Office Administrator

Job Title:Office Administrator

Location: Bramley House, The Guildway, Surrey, GU3 1LR

Salary: £22,000 per annum

Job Type: Part Time / Full Time, Permanent

Main Purpose of the role:

Lovetts are looking for an Office Administrator to join a fast-growing business to assist in the day to day running of the office.

You will be responsible for assisting the various departments in administrative duties, as well as acting as an initial point of contact for incoming telephone calls and written correspondence. You will also provide administrative assistance to the Pre-Legal and Guildways team, Legal and Litigation Departments.

Key Objectives:

• Ensuring emails received into central inboxes are saved to the correct files and/or forwarded to the correct departments.
• Handling incoming post by scanning, saving to the relevant case files and filing for storage.
• Handling outgoing post.
• Providing helpful telephone reception and assistance for clients and other callers.
• Assisting with other administrative office tasks.

Key Responsibilities:

• Main point of contact for reception, car passes, meetings and room bookings.
• Acting as the first point of contact for incoming telephone calls.
• Attending to incoming emails and saving to the correct files.
• Processing instructions received from clients via Lovetts' web portal.
• Identifying conflicts of interest from incoming instructions.
• Handling incoming post, scanning and saving to correct files.
• Filing documents that have been dealt with.
• Checking and dispatching outgoing post.
• Booking solicitor advocates for hearings.
• Stationary orders.

Knowledge, Skills and Experience:

Knowledge:

Training will be provided upon the following where needed.

• Office Procedures.
• Outline knowledge of Solicitors Accounts Rules.

Skills:

• Ability to prioritise work.
• Mathematical and basic accounts.
• Diary control and record keeping.
• Ability to organise.
• IT literate in all Microsoft programmes.
• Accurate typing skills.
• Ability to work within a team.
• Good communication skills.

Experience:

• Administrative and secretarial.
• Experience of office management in a small organisation.

Decision Making:

Complexity and Creativity:

• Most work is carried out under the instructions or supervision of the solicitors. Initiative will be needed in relation to some dealings with clients and in the prioritisation of work. All staff are encouraged constantly to seek more efficient ways of carrying out the work.

Judgement and decisions:

• Decisions are subject to overall supervision of solicitors but use of own initiative is required.
• Interpretation and implementation of fee earner instructions.

Operational responsibility:

• Responsible to the department managers for the overall support of each department.

Telephone:

• Answering telephone calls, assisting where possible, but otherwise directing calls to the relevant person/department.

Post / Emails:

• Sorting morning post, scanning, saving to files, creating statuses for fee earners, filing documents once handled, monitoring central email inboxes and saving emails to files, notifying fee earners of urgent correspondence without delay.

Office:

• Processing instructions received from client's via Lovetts' web portal, booking solicitor advocates for hearings.

Benefits:

• Quarterly bonus
• Regular staff events
• Employee benefit programme

Please click on the APPLY button to send your CV and Cover Letter for this role.

Candidates with the relevant experience or job titles of; Administrator, Admin, Support Administrator, Administrative Assistant, Business Support Administrator, Business Administrator, Admin Support, Learning Support Administrator, Client Support, Client Services, Reception, Receptionist, Admin Coordinator, Customer Service may also be considered for this role.