Administrative Assistant

Regulated by the Solicitor’s Regulation Authority, Duncan Lewis Solicitors was founded in 1998 and is headquartered in the City of London (Fenchurch Street EC3M), with offices nationwide. We are recognized by the Legal 500 and Chambers & Partners UK independent legal directories as a top-tier law firm - "a diligent and professional team that is prepared to go the extra mile for its clients". A paperless law firm with over 500 personnel that embraces hybrid-working, we service both corporate entities and private individuals in over 25 areas of law across 60 languages. We give people a voice - that is our ethos.

We look to recruit dedicated and talented employees in both legal and non-legal capacities, and we are always interested to receive applications from quality candidates. If you can demonstrate a strong commitment to the areas of law provided by the firm, and you are keen to build a career with us, please apply online with your details and CV.

We are seeking an Administrative Assistant to be part of an Administrative / Post Team that works across both of our Company’s City and Dalston offices, that is responsible for the day to day handling of the Company’s incoming/outgoing post, central retention of Original Documents and provides administrative support to our Fee Earners, Support Teams and Management Board.

Although this role will be predominantly Dalston (E8) based, flexibility to operate from or travel to our City of London office where required.

Main Responsibilities of the role:

• Work part of an Administrative / Post Team that is responsible for the day to day handling of the Company’s incoming post, outgoing post and central retention of its Original Documents in accordance with Company Paperless Policy & Procedures.
• Undertaking daily tasks such as collection of incoming post/DX, post opening, sorting, scanning, photocopying, filing of documents, digital data processing and arranging or undertaking the internal couriering of documents across the Company’s London offices.
• Prepare outgoing mail/DX for dispatch and franking of mail, to include completing the necessary documentation, and ensuring that they are ready for collection at the designated time and location.
• Maintaining and issuing paper, toner and office kitchen supplies/stock to the appropriate departments/locations on daily or weekly basis and keeping accurate stock records to ensure timely orders are made.
• To provide administrative assistance to Company fee earners in relation to administrative tasks, incoming/outgoing post and retention/retrieval of Original Documents being held on their behalf.
• Assist with Reception duties, where required.
• Assist with the opening of the Dalston office for 0900 hours, where required.
• Actively participate in training and development opportunities to deliver an effective service.
• Administratively assist with the set-up and pack-down of meeting rooms for training/induction sessions, conference meetings.
• Provide administrative support for the Company’s monthly 2-day induction programme for new joiners; including - ordering and display of refreshments and lunch.
• To be able to work an early shift at least twice a month (0830-1630) to assist with induction set-up where required.
• Deliver and collect internal and external boxes from all departments in accordance with strict timetables; may include manual lifting of boxes.
• Ability to work across all London offices where the Company’s Administrative / Post Team are based. Provide effective cover and undertake all Administrative Assistant duties from the Company’s City of London and/or Dalston Offices where required to do so.
• If based in, or covering in City of London - provide administrative support for the Company’s monthly 2-day induction programme for new joiners; including - ordering and display of refreshments and lunch. To be able to work an early shift at least twice a month (0830-1630) to assist with induction set-up where required.
• Ensure that reasonable care is taken at all times for the health, safety and welfare of you and other persons. Adhere to all security protocols within authority buildings and grounds.
• Assist with any other administrative duties as reasonably required by Supervisor and/or Management Board.

Key Skills Required:

• Good attention to detail
• Excellent organisation, communication and interpersonal skills
• Ability to work well in a fast paced and busy office environment
• Ability to work as part of a team
• Self-motivated to work on initiative and tight deadlines
• Excellent IT skills with good ability to process information and digital data processing using relevant software (Databases, spreadsheet packages etc.)

The recruitment process will fully comply with GDPR and other applicable laws. Background checks including CRB / DBS checks will establish your eligibility to work in the UK and suitability to the role.

Duncan Lewis is committed to Equal Opportunities and embraces diversity of its staff. The Company strives to ensure that our staff reflects the diversity of the communities we serve, which is reflective at all levels within our workforce.

We guarantee an interview for candidates that disclose a disability and meet the essential requirements for the post. Please provide additional details in your covering letter if this applies.