The overall objective of this varied role is to provide facilities and administrative support to the Cardiff office with a view to ensuring that individual tasks are completed cost-effectively and at the appropriate level.
The jobholder will provide administrative support and assistance to the members of the Cardiff office, at all levels, on a day-to-day basis as required including, but not limited to, copying, post distribution, room set-up and general facilities tasks. The role will report to the Cardiff Office Manager and requires on-site presence five days per week.
Key duties and responsibilities:
- Receiving and distributing post and arranging post to be sent externally;
- Greeting clients and visitors to the Cardiff office in a professional manner;
- Filing/scanning/photocopying on a day-to-day basis (file notes, post, etc.);
- Preparing meeting rooms and arranging refreshments for meetings, making sure rooms are set up correctly for internal meetings (i.e. ensuring, where appropriate, video conferencing is set up), booking couriers and other delivery methods as required;
- Clearing conference rooms after meetings;
- Supporting client events in the office;
- Ensuring stationery orders are up to date and that photocopiers are regularly stocked with paper;
- Monitoring the office laptops, troubleshooting any issues with the IT helpdesk;
- Archiving of files;
- Assisting with all facilities related tasks to ensure smooth running of the Cardiff office;
- Assisting secretarial team with tasks relating to invoicing clients e.g., filing disbursements with Finance;
- Assisting with client file opening and draft terms of business letters;
- Photocopying/scanning tribunal document/bundles as required, and often at short notice;
- Preparing and submitting expenses on behalf of fee earners using Chrome River portal;
- Assisting with ad hoc travel arrangements and organisation of travel documents;
- Assisting with research tasks as required;
- Generally assisting the office as requested;
- Any other reasonable task in line with the level of the role.
Candidate profile:
This is a challenging role offering experience in a fast-paced, professional environment. The successful candidate must have excellent communication skills, both written and oral, and enjoy working in an involved team environment. They must be highly organised with a flexible nature and a co-operative and willing attitude.
Abilities and desired qualities:
- Demonstrable office/administrative experience in a professional environment would be an advantage;
- Strong IT skills;
- A good eye for detail;
- Excellent organisational and communication skills;
- Ability to manage workload and work under pressure to meet deadlines;
- Enjoy working as a team player;
- The ability to work flexibly and to work overtime when required.
IT skills required:
- Experience or knowledge of Office 365, Word, Excel, Outlook, PowerPoint, Microsoft Teams, DocsCorp PDF Docs, Word Compare (DocsCorp CompareDocs), Document Management System (Netdocs), although full in-house training will be provided.
Educational and professional qualifications required:
- Good grammatical English - at least to GCSE standard or equivalent.