We are looking for a full time Administration Assistant to join our busy firm on a permanent basis.
Hours of work- Monday to Friday 9:00am to 5:30 pm
Based out of our Coventry office, it is preferable for candidates to hold a full UK Driving Licence and have their own transport.
Salary is negotiable dependent on experience.
Previous experience as a Legal administrator is preferred but not essentail essential as training will be given.
The prime role of the Office Administrator is to provide direct support to the Office Manager and the Administration Department as a whole, to ensure the Firm operates efficiently. The Office Administrator will be required to cover reception, and process all incoming calls without undue delay, in a courteous and helpful manner and will be permanently assigned to the Overflow Switchboard group.
This role is varied and will include but will not be limited to the main responsibilities given below.
- Process the incoming and outgoing post, including the scanning of the incoming to the intended recipient. This may involve interrogating the firm’s case management system to identify the correct recipient if the correspondence is not clear.
- All incoming post must be scanned, in full, to the intended recipient if they are remote working or in other offices in a timely manner.
- Assist with stationery ordering, including bespoke and branded (letterheads, business cards, legal corners etc), using a proactive approach to ensure stock levels are maintained across all offices and is stored appropriately.
- Provide photocopying and scanning support across the whole firm, including copying CD/DVDs containing documents/medical records.
- Copy/scan all documentation accurately and in the order the job is received, unless specified that it’s urgent.
- Record all photocopying work actioned into the logbook, which is an excel spreadsheet
- Maintain the photocopying machines and monitor stock levels of toner and paper, ensuring the paper trays are replenished daily or when running low. Replace toners in the machine when necessary
- Liaising with couriers and staff to arrange collections, and monitor invoices, deal with queries if there are problems with deliveries.
- Assist with monitoring and arranging collections of confidential shred bins as required.
- Assist with office consumables procurement across all sites including stock levels. Reconciling deliveries.
- Assist with ensuring the firm’s banking is dealt with promptly when required.
- Assist with file closing/wills and deeds storage and the retrieval of the records.
- Flexibility is important along with the ability and willingness to travel between all sites and run errands as and when required. Full clean driving licence is required. This will involve transporting boxes/files between offices. Taking boxes of file closing to offsite storage, disposing of office furniture e.g. Broken chairs.
- Assist with filing and general administration tasks.
- Assist at our offsite storage facility with periodic reorganisation and shredding of files which will involve some manual handling.
- Assist the Partners and Office Manager with special projects as and when required.
Our generous benefits package includes 25 days holiday (plus bank holidays) along with your birthday and also the 3 days between Christmas & New Year.
We support our staff in their training to achieve their professional goals in modern offices with easy access. Coupled with our good social scene that is why the majority of our staff stay with us for years if not decades.
To apply for this position please send your CV and covering letter to Rob Pitchford, HR Assistant, Brindley Twist Tafft & James LLP, Lowick Gate, Siskin Drive, Coventry, CV3 4JF or email to robert.pitchford@bttj.com
Please note – Previous candidates, whether direct or via an agency, need not apply.