Your Role
and What You'll Be Doing
1. Incoming Post: Manage daily incoming post, with a significant volume on Mondays. Scan documents received from the Facilities team and save them in the relevant folder on the iManage system. Distribute original documents to the appropriate team members.
2. Outgoing Post: Print letters and enclosures, and complete forms for special/recorded delivery.
3. Document Scanning and Management: Scan documents and save them to the iManage system. Photocopy documents as needed. Store, retrieve, and archive important legal documents. Maintain a spreadsheet of original packets in the safe, updating and deleting entries (e.g., Wills, LPAs). Review the spreadsheet quarterly and consult with fee earners to determine if any documents can be sent to storage. Send originals to storage and retrieve them using databases. Manage original document requests (e.g., Wills, LPAs) and ensure correct protocols are followed.
4. File Management: Manage file closures, complete file closure forms, draft closure letters to clients, and send original documents/files to storage.
5. Archiving Physical Files: Send physical files in the office to storage as required.
6. Assisting PAs: Provide support with other administrative tasks as needed. Help fee earners reduce their non-chargeable time (e.g., admin work).
7. Other Administrative Tasks: Book meeting rooms, handle travel requests, submit monthly expenses for fee earners, and maintain stationery stocks (e.g., pre-paid envelopes for other offices).
About You
1. Administrative experience (legal administrative experience desirable)
2. Able to use own initiative
3. Good verbal and written communication
4. Time management and organisation
5. Professional presentation
6. Ability to work flexibly and under pressure
7. Knowledge of legal procedures desirable
Our Benefits - What We Can Offer You
1. 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
2. Generous and flexible pension schemes.
3. Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
4. Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.
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