hours per week (Monday to Friday: 09.00am to 5pm)


Salary range:
£11.39


Closing Date: 29th January 2024


MAIN DUTIES:


  • Providing general secretarial support to the solicitors as and when required and work collaboratively with other staff in the administrative team, providing support and cover as required, to ensure a flexible and responsive secretarial and clerical service for the Legal Services team.
  • Ensuring that relevant records within the Legal Services department are up to date.
  • To assist with the financial management and regulatory requirements of the office, including the attainment and maintenance of ISO 900
  • Organising people, information and other resources to ensure that all administration processes within the Legal Services department work effectively.

Legal Services administration team duties

  • Assisting with business planning within Legal Services
  • Managing online and paper filing systems
  • Developing and implementing new administrative systems, such as record management.
  • Ensuring that office equipment is maintained.
  • Recording and monitoring office expenditure to assist in the setting of Legal Services' annual budget (including preparing, collating, and analysing relevant data) and reporting on same to Head of Legal Services.
  • Organising the office layout and maintaining supplies of stationery and equipment
  • Supervising the condition of the office and arranging for necessary repairs, including ensuring telephones, printers, computers, faxes, copiers, and other office machinery are well maintained and appropriate for the needs of the office.
  • Maintaining the office library (manual and electronic) and ensuring all solicitors have access to relevant publications in a costeffective manner.
  • Organising staff meetings and recording the minutes in relation to same
  • Ensuring adequate staff levels to cover for absences.
  • Allocating work to staff, monitoring their workload and output and reporting on same to Head of Legal Services
  • Monitoring and providing feedback on administrative staff performance to Line Manager
  • Responding to customer enquiries and complaints
  • Implementing organisational health and safety policy and ensuring same is observed.
  • Supervising and maintaining solicitors continued professional development and training records
  • Renewing solicitors' Practising Certificates
  • Maintaining the Legal Services' database (GMA Office Manager on Microsoft Access)
  • Managing and maintaining the content of Legal Services' organisational intranet profile
  • Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with strategic corporate programmes and projects._

Experience and Qualifications

Essential

  • Possess a BTEC HNC (Level 4) or equivalent level qualification.
- *Refer to Qualifications Framework for equivalencies _


  • Possess 2 years relevant general administrative experience.
Can demonstrate experience in each of the following areas:
a. The creation and maintenance of electronic databases using Microsoft packages including Word and Excel

b. Effective use and updating of electronic information management systems (such as Meridio, Housing Management System (HMS) etc)

c. Collating and analysing information and preparing reports

d. Dealing with requests for information or enquiries from both internal and/or external parties

Can demonstrate:
_(To be Assessed at Interview)_

  • Excellent planning and organisational skills.
  • Ability to work accurately under pressure of multiple deadlines.
  • Strong customer orientation and interpersonal skills.
  • Excellent attention to detail.
  • A willingness to learn new skills.

Desirable Criteria

  • Can demonstrate experience of.
  • Organising meetings
  • Recording notes or minutes of meetings

Additional Information:


  • A Basic Access NI Check is required at a cost of £18.

How to Apply
Or for further information and a confidential discussion on this post please call Chris at our Belfast office on

Please ensure your CV is accurate and updated with full personal contact details, education history, qualifications, and employment history.

MPA Recruitment are operating as an Employment Business in relation to this vacancy.


Salary:
£11.39 per hour

Expected hours: 37 per week


Schedule:

  • Monday to F
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